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CVCC Policies

PART 1  | PART 2  | PART 3

2. Academics And Instruction

2.1 Academic Freedom

CVCC is committed to the provision of and protection of academic freedom.  Faculty, staff, and students are expected to use responsible judgment as they exercise their academic freedom.

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2.2 Internal Audits

The Chief Academic Officer shall ensure that internal audits are conducted in accordance with North Carolina Community College System guidelines and that the results of those audits reported to the Board of Trustees.

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2.3 Course Prerequisites and Co-requisites

CVCC and each student are responsible for ensuring that prerequisite and co-requisite requirements have been satisfied.

If requisite competencies are not documented in the student’s CVCC transcript but are evidenced by completion of academic experiences at other regionally accredited institutions or completion of certain testing administered by other institutions, then satisfaction of the requisite shall be documented in the student’s record on the student database following processes specified by the  Dean of Student Access, Development, and Success or designee.

If requisite competencies are not documented in the student’s CVCC transcript and are not evidenced by academic experiences completed elsewhere as outlined above, the academic supervisor (department head, associate dean, etc.) for the course may authorize enrollment in the course if the requisite competencies are evidenced by other life experiences such as work (for example, the department head for math could make this determination for a math course). Such authorization shall be documented in the student’s record on the student database following processes specified by the  Dean of Student Access, Development, and Success or designee.

» 2.3 Course Prerequisites and Co-requisites Procedure
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2.4 Waiver of Developmental Courses

Developmental courses may be waived based upon coursework completed with a final grade of C or higher at regionally accredited institutions using the following guidelines:

  • Completion of the appropriate developmental coursework at another regionally accredited institution; or
  • Completion of a college-level course when the course at CVCC has equivalent developmental coursework as a prerequisite/co-requisite requirement (as indicated in the current CVCC College Catalog). This includes a course taken at a regionally accredited institution other than CVCC if the course is equivalent in content to a course in the current CVCC College Catalog.

» 2.4 Waiver of Developmental Courses Procedure
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2.5 Repeating Curriculum Courses

A student may attempt a course a maximum of three times. A course is considered attempted when any one of the following grades is received: A, B, C, D, F, WP, WF, AU, CS. The highest grade received will be used in the computation of the student’s grade point average. An academic program may have a more restrictive policy regarding the number of permissible attempts to fulfill a program requirement. Students should be aware that satisfactory academic progress requirements exist for students applying for or receiving financial aid and that repeated attempts of a course may have an undesirable effect on these satisfactory progress measures. Exception to the 3-attempt maximum may be granted if the student has not completed the course with a grade of A, B, or C and if the student provides documented evidence of mitigating circumstances, academic intervention which increases the likelihood of success in the course, or three year break in enrollment. Petition for exceptions should be directed to the  Dean of Student Access, Development, and Success or designee.

» 2.5 Repeating Curriculum Courses Procedure
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2.6 Auditing a Course

Students may attempt a course as an audit student one time. Students may not audit a class for which they have received credit unless justified by a clear benefit connected to a current program of study at CVCC. A change from an auditing status to a credit status (or vice versa) on or after the start date of the class must be approved by the instructor of the class and the  Dean of Student Access, Development, and Success.

Students wishing to audit a course must satisfy all requisite requirements for the course just as do students taking a course for credit.

Students who audit a course will not receive a grade (other than AU) or credit for the course. Credit will not be granted under advanced placement procedures after enrolling in a course as an audit student. Tuition and fees for auditing a course are the same as those for enrolling in a course for credit.

Students who audit a class are required to comply with class attendance policies, complete assignments, and participate in class activities. They are not required to take examinations unless specified by the academic department.

Students should be aware that audited credit hours do not qualify for federal financial aid, VA education benefits, and certain other grants and/or scholarships.

» 2.6 Auditing a Course Procedure
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2.7 Enrollment Status (full time vs. part time)

CVCC considers 12 credit hours to be a full time load for a curriculum student in the fall and spring semesters. CVCC considers 9 credit hours to be a full time load for a curriculum student in the summer semester. See below for policy regarding classification for financial aid.

CVCC follows guidelines established by the State of North Carolina for purposes of classification as a full time student for tuition payment.

CVCC follows guidelines/regulation established by the appropriate federal and state agencies for purposes of determining classification of students as full time or part time for federal financial aid, state financial aid, and veteran’s benefits.

A freshman is any student who has earned fewer than 32 semester credit hours. A sophomore is any student who has earned 32 or more semester credit hours.

» 2.7 Enrollment Status Procedure (full time vs. part time)
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2.8 Class Attendance and Membership

Instructors are required to establish attendance requirements and maintain accurate records of membership/attendance for their classes in accordance with the North Carolina Community College System and other regulatory guidelines. The attendance requirements for a class shall be included in the syllabus for the class.

Students shall be permitted excused absences from all classes two days per academic year for religious observances required by the faith of a student. Students shall be provided reasonable opportunity to make up any tests or other work missed due to an excused absence for a religious observance. Specific procedures that students must follow to obtain authorization for an excused absence for a religious observance shall be established by the  Dean of Student Access, Development, and Success. These procedures shall, at a minimum, require the student to submit a written request for the absence sufficiently in advance to permit the instructor and student to develop a sound plan for making up any missed class work. All students must plan absences from a class so that their total absences, including any absences authorized in accordance with this policy, do not exceed the total absences otherwise permitted by the instructor, a certifying board, or an accrediting agency. For purposes of this policy, an academic year begins on the first day of the fall semester and ends on the last day of the summer semester in the following calendar year.

Additionally, instructors are required to maintain and submit accurate attendance and/or membership reports according to instructions provided by the  Dean of Student Access, Development, and Success or designee. Attendance and/or membership records shall comply with all federal and state guidelines related to the disbursement of financial aid. Procedures to ensure the recording and reporting of membership/attendance in accordance with the above policies shall be established by the Chief Financial Officer.

If an instructor fails to meet his/her class within 15 minutes of its scheduled beginning time, the students may leave without attendance penalty.

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2.9 Course Document and Instructor Syllabus

At the beginning of each course, students will be provided with a course document and an instructor syllabus. The course document provides essential information about each course and communicates basic course information with consistency and accuracy.  Course documents are housed on a server and maintained by the Educational Technology Department.

Information included in a course document include items like the course title, course description, and number of hours specified for lecture, for laboratory, for clinical, and for total semester credit hours -- course facts all mandated by the North Carolina State Board of Community Colleges.  In addition, prerequisites and co-requisites are given as well as the student learning outcomes.   Other information that varies little from semester to semester includes the course grading policy, absence policy, disability statement, religious observance statement, the academic honesty policy, and the CVCC emergency procedures.

In contrast, the instructor syllabus will contain more specific information about the course and information that will change or may change with each semester such as course calendars, assignment due dates, and textbook requirements. 

Course documents and instructor syllabi shall be maintained in accordance with the procedures established by the Chief Academic Officer.


» 2.9 Course Document and Instructor Syllabus Procedures
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2.10 Off Campus Instructional Activities

Field trips and other off campus instructional activities must be planned well in advance and approved in accordance with procedures established by the Chief Academic Officer.

» 2.10 Procedures for Conduction Off-Campus Instructional Activities and Extra-Curricular Activities
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2.11 Food and Drink in the Classroom

The allowance of food and/or drink in classrooms, the Library, and Learning Assistance Center is a decision to be made by class instructors or appropriate supervisors. If allowed, drinks must be in closed containers. If the instructor allows food or drink in the classroom, the room must be left clean for the next instructor. Food and/or drink shall not be permitted in laboratories or classrooms if such permission presents a safety concern or might result in damage to college equipment.

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2.12 Classroom Safety

Instructors shall promote a safe class environment and shall establish appropriate safety guidelines and procedures for their classes.

» Emergency Response and Evacuation Procedures (this document it posted throughout the campus.)

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2.13 Equipment and Furniture

Employees, students, and visitors are expected to use CVCC equipment and furniture properly, carefully, and safely. Improper or unsafe use of equipment should be reported to an appropriate CVCC administrator. Any damage to or loss of equipment should be reported to the Chief Financial Officer or designee.

Laboratories containing expensive equipment should be locked at all times when an instructor or other designated CVCC representative is not present.

CVCC equipment may be used at an off-campus location when such use is an integral part of a CVCC- sponsored activity. Otherwise, equipment shall not leave CVCC premises unless approved in accordance with procedures established by the Chief Financial Officer. Equipment may not be loaned or removed from CVCC premises for personal use by either students or employees.

» 2.13 Equipment and Furniture Procedure
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2.14 Cancellation of Classes

Class cancellations must be approved in accordance with guidelines established by the Chief Academic Officer.

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2.15 Adverse Weather (campus closings)

CVCC or campus closings during periods of extremely adverse weather shall be authorized by the President or designee.

» 2.15 Adverse Weather Procedure (Campus Closings)
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2.16 Academic Dishonesty

Students at CVCC are expected to be honest in all academic pursuits, whether class, lab, shop, or clinical. Acts of academic dishonesty are considered unethical and subject to behavior sanctions. Examples of academic dishonesty include, but are not limited to, the following:

  1. Sharing information about the content of quizzes, exams, classroom/lab/shop/clinical assignments (scheduled or make-up) without approval of the instructor. Sharing includes, but is not limited to, unauthorized copying, collaboration, or use of notes, books, or other materials when preparing for or completing examinations or other academic assignments (scheduled or make-up);
  2. Buying, selling, or otherwise obtaining a copy of a quiz, exam, project, term paper, or like document, without approval of the instructor;
  3. Plagiarism, which is defined as the intentional representation of another person’s work, words, thoughts, or ideas (from any source) as one’s own;
  4. Failing to follow approved test taking procedures by performing such acts as the following:
    1. Looking on another student’s test;
    2. Use of unauthorized notes; written, electronic, or otherwise;
    3. Changing answers after exam is scored; and
    4. Verbal, non-verbal, or electronic communication with another student during an exam.

Instructors have the authority to impose either a warning, probation, or dismissal from the class for acts of academic dishonesty relative to classes under their supervision.

Students have an obligation to report any acts of academic dishonesty to the instructor or appropriate campus authority when reasonable grounds exist for such a report. Students also have a responsibility to cooperate in the investigation of any alleged acts of academic dishonesty. Failure to report acts of academic dishonesty could result in a behavior sanction as outlined in the Student Conduct Policy, Policy 3.18.

» 2.16 Academic Honesty Procedure
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2.17 Academic Credit

The Chief Academic Officer or designee will ensure appropriate procedures and guidelines exist for the granting and recording of academic credit.

CVCC shall award credit for all curriculum courses completed at the CVCC with a final grade of D or higher.

Additionally, credit may be awarded as a result of the following processes: (credits awarded through these processes shall not exceed sixty-five (65) percent of the total credit hours required for graduation in a student’s program of study)

  1. CVCC will grant transfer credit for a course completed at a regionally accredited institution provided the coursework is relevant to the student’s program of study, the competencies required for successful completion are at least equivalent to those required for successful completion of the equivalent CVCC course, and the final grade received as evidenced by an official transcript was a C-minus or higher;
  2. CVCC will grant transfer credit for a course completed at a foreign (outside the United States) institution provided that the coursework is relevant to the student’s program of study, the competencies required for successful completion are at least equivalent to those required for successful completion of the equivalent CVCC course, and the final grade received was a C-minus or higher. The Chief Academic Officer or designees will determine relevance to the program of study and equivalence of competencies. Students desiring transfer credit must submit transcripts that have been evaluated by a current member of NACES (National Association of Credential Evaluation Services) at www.naces.org. (The name the student is currently using should appear on the transcript as well as the date of birth.) The evaluating agency for post-secondary transcripts (college/university) must send the evaluation report directly to CVCC’s Student Records Office. Student copies of evaluations will not be accepted;
  3. Articulation agreements may be established with high schools whereby high school students may receive transfer credit for courses completed at their high school;
  4. Students enrolled in degree, diploma, or certificate programs and special students may petition for credit to be granted through an advanced placement assessment. To be eligible for an advanced placement assessment, the student must provide evidence of prior education and/or experience which would likely have provided skills, knowledge, and/or abilities similar to those provided in the CVCC course. The associate dean for the school in which the course is offered will determine the credit to be allowed, if any. Credit will be based upon the minimum attainment of a grade of “B” on oral, written, and/or manipulative tests and the credit hours indicated for the appropriate course in the current catalog; or
  5. Students may earn credit by successfully completing (score of 3 or better) Advanced Placement (AP) exams sponsored by the College Entrance Examination Board and/or by successfully completing (scores per ACE guide) College Level Examination Program (CLEP) exams.

Transfer credits, credits granted based on advanced placement assessments, and credits earned by successful completion of AP/CLEP exams may be used to satisfy program of study requirements but will not be included in the calculation of semester or cumulative grade point averages (GPAs).

Transfer credits, credits granted based on advanced placement assessments, and credits earned by successful completion of AP/CLEP exams may not be used to obtain VA educational benefits or federal financial aid.

No fee or tuition charge is imposed for advanced placement assessment for curriculum course credit. Some charges may apply for certain non-credit course assessments.

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2.18 Continuing Education Unit

The awarding of curriculum credit and the CEU is mutually exclusive. CEU's may not be awarded in conjunction with curriculum credits by the college. This policy of mutual exclusivity is in compliance with the guidelines contained in The Continuing Education Unit: Criteria and Guidelines, 2000 and with SACS.

» 2.18 Guidelines for Policy Procedure
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2.19 Grades and Grade Changes

A student’s final grade for a course is determined by the course instructor and submitted to Student Records. Student Records is responsible for making the grade available to the student through a web/internet portal or some other means. Subsequent changes to a grade submitted by an instructor generally must be authorized by the same instructor, by the Chief Academic Officer in extenuating circumstances, or by the Chief Academic Officer upon recommendation by a Student Grievance Committee.

A student who has a grievance regarding a final course grade may have their grievance reviewed in accordance with the CVCC student due process policy.

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2.20 Grading System (non-credit courses)

For continuing education courses, a grade of S signifies satisfactory progress and a grade of U designates unsatisfactory progress. Grades earned in continuing education courses are not included in GPA calculations.

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2.21 Grading System (curriculum/credit courses)

The measure of a student’s overall academic performance for curriculum courses attempted at CVCC and with a course number greater than or equal to 100 shall be a per credit hour grade point average (GPA) based on a 4.0 scale. A student shall receive 4 grade points per credit hour for excellent performance (letter grade A), 3 grade points per credit hour for above average performance (letter grade B), 2 grade points per hour for average performance (letter grade C), 1 grade point per hour for below average performance (letter grade D), and 0 grade points per hour for failing performance (letter grade F or WF).

Valid grades for developmental courses (courses with a course number less than 100) are A, B, C, P, CS (continued study) and R (retake). A grade of A, B, C, or P indicates satisfactory completion of a developmental course. A grade of CS (continued study) or R (retake) is issued to students who do not satisfactorily complete a developmental course and who must attempt the course again to receive credit. Developmental courses shall be included in the computation of attempted credits and earned credits but shall be excluded from all GPA computations.
 
The Instructional Administrative Council shall establish the numerical averages (numerical scale) to be used to assign the letter grades specified above. Such numerical averages shall be used by all curriculum instructors when assigning letter grades.  CVCC Grading Procedure
 
When a student is unable to maintain regular attendance as defined by the syllabus for a class, either the student or instructor may drop/withdraw the student from class membership by officially notifying Student Records in accordance with procedures established by the Director of Student Records and/or Registrar. If such action occurs on or before the census date of the class, no grade should be recorded. If such action occurs after the class census date and on or before the 50% point of the class, the student’s grade shall be WP (Withdrawal Passing) unless the instructor issues a WF (Withdraw Failing) based on extenuating circumstances (for example, academic dishonesty). If such action occurs after the 50% point of the class with a course number greater than or equal to 100, the student’s grade shall be a WF (Withdrew Failing) unless the instructor authorizes a WP based upon appropriate circumstances. If such action occurs after the 50% point of a class with a course number less than 100 (a developmental course), the grade shall be a WP (Withdrew Passing). A grade of I (Incomplete) may be temporarily recorded if, in the judgment of the instructor of the class, extenuating circumstances exist. A grade of I must be replaced with the final course grade by the end of the subsequent semester unless additional time (not to exceed an additional semester) is granted by the Chief Academic Officer.
 
Transfer credits and credits granted based on advanced placement processes shall also be excluded from all GPA computations.
 
The Chief Student Services Officer or designee shall ensure that the grade system, and the processes used for record keeping purposes comply with the above policy.

Valid grades other than those discussed above may appear on transcripts due to enrollment activity recorded under previous grading systems at the College.

Further details regarding the current grading system is available on the CVCC Procedures webpage titled Grading Procedure These details include the numerical averages (numerical scale) established by the Administrative Instructional Council to be used to assign the letter grades outlined in this policy.

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Updated 05.15.2014: Content Editor