| CVCC Catalog 2004 - 2006
Academic Degrees,
Diplomas, and Certificates
TOP
Auditing a Course
Class Attendance
Classification of Students
The College offers the following approved programs.
| 1. |
An Associate in Arts and Sciences Degree (AA&S) is awarded to
the student, majoring in specialized programs such as business
administration, education, general studies, liberal arts, and science,
who may plan to transfer to a four-year college/university after
completing the community college program. |
| 2. |
An Associate in Applied Science Degree (AAS) is awarded to
the student, majoring in one of the occupational-technical programs, who
may plan to obtain full-time employment immediately upon graduation from
the College. |
| 3. |
A Diploma is awarded to the student who completes the Machine
Tool program. |
| 4. |
A Certificate is awarded to the student who completes one of
the approved, non-degree programs which are usually less than two years
in length. |
| 5. |
A Career Studies Program Certificate is awarded to the
student who completes one of the approved career studies programs. |
Academic Requirements
To be eligible for graduation with a
degree, diploma or certificate from the College, a student must:
| 1. |
have been admitted to the program plan in which the student expects
to receive a degree, diploma, or certificate; |
| 2. |
have fulfilled all of the course and credit-hour requirements of the
program plan with 25 percent (25%) of the credits acquired at CVCC; |
| 3. |
have been certified by an appropriate College official for
graduation; |
| 4. |
have earned a grade point average of at least 2.0 in all studies
attempted which are applicable toward graduation in their program plan; |
| 5. |
have filed an application for graduation in the Office of Admissions
and Records; and |
| 6. |
have resolved all financial obligations to the
College and returned all library and College materials. |
Graduation Application
Students expecting to complete the requirements for a
degree, diploma, or certificate must complete a graduation application. The
Office of Admissions and Records needs to receive an application for each
award early in the Fall Semester preceding each May commencement exercise.
An application for a certificate can be completed any semester; however, the
certificate will not be awarded until the following May. Information
necessary for the annual order of degrees, diplomas, certificates, and for
assurance of completion of graduation requirements in a timely manner is
obtained from these applications.
Graduation Exercise
The College has one formal commencement ceremony each
year in May following the Spring semester. Attendance is required for
associate degree and diploma graduates and all other graduates are
encouraged to attend.
Graduation Governing
Catalog
The catalog to be used to determine graduation
requirements is the one in effect at the time of the student’s initial
program placement into the plan from which they are graduating or any
subsequent catalog of their choice. In the case where a student discontinues
enrollment at the College for four consecutive semesters (excluding summer),
graduation requirements will be determined by the catalog in effect during
the semester in which the student re-enrolls. The catalog to be used in
certifying graduation requirements shall have been in effect no more than
seven years prior to the time of graduation.
Graduation Honors
Students who have fulfilled the requirements as
applicable to their programs are eligible for graduation honors. Graduation
honors are determined by the student’s cumulative grade point average and
are not applicable to Career Studies Program Certificates. Appropriate
honors based upon scholastic achievements are recorded on the student’s
permanent record as follows:
Cumulative Grade
| Point Average |
Honor |
| 3.2 |
Cum laude
(with honor) |
| 3.5 |
Magna cum laude
(with high honor) |
| 3.8 |
Summa cum laude
(with highest honor) |
Graduation Student
Assessment
During the last semester before graduation, the degree
students are expected to take the Academic Profile. The Academic Profile is
a test to determine the general education level of the student. The test
measures reading, writing, critical thinking, and using mathematical data
skills in the humanities, social sciences, and natural sciences. Students
are not required to obtain a particular score in order to graduate.
Occupational-technical students in selected programs
will also be expected to take a program exit exam, or complete a project or
portfolio during the last semester before graduation. No minimum score or
level of achievement is required for graduation. All test results will
remain confidential and will be used for the sole purpose of improving
College curricula.
Second Degree or
Certificate
In awarding students an additional degree or
certificate, the College may grant credit for all previously completed
applicable courses which are requirements of an additional degree or
certificate. When multiple awards do not contain any distinct courses,
students must apply for a lower award prior to or at the same time they
apply for the higher award.
Auditing
a Course TOP
Students desiring to attend a course without taking the
examination or receiving credit for the course may do so by registering to
audit that course. Students desiring to audit a course shall register in the
usual manner and pay the normal tuition on the first day of class. Audited
courses carry no credit and do not count as a part of the student’s course
load. Students desiring to change status in a course from audit to credit
must do so within the drop period for the session. Changes from credit to
audit must be made by the official last day for students to withdraw from a
class without grade penalty. After this day, the audit grade “X” is invalid
for students enrolled for credit.
Class
Attendance TOP
It is preferable that students attend all classes for
each course in which they are enrolled. Occasionally, it is unavoidable that
a student may miss a class. In such a case students should notify their
instructors prior to the absence, if possible. Students may miss up to 10%
of the scheduled classes in a course without penalty. It is the
responsibility of the student to find out what assignments were missed and
ask the instructor how to make them up, if make-up is possible. Students
missing more than 10% of the classes may be penalized at the discretion of
the individual faculty members. Students missing 20% or more of a class may
be administratively withdrawn from the course. The student who is withdrawn
by the official last day for students to withdraw from a class without grade
penalty will receive a grade of “W”. After this time, the student who is
withdrawn shall receive a grade of “F”, except under mitigating
circumstances. The mitigating circumstances process is outlined in the
section entitled “Grading System-W-Withdrawal.”
Classification of Students
TOP
All students are classified according to
the following categories:
Program Plan Student
A student shall be classified as a program plan student
if the following three conditions are satisfied: (1) the student holds a
high school diploma, a GED, or its equivalent, or is otherwise determined
qualified for admission; (2) the required documents for general admission to
a program plan are received by the Office of Admissions and Records; (3) the
student has been admitted to one of the College’s plans.
Non-Program Plan Student
The non-program plan classification system is
comprised of categories that reflect educational objectives of students
enrolling in the College. The non-program plan student is classified
according to the following: (1) general knowledge and personal satisfaction;
(2) high school student (school & College approval needed); and (3)
restricted enrollment (College approval needed).
Full-time Student. Students enrolled for 12 or
more credits in a semester are considered full-time students.
Part-time Student. Students enrolled for fewer
than 12 credit hours in a semester are part-time students.
Freshman. Students are classified as freshmen
until 30 semester credits of study have successfully been completed.
Sophomore. Students are classified as sophomores
after 30 semester credits of study have successfully been completed.
Transfer credits are included providing they apply toward the requirements
of the student’s program plan.
Communication Skills
TOP
The ability to communicate well is a
vital skill for success in College. Therefore, students are expected to
fulfill their English requirements before they reach sophomore status.
Computer Competency
TOP
Central Virginia Community College believes that all
students should experience a teaching-learning environment that espouses
computer and information literacy in accessing electronic resources and
applying knowledge through technology. The College endorses the principle of
computer competency for all students intent on completing an associate
degree or a certificate or diploma program with excess of 45 semester hours.
Students must demonstrate proficiency and be able to: 1) demonstrate a
working knowledge of computing concepts, components, and operations to
accomplish educational and career tasks; 2) use appropriate components of an
integrated productivity software package involving word processing,
spreadsheet, database, presentation, and/or communication applications; 3)
access, retrieve, assess, and apply networked information resources; and 4)
use telecommunication software.
The computer competency requirement is designated by
specific courses within each curriculum. Students have the option of taking
the required computer course, completing a challenge exam, or substituting
another approved computer course.
Credit by Examination, Previous Completion, or Occupational Experience
TOP
An individual’s prior experience and knowledge should
be recognized in a manner most beneficial to that person. In view of this,
Central Virginia Community College will offer its students the opportunity
to receive credit by examination, previous completion, or occupational
experience, in the following ways:
| 1. |
AP (The Advanced Placement Program). This program allows
students to pursue college-level studies while still in secondary
schools. College credit is granted for scores of 3, 4, and 5. AP scores
should be submitted to the Office of Admissions and Records at Central
Virginia Community College for evaluation. |
| 2. |
CLEP (College Level Examination Program). These
examinations are developed by the Educational Testing Service for
general as well as specific content areas. Students who score at or
above the minimum level suggested by the American Council on Education
will receive credit appropriate to that course. CLEP scores should be
submitted to the Office of Admissions and Records at Central Virginia
Community College for evaluation. |
| 3. |
DANTES (Defense Activity for Non-Traditional Educational
Support). Credit may be granted for successful completion of
correspondence courses and subject standardized tests (SST) of the
Defense Activity for Non-Traditional Educational Support (DANTES),
formerly the United States Armed Forces Institute (USAFI). These subject
standardized tests provide service members an opportunity to obtain
credit for knowledge and skills acquired through non-traditional
educational experience. Credit granted is based on the recommendations
of American Council of Education. DANTES scores should be submitted to
the Office of Admissions and Records at Central Virginia Community
College for evaluation. |
| 4. |
Military Service. Credit may be allowed for Armed
Service School experiences if this credit is recommended in “A Guide to
the Evaluation of Educational Experiences in the Armed Services”
produced by ACE. Official discharge papers (DD-214) and other
documentation should be submitted to the Office of Admissions and
Records for evaluation. |
| 5. |
International Baccalaureate. Credit is granted for
students earning the International Baccalaureate degree depending upon
scores. Submit official transcripts with scores to the Office of
Admissions and Records at Central Virginia Community College for
evaluation. |
| 6. |
Local challenge examinations. Examinations locally
prepared and administered for subjects not available in the CLEP program
will be utilized for a variety of courses at Central Virginia Community
College. Specific course credit will be granted for each such local
challenge exam successfully completed. For more information, contact the
dean who is responsible for courses in the appropriate discipline. |
| 7. |
Other formal learning experiences. The student should
submit evidence of other formal learning experiences to the instructor
or dean who is responsible for courses in the appropriate discipline for
evaluation. These experiences might include police academies, and
industrial training programs. Credit may be granted as a means of
achieving advanced standing for previous non-collegiate education,
training, and/or previous occupational experiences as recommended by the
American Council of Education. |
| 8. |
The College has developed a number of articulated
agreements with secondary schools in the Region 2000 service area which
may allow a high school graduate to receive college credit for courses
completed at the secondary level. For more information, contact the
Counseling Center. |
In all of the above areas, neither grades nor grade
points will be awarded for successful completion of the subject matter. The
appropriate notation “Credit by Examination,” “Credit by Previous
Completion” or “Credit by Occupational Experience” will be placed next to
the course title on the student’s transcript. Students who plan to transfer
to other institutions of higher education are cautioned that not all
institutions of higher education accept credits earned in this manner as
transfer credit. It is the student’s responsibility to determine the
acceptability of these credits at the institution to which the student will
transfer.
Curriculum Changes
TOP
The following policies have been established to clarify
questions concerning program plan changes. There are three levels of program
plans. They are listed in descending order:
• Associate in Arts and Sciences
• Associate in Applied Science
• Diploma or Certificate
Students in Good Academic
Standing
A student with a cumulative grade point average of at
least 2.0 may change educational objectives and request a program plan
change to another level of work. Work completed in the previous program plan
will be evaluated for utilization in the new program plan. The student will
have to meet any foundation requirements necessary for the new program plan.
Students on Academic
Warning, Probation, Suspension, or Dismissal
A student may not change to a program plan in a higher
level but may change to a program plan in the same or lower level while on
Academic Warning (due to low GPA) or Academic Probation. Work completed in
the previous program plan will be evaluated for utilization in the new
program plan for any of these changes. Students on Academic Suspension or
Dismissal may be considered for a developmental program in addition to the
plans listed under the sections related to Academic Suspension and Academic
Dismissal.
Dean’s List/Honor
Roll TOP
Dean’s List - Students enrolled
full-time who earn a semester grade point average of 3.2 or better are on
the Dean’s List.
Honor Roll - Students who have a
cumulative grade point average of 3.5 or higher and who have completed a
minimum of 20 semester hours of credit at the College are on the Honor Roll.
Final Examinations
TOP
All students are expected to take their
examinations at the regularly scheduled times. No exceptions shall be made
without the permission of the course instructor and the dean.
Grading System
TOP
The grades A, B, C, D, P and S are
passing grades. Grades of F and U are failing grades. R and I are interim
grades. Grades of W and X are final grades carrying no credit. Usually, if a
student transfers to a four-year college or university, only grades of A, B,
and C will be accepted for credit in courses equivalent to those offered at
the four-year college or university.
The quality of performance in any
academic course is reported by a letter grade, the assignment of which is
the responsibility of the instructor. These grades denote the character of
study and are assigned quality points as follows:
| A |
Excellent |
4 grade points per credit |
| B |
Good |
3 grade points per credit |
| C |
Average |
2 grade points per credit |
| D |
Poor |
1 grade point per credit |
| F |
Failure |
0 grade point per credit |
| I |
Incomplete |
No credit; used for verifiable unavoidable reasons.
Since the “incomplete” extends enrollment in the course, requirements
for satisfactory completion will be established through student/faculty
consultation. Courses for which the grade of “I” (incomplete) has been
awarded must be completed by the end of the subsequent semester or
another grade (A, B, C, D, F, P, R, S, U or W) must be awarded by the
instructor based upon course work which has been completed. In the case
of “I” grades earned at the end of Spring Semester, students will have
through the end of the subsequent Fall Semester to complete the
requirements. A “W” grade should be awarded under mitigating
circumstances which must be approved by the Vice President for Academic
Affairs and Student Services and documented. A copy of this
documentation must be placed in the student’s academic file. |
| P |
Pass |
No grade point credit. Applies to non-developmental
studies courses and other courses that have College approval for the
Pass/Unsatisfactory grading option. |
| R |
Re-enroll |
No grade point credit. The “R” grade may be used as a
grade option, interim in nature, in those courses which employ a mode of
instruction characterized by explicit terminal objectives covering the
various content areas in such a way that specific determination of
student progress toward total course completion can be made. Examples of
this mode are as follows: (a) individualized, self-paced instruction;
(b) modularized, group-paced instruction. The “R” grade may be given
only in courses which will be offered in any semester and which will
employ a mode of instruction described in a. and/or b. above. The
courses in which this methodology shall be used shall be designated by
their applicability to the established procedures for the “R” grade and
shall be identified by the Dean and approved by the Vice President for
Academic Affairs and Student Services. |
| S |
Satisfactory |
No grade point credit. Used only for satisfactory
completion of a developmental studies course (numbered 01-09). |
| U |
Unsatisfactory |
No grade point credit. Applies to developmental studies
courses and other courses that have College approval for the
Pass/Unsatisfactory grading option. |
| W |
Withdrawal |
No grade point credit. A grade of “W” is awarded to
students who withdraw or are withdrawn from a course after the
drop/refund period but prior to the official last day for students to
withdraw from a class without grade penalty. After that time, the
student will receive a grade of “F”, except under mitigating
circumstances which must be documented and a copy of the documentation
must be placed in the students’ academic files. Mitigating circumstances
must be evaluated by the Vice President for Academic Affairs and Student
Services or designee and include a certification by the instructor that
the student was making satisfactory progress at the time of withdrawal. |
| X |
Audit |
No grade point credit. Permission of a
counselor or faculty advisor is required to audit a course. |
The semester grade point average (GPA) is determined by
dividing the total number of grade points earned in courses attempted for
the semester by the total number of credits attempted.
Grading - Academic
Renewal
Currently enrolled students who return to the college
after a separation of five (5) years, or more, may petition for academic
renewal. The request must be processed on the Academic Renewal Petition Form
and submitted to the Office of Admissions and Records subject to the
following conditions:
| a. |
Prior to petitioning for academic renewal the
student must demonstrate a renewed academic interest and
effort by earning at least a 2.5 GPA in the first twelve (12)
semester hours completed after re-enrollment. |
| b. |
All grades received at the College will be a
part of the student’s official transcript. |
| c. |
Students can meet graduation requirements only
with courses in which grades of “C” or better were earned
prior to academic renewal, providing that such courses meet
current curriculum requirements. |
| d. |
An academic renewal adjustment may be granted
only one time and once granted, cannot be revoked. |
If a student is determined to be eligible for academic
renewal, all “D” and “F” grades earned prior to re-enrollment will be
deleted from the cumulative and curriculum grade point averages (GPA).
Grading - Developmental
Courses
A grade of “S” (satisfactory) shall be assigned for
satisfactory completion of each developmental studies course (courses
numbered 01-09). “S” grades are not included in grade point average
calculations.
Students making satisfactory progress but not
completing all of the instructional objectives for a developmental studies
course (courses numbered 01-09) shall be graded with an “R” (Re-enroll). To
complete the course a student must re-enroll.
Students not making satisfactory progress in a
developmental studies course (courses numbered 01-09) shall be graded “U”
(Unsatisfactory), and counselors shall recommend consultation with the
instructor to determine the subsequent sequence of courses for the student.
A student is normally limited to two enrollments in the
same credit course. Grades of “R”, “U”, “W”, and “I”, count as enrollments.
If a student intends to enroll for a third time, documented permission must
be given by the appropriate dean.
Grading - Student
Grievance Procedure
An orderly and equitable process has been established
whereby students can appeal grades; however, the student should have factual
evidence that his/her grade, as reported, is in error. NOTE: See the
section—Student Grievance Procedures in the Student Bulletin of the Catalog
for the complete process to be followed.
Enrollment
TOP
Enrollment is complete upon payment of tuition and is
required each semester before a student may attend class. Specific
enrollment information is provided in the class schedule each semester. It
is expected that students enrolling full-time, on academic probation or
students requiring developmental mathematics or English courses will confer
with their advisor or counselor prior to enrollment.
The initial enrollment in any course each semester
should be completed prior to the start of the class. Schedule adjustments
may be made during the first week of classes. During the second week of
classes, students making schedule additions need the approval of the
instructor or Dean. After this, all schedule additions require approval of
the Vice President for Academic Affairs and Student Services.
Enrollment
Schedule Changes
TOP
In all cases, students should follow
established procedures for making any change in their class
schedule after enrollment is completed. Failure to do so could
place their College record in jeopardy.
After the initial enrollment each semester,
students must submit an Enrollment Change Form to the Office of
Admissions and Records for adds, drops, or changes to their
schedule. Students should complete the appropriate steps necessary
to avoid financial or academic penalty. Time periods given are for
the regular semester and will be adjusted for special or short
sessions..
| 1. |
Addition of a Course: Schedule
adjustments involving adding a course(s) may be made through the fifth
school day of the semester. |
| 2. |
Section Changes: A student may
change to another section of the same course through the fifth school
day of the semester. |
| 3. |
Drop with Refund: Students
shall be eligible for a refund of the tuition paid for a course dropped
during the first ten school days of the semester by submitting a signed
Enrollment Change Form to the Office of Admissions and Records or by
going to CVCC OnLine myCVCC
and following the procedures to drop a class |
| 4. |
Withdrawal Without Grade Penalty:
A student may withdraw from a course between the tenth school day and
the end of the ninth week of the semester and receive a “W” grade by
submitting a signed Enrollment Change Form to the Office of Admissions
and Records. When it is impossible for the student to appear in person,
a written request must reach the Office of Admissions and Records by the
end of the ninth week deadline. The automatic “W” will be assigned by
the Office of Admissions and Records. |
| 5. |
Withdrawal with Grade Penalty:
Withdrawal from a course(s) after the ninth week deadline will result in
the student receiving an “F” except under mitigating circumstances which
must be documented in the student’s academic file. Mitigating
circumstances must be evaluated by the Vice President for Academic
Affairs and Student Services or designee and include a certification by
the instructor that the student was making satisfactory progress at the
time of withdrawal. A special Withdrawal Form must be processed and
submitted to the Office of Admissions and Records. |
Repetition of
Courses TOP
Students will be limited to two (2)
enrollments in the same credit course. Requests to enroll in the same course
more than twice should be documented and approved by the appropriate dean. A
grade of withdrawal “W” counts as a time taking a course in this regard.
This limitation does not apply to courses identified as general usage
courses, such as internships, seminars and supervised studies.
Effective Fall 1996, when a course is
repeated (that was initially taken since Fall 1988), only the most recent
course, credits, and grade received will be the one used in computation of
total hours completed and the cumulative and curriculum grade point
averages. All grades remain on the academic transcript. Courses identified
as repeats must have the same credit hours. Course attempts which result in
a grade of “W’, “X”, or “I” do not affect the GPA..
Semester Credits
TOP
A credit is equivalent to one collegiate semester hour.
Each semester hour of credit given for a course is based on an academic
hour, which is 50 minutes of formalized, structured instructional time in a
particular course weekly for 15 weeks. This is a total of 750 minutes of
instruction. In addition to this instructional time, there will be a minimum
of one hour of scheduled evaluation or examination for each semester hour of
credit generated by the course, not to exceed three academic hours (150
minutes). Courses may consist of lectures, out-of-class study, laboratory
and shop study or combinations thereof. Credits may be assigned to the
activities as follows:
| 1. |
Lecture - One academic hour of lecture
(including lecture, seminar, discussion, or other similar activities)
per week, generally for 15 weeks, plus the evaluation or examination
period, equals one collegiate semester-hour credit. |
| 2. |
Laboratory - Two to five academic hours,
depending on the discipline, of laboratory, shop, clinical training,
supervised work experience, coordinated internship, or other similar
activities per week, generally for 15 weeks, plus the evaluation or
examination period, equals one collegiate semester-hour credit.
|
| 3. |
General Usage Courses - These courses
include variable academic hours for one to five credits for general
usage courses, such as Coordinated Internship, Cooperative Education,
Seminar and Project, and Supervised Study. |
Student Academic
Load TOP
The normal academic course load for full-time students
is 15-17 credits. The minimum full-time load is 12 credits and the normal
maximum full-time load is 18 credits excluding Orientation (STD 100).
Students wishing to carry an academic load of more than 18 credits must have
the approval of the Vice President for Academic Affairs and Student Services
or designee. Students placed on academic warning or academic probation may
be required to take less than the normal semester course load. No program
plan may officially list in any publication more than 18 credits per
semester plus Orientation.
Student
Information Release
TOP
Notification of Rights
Under FERPA for Students Attending
The Family Educational Rights and Privacy Act (FERPA)
affords students certain rights with respect to their education records.
They are:
| 1. |
The right to inspect and review the student's education
records within 45 days of the day CVCC receives a request for access.
Students should submit to the Coordinator of Enrollment Services written
requests that identify the record(s) they wish to inspect. The
Coordinator of Enrollment Services will make arrangements for access and
notify the student of the time and place where the records may be
inspected. |
| 2. |
The right to request the amendment of the student's
education records that the student believes are inaccurate or
misleading. Students may ask CVCC to amend a record that they believe is
inaccurate or misleading. They should write the Coordinator of
Enrollment Services , clearly identify the part of the record they want
changed, and specify why it is inaccurate or misleading. If CVCC decides
not to amend the record as requested by the student, CVCC will notify
the student of the decision and advise the student of his or her right
to a hearing regarding the request for amendment. Additional information
regarding the hearing procedures will be provided to the student when
notified of the right to a hearing. |
| 3. |
The right to consent to disclosures of personally
identifiable information contained in the student's education records,
except to the extent that FERPA authorizes disclosure without consent.
One exception which permits disclosure without consent is disclosure to
school officials with legitimate educational interests. A school
official is a person employed by CVCC in an administrative, supervisory,
academic or research, or support staff position (including law
enforcement unit personnel and health staff); a person or company with
whom CVCC has contracted (such as an attorney, auditor, or collection
agent); a person serving on the Board of Visitors; or a student serving
on an official committee, such as a disciplinary or grievance committee,
or assisting another school official in performing his or her tasks. A
school official has a legitimate educational interest if the official
needs to review an education record in order to fulfill his or her
professional responsibility. Upon request, CVCC discloses education
records without consent to officials of another school in which a
student seeks or intends to enroll. |
| 4. |
The right to file a complaint with the U.S. Department
of Education concerning alleged failures by CVCC to comply with the
requirements of FERPA. The name and address of the Office that
administers FERPA is The Family Policy Compliance Office, U.S.
Department of Education, 400 Maryland Avenue, SW., Washington, DC,
20202-4605. |
| 5. |
FERPA permits institutions to identify certain items of
information as "directory information". This information may be released
upon request unless the student, during the first 10 days of the
semester, has indicated, in writing to the Coordinator of Enrollment
Services , that s/he does not wish this information released. CVCC
identifies directory information as the student's: name, address,
telephone number, major field of study, dates of attendance, current
enrollment status (full-time/part- time, currently registered), and
class standing (freshman or sophomore), receipt or non-receipt of a
degree or certificate, and academic awards received (dean's list, honor
roll, graduation honors). |
| 6. |
According to FERPA, CVCC may release information without
the student's written consent to the following:
| a. |
school officials, as identified by CVCC, determined
by CVCC to have a legitimate educational interest, |
| b. |
officials of other institutions in which the student
seeks to enroll, |
| c. |
persons or organizations providing to the student
financial aid, or determining financial aid decisions, |
| d. |
accrediting organizations carrying out their
accrediting functions, |
| e. |
parents of a student who have established that
student's status as a dependent according to IRS Code of 1986,
Section 152, |
| f. |
persons in compliance with a judicial order or a
lawfully issued subpoena, |
| g. |
persons in an emergency, if the knowledge of
information, in fact, is necessary to protect the health or safety
of the student or other persons. |
|
Questions on this policy can be directed to the
Coordinator of Enrollment Services.
Persons involved in the serving of a warrant, subpoena,
or summons at Central Virginia Community College should be referred to the
Vice President for Academic Affairs and Student Services (or the Coordinator
of Enrollment Services in the absence of the Vice President for Academic
Affairs and Student Services).
Local, state, and federal officers are requested to
serve these legal documents at the student’s residence if at all possible.
Ninety-nine percent of the CVCC students are from the cities of Lynchburg
and Bedford, the counties of Amherst, Appomattox, Bedford, and Campbell, or
peripheral counties. In cases where these police agencies deem it necessary
to contact the student at the College, we offer two services which will
cause a minimum of embarrassment to the student and save time for law
enforcement officers.
| (a) |
The Vice President for Academic Affairs and Student Services will
contact the student and request that the student go to the appropriate
police agency to pick up the subpoena or summons. |
| (b) |
The local, state, or federal officers may come to CVCC to serve the
warrant, subpoena or summons. The Vice President for Academic Affairs
and Student Services will contact the student at the end of a class
period and request that the student come to the Vice President for
Academic Affairs and Student Services’ Office where the warrant,
subpoena, or summons will be served. These procedures do not apply to
serious offenses or extenuating circumstances. |
Student
Records Retention Policy
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The academic and personnel record of a student will be
maintained either on paper copy or electronically by the College according
to the following schedule:
Permanent retention is required only for the academic
transcript (student permanent record).
Three-year retention from the date of student’s
separation from the College is required for application forms, readmission
forms, high school and college transcripts, residency forms, curriculum
admission and change of curriculum forms, and other information kept in the
student folder.
Three-year retention from date of origination is
required for registration, drop/add, and withdrawal forms, faculty grade
reports, change of grade forms, and placement test results.
One-year retention from date of origination is required
for transcript request forms, application forms (non-matriculated students),
change of student information such as name and/or address changes, and
graduation applications and certifications.
Student Status
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The College keeps students informed of their academic
standing. An appropriate statement shall be placed on their grade reports
when students are academically deficient and when they have regained
acceptable academic standing. The College will assist students to increase
their effectiveness in meeting the academic standards of the institution and
ultimately to attain graduation. Students are expected to maintain a 2.0 (C)
grade point average and to be making normal academic progress toward
graduation.
Good Standing
Students are considered to be in good academic standing
if they maintain a semester minimum grade point average (GPA) of 2.0 per
semester, are eligible to re-enroll at the College, and are not on academic
suspension or dismissal status.
Academic Warning
Students who fail to attain a minimum grade point
average of 2.0 for any semester shall have “Academic Warning” printed on the
grade report.
Academic Probation
Students who fail to maintain a cumulative grade point
average of 1.5 shall be on academic probation until such time as their
cumulative average is 1.5 or better. The statement “Academic Probation”
shall be placed on the students’ permanent records. Students may be required
to carry less than a normal course load the following semester. Students on
academic probation are expected to consult with their advisor. Students
shall be placed on probation only after they have attempted twelve (12)
semester credit hours.
Academic Suspension
Students on academic probation who fail to attain a
grade point average of 1.5 for the next semester in attendance shall be
placed on suspension only after they have attempted twenty-four (24)
semester hours. Academic suspension normally shall be for one semester.
Summer session is not considered a regular semester for suspension. The
statement “Academic Suspension” shall be placed on the students’ permanent
records. Students who have been informed that they are on academic
suspension may submit an appeal in writing using the Request for
Readmissions Because of Academic Suspension/ Dismissal Form to the Vice
President for Academic Affairs and Student Services for reconsideration of
their cases.
Readmission after
Academic Suspension
Suspended students may be readmitted after termination
of the suspension period and upon formal written petition using the Request
for Readmissions Because of Academic Suspension/Dismissal Form to the
Coordinator of Enrollment Services. During the suspension period, the
student may apply for readmission for the following semester and, if
readmitted, will re-enter the College on academic probation. The student who
is readmitted must obtain a 2.0 grade point average the semester reinstated
and maintain a 1.5 grade point average in each subsequent semester or be
academically dismissed. The student may return to the same program plan or
may request a progam plan change. Previous work would be evaluated for
utilization in any new program plan selected.
Academic Dismissal
Students who do not maintain at least a 2.0 grade point
average for the semester of reinstatement to the College when on academic
suspension shall be academically dismissed. Students who have been placed on
academic suspension and achieve a 2.0 grade point average for the semester
of their reinstatement must maintain at least a cumulative 1.5 grade point
average in each subsequent semester of attendance. Students remain on
probation until their cumulative grade point average is raised to a minimum
of 1.5. Failure to attain a cumulative 1.5 grade point average in each
subsequent semester until cumulative grade point average reaches 1.5 shall
result in academic dismissal. The statement “Academic Dismissal” shall be
placed on the students’ permanent records.
Readmission after
Academic Dismissal
Academic dismissal normally is permanent unless, with
good cause, students reapply and are accepted under special consideration
for readmission. After 12 months the student may submit a written request
for readmission using the Request for Readmission Because of Academic
Suspension/Dismissal Form to the Vice President for Academic Affairs and
Student Services. The student who is readmitted must obtain a 2.0 grade
point average the semester reinstated and maintain a 1.5 GPA in each
subsequent semester.
Transcripts
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Students may request copies of their transcripts be
forwarded to other educational institutions, employers, or any persons
designated by the student. Students must authorize the release of their
transcript by written request or by completing and signing a transcript
request form available in the Office of Admissions and Records or from
CVCC’s web site. There is no fee for transcripts. Generally transcript
requests will be processed within five working days. Due to limitations on
access to student information under the Family Educational Rights and
Privacy Act of 1974 (FERPA), telephone and third party requests for
transcripts cannot be honored. The College does not release a transcript
unless tuition, fees and other obligations due the College have been paid or
satisfied. |