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Student Services Policy Part 1

Student Services Policy

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Student Definition

A person is classified as a student when admission requirements are met and registration for class has occurred that cause

  1. tuition and fees to be paid (or encumbered by waiver, financial aid, third party payment, etc.) and
  2. the person enters and attends the class(es).

A person continues to be a student by attending class and making progress toward completion of the course objectives.

A person is no longer a student in a particular class when s/he is no longer attending the class in accordance with the attendance expectations of the class and/or is graded with a WP or a WF. Should this occur in all classes during a particular semester, the person is no longer a student for that semester at the point in time when the last transaction has occurred.

A person is a visitor when not a student. Students are entitled to due process. Visitors are not afforded due process.

3.1 Career Counseling

CVCC provides career counseling services and career assessment services to students, applicants, and other members of the CVCC community. For more detailed information, please visit the Career Services Center.

» Career Counseling Procedures

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3.2 Admission to CVCC

CVCC follows “open door” admissions policies as established by the North Carolina Community College System. Admission is open to all applicants who are legal residents of the United States and who are either high school graduates or are at least 18 years of age. Minors are admitted under provisions and rules established by the State Board of Community Colleges.

View (PDF) document -1D SBCCC 400.2 (a) Admissions to Colleges at  » State Board of Community College (SBCCC)  

International Students
CVCC is authorized by the US. Department of Naturalization and Immigration to admit international students with a valid F-1 Visa or valid Permanent Resident Card. International students must complete additional admission procedures by published deadlines.

» International Students

High School Students
Session Law 2011-145, the Appropriations Act of 2011, authorized the State Board of Education and the State Board of Community Colleges to establish the Career and College Promise program, effective January 1, 2012. Qualified North Carolina high school students are admitted to CVCC through this Act.

» Career and College Promise

Safety Exception

CVCC may refuse admission to any applicant in accordance with the following conditions as specified in State Board of Community Colleges Code 23SBCCC 02C.301(e) and (f) entitled “Admission to Colleges”

View (PDF) document - 1D SBCCC 400.2 (e) Admissions to Colleges at » State Board of Community College (SBCCC)  

CVCC may refuse admission to an applicant when there is an articulable, imminent, and significant safety threat to the applicant or other individuals. If CVCC refuses admission on the basis of a safety threat, the following shall be documented:

  1. Detailed facts supporting the rationale for denying admission;
  2. The time period within which the refusal to admit shall be applicable and the supporting rationale for the designated time period; and
  3. The conditions upon which the applicant that is refused would be eligible to be admitted.

An applicant denied admission on the basis of a safety threat may appeal (within 15 days) the denial to the Executive Board of the CVCC Safety and Security Committee (It will not be a full Safety and Security Committee) by submitting a written request for appeal to the Office of the President. The Committee shall promptly conduct a review/hearing of the appeal, providing results to the applicant within 15 days. Such review/hearing will have the following procedural safeguards for the applicant and for CVCC:

  • The opportunity to confront and cross-examine witnesses;
  • The opportunity to present arguments and evidence orally, as well as in writing;
  • The right to retain an attorney (the other party shall be informed of intent);
  • The maintenance of a complete record of the hearing (although tape recordings may not occur without knowledge and consent of all parties); and
  • A recommendation resting solely on the rules and evidence advanced at the hearing.

The Executive Board’s decision regarding an admissions appeal shall be determined by majority vote and is final.

» 3.2 Admission to CVCC Procedure 

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3.3 Admission – Undocumented Immigrants

CVCC may admit undocumented immigrants under the following conditions as specified in 1D SBCCC 400.2(b) Admission to Colleges at » State Board of Community College (SBCCC)  

For the purposes of this Section, “undocumented immigrant” means any immigrant who is not lawfully present in the United States. Community colleges shall admit undocumented immigrants under the following conditions: 

Community colleges shall admit an undocumented immigrant only if he or she attended and graduated from a United States public high school, private high school, or home school that operates in compliance with State or local law;

  1. Community colleges shall admit an undocumented immigrant only if he or she attended and graduated from a United States public high school, private high school, or home school that operates in compliance with State or local law;
  2. When determining who is an undocumented immigrant, community colleges shall use federal immigration classifications;
  3. Undocumented immigrants admitted under Subparagraph (b)(1) of this Rule must comply with all federal and state laws concerning financial aid;
  4. An undocumented immigrant admitted under Subparagraph (b)(1) of this Rule shall not be considered a North Carolina resident for tuition purposes. All undocumented immigrants admitted under Subparagraph (b)(1) of this Rule must be charged out of state tuition whether or not they reside in North Carolina;
  5. When considering whether to admit an undocumented immigrant into a specific program of study, community colleges shall take into account that federal law prohibits states from granting professional licenses to undocumented immigrants; and
  6. Students lawfully present in the United States shall have priority over any undocumented immigrant in any class or program of study when capacity limitations exist.

Note: An Adult Secondary Credential (also referred to as a General Education Diploma, General Equivalency Diploma, or Graduate Equivalency Degree) does not satisfy condition (1) above. 

» Admissions-Undocumented Immigrants Procedures

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3.4 Admission to Curriculum Programs of Study

Admission to CVCC does not guarantee admission to the curriculum program of study desired by the applicant. A student must satisfy the admissions requirements for his/her program of study. Applicants will be admitted to programs as admissions requirements are completed except for programs with limited enrollment (discussed further below). Applicants may be admitted to certain programs on a provisional basis until all admissions requirements are completed. The Chief Student Services Officer or designee will maintain appropriate documentation of the specific admissions requirements for each curriculum program and will provide appropriate communication of those admissions requirements.

Completion of high school or equivalent (Adult Secondary Credential Program) is required for admission to all associate degree and diploma programs and certain certificate programs. If completion of high school or equivalent is a requirement for the intended program, applicants must provide official transcripts (from high school or Adult Secondary Credential program) evidencing completion.

Limited Enrollment Programs

Enrollment in certain programs is limited, and admission is competitive. The admissions committee for each limited enrollment program will select the most academically qualified applicants. Applicants to Health Services programs must complete the minimum admissions requirements established by the admissions committee for the program to be considered in the competitive admissions process. These minimum admissions requirements may include, but are not necessarily limited to, completion of aptitude tests, submission of recommendations, vaccinations, and/or health examination. Additional information regarding specific criteria may be obtained from the Program Director for the program of interest.

A medical examination may be required. Admission into any Health Services program and the Early Childhood Education program will be contingent upon receipt of a CVCC medical form documenting that the applicant possesses satisfactory physical and mental health.

Curriculum programs in the School of Health and Public Services and the Early Childhood Education program may require students to undergo criminal background checks and/or drug testing as part of the program admission criteria, program state agency requirements or prior to participation in clinical rotations. Failure to successfully complete and pass a criminal background check and/or drug screen will prohibit admission into certain programs or prohibit progression for students currently admitted into a program of study.

Basic Law Enforcement Training (BLET)

Pursuant to 1D SBCCC 400.2 – “Admissions to Colleges”, students entering into the Basic Law Enforcement Training program (BLET) program must consent to and pass a required criminal background check performed by the sponsoring law enforcement agency. Successful completion of the sponsoring agency criminal background check ensures BLET students have legal authority to possess a firearm.

Special Credit Program

Individuals may enroll in classes without pursuing a diploma or degree. Persons enrolling under these circumstances are considered “special credit students.”

» 3.4 Admission to Curriculum Programs of Study Procedure

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3.4.1 Admissions to Distance Education Classes 

Catawba Valley Community College is not authorized to provide distance education courses outside of North Carolina, unless state authorization has been granted from the state in which the applicant resides. State Authorization requires colleges to seek and secure authorization to offer instruction in that state. Compliance with individual state requirements is now part of the Higher Education Opportunity Act of 2008, Amended 2010.

Admission of applicants residing outside of North Carolina to an online degree, diploma, certificate program, or individual online courses offered by Catawba Valley Community College is dependent on the college’s ability to secure authorization from the applicant’s state of residence. A list of states  in which Catawba Valley Community College is currently authorized to offer distance education courses is maintained on the institution’s website: Distance Education.

The State Authorization Coordinator will be the single point of contact to coordinate, assist, and secure authorization from states that require educational institutions to be legally authorized in their state prior to offering online/distance education programs/courses to students residing in that state.

The Educational Technology department will maintain information needed to determine eligibility in states and to complete authorization requests as necessary. The Educational Technology department will maintain a database of out-of-state students enrolled in Catawba Valley Community College distance learning programs/courses and of instructors living out of state.

Please note that state authorization does not affect the cost of attending college at CVCC. Tuition requirements, including those for out-of-state students, still apply.

» 3.4.1 Admission to Distance Education Classes Procedure
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3.5 Placement Testing Services

CVCC utilizes a placement testing program to assess certain academic competencies including, but not necessarily limited to, reading, writing, mathematics, and computer literacy. Test results are used by academic advisors to place students in appropriate courses and thereby maximize their opportunities for success. Placement test scores are not a requirement for general admission to CVCC, but may be a factor in the admission decision for certain programs and/or the determination of course requisite competencies. A placement test may not be retaken except as authorized under guidelines established by the Chief Academic Officer.

» 3.5 Re-testing Procedure
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3.6 Adult Secondary Credentials

For students who do not have a high school diploma and who wish to earn adult secondary credentials, CVCC offers two options: High School Equivalency Testing or Adult High School.

3.6.1 High School Equivalency Testing

Our Adult Basic Skills Department provides training to help students 16 years and older to attain high school level competencies in language arts, social studies, science, and mathematics. Once a student passes state approved high school equivalency tests such as the GED®, the TASC®, or the HiSet® in each subject area, the individual is awarded a credential recognized as equivalent to a high school diploma. The credential is issued by the North Carolina Community College System. The Coordinators of the CVCC Testing Center assure that all testing is done in compliance with established, standardized guidelines.

3.6.2 Adult High School

Adult High School Diploma classes offer students 16 years and older the opportunity to earn a high school diploma sanctioned by the Board of Education of Catawba County or Alexander County depending on where the student attends the Adult High School. Students are given full credit for any units they have completed in high school, and they attend classes through CVCC to earn the remaining credits required for graduation. CVCC offers a distance learning program to complete the Adult High School Diploma online.

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3.7 Program for Students with Disabilities

A program of services is provided for students with disabilities. Individuals with disabilities (as defined in the Americans with Disabilities Act of 1990 and the ADA Amended Act 2008) wishing to make a request for reasonable accommodation or wishing to file a complaint of alleged discrimination on the basis of disability should contact the CVCC Program for Students with Disabilities Office. It is the student’s responsibility to request these services. Current documentation of the disability by an appropriate professional may be required. All information is kept confidential. Students will be required to sign a release of information form before any special contact is made to arrange accommodations. Please request accommodations at least three (3) weeks before class as some accommodations take time to arrange. If it is less than this, we will accommodate to the extent we feasibly can. You may request accommodations at accommodations@cvcc.edu. You may also contact the Counselor for students with Disabilities in the Learning Assistance Center, CAD 157.

» 3.7 Program for Students with Disabilities
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3.8 Registration

The Chief Student Services Officer or designee is responsible for establishing and communicating the dates, times, locations, and processes for registration in curriculum courses.

Registration in certain courses may be restricted to students meeting certain criteria established by the North Carolina Community College System or the CVCC Chief Academic Officer. 

Registration is generally not permitted in a class on or after the start date of the class unless the registration is a course section switch. Approval for registration in a class on or after the start date of the class must be based on extenuating circumstances and be educationally sound as determined by the Chief Academic Officer or designees.

» 3.8 Registration Procedure
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3.9 Tuition and Fees

CVCC charges tuition in accordance with policies established by the North Carolina Community College System. Tuition rates are subject to change.

Certain fees have been established in accordance with guidelines and ranges established by the North Carolina Community College System. Fees are subject to change.

Due dates for tuition and fees are established by the Chief Financial Officer or designee. Students may forfeit their seat in a class if they fail to pay the applicable tuition/fees by the established due date.

» Tuition and Fees Procedures
» Tuition and Fees
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3.10 North Carolina Residency for Tuition Purposes

Determinations of North Carolina residency for tuition purposes are made by the Chief Student Services Officer or designee in accordance with laws and regulations established by the North Carolina General Assembly. North Carolina residency is not a factor in the tuition charged for non-credit courses.

» 3.10 North Carolina Residency for Tuition Purposes Procedure
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3.11 Refund Policies

CVCC follows the refund policies established by the North Carolina Community College System. A copy of the current refund policies may be obtained from the Business Office. Specific guidelines and processes to ensure compliance with these policies shall be established by the Chief Financial Officer or designee.

» Refund Policy
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3.12 Overdue Student Financial Obligations

In accordance with CVCC Policies 3.18: Student Code of Conduct and 3.18.1: Student Behavior Sanctions, services to persons with overdue financial obligations to CVCC may be restricted. These services may include, but are not necessarily limited to, providing copies of transcripts, providing diplomas, and registration/ enrollment in classes.

» Overdue Student Financial Obligations Procedure

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3.13 Student Insurance

CVCC requires that all curriculum students and specified continuing education students purchase student accident insurance. Students enrolled in certain health service programs are required to purchase liability/malpractice insurance. The premiums for student insurance are subject to change.

» Tuition and Fees
» Student Insurance Procedure
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3.14 Scholarships, Financial Aid, and VA Educational Benefits

Scholarships are awarded in accordance with policies and guidelines established by the funding agent.

CVCC provides federal financial aid services in accordance with regulations and guidelines established by the United States Department of Education. Official high school transcripts or adult secondary credentials are required to be on file before any certification can be made for any federal financial aid program. For students receiving federal financial aid, CVCC shall establish and enforce standards of satisfactory academic progress which are consistent with federal mandates. Students who fail to satisfy the satisfactory academic progress standards established by CVCC will lose their eligibility for federal financial aid. Students are responsible for understanding CVCC’s standards regarding satisfactory academic progress.

CVCC provides state financial aid services in accordance with regulations and guidelines established by the State of North Carolina and its agents.

CVCC provides VA educational benefit services in accordance with guidelines established by the United States Veterans Administration. Official high school or adult secondary credentials and transcripts from all previously attended regionally-accredited postsecondary institutions are required to be on file before any certification can be made for VA educational benefits. No veteran may be certified for VA educational benefits until all admissions requirements have been met and an unconditional acceptance to a program of study has been granted.

» 3.14 Scholarships, Financial Aid, and VA Educational Benefits Procedure
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3.15 Copies of Academic Record

CVCC will provide students with official copies of their CVCC transcript and/or results of placement testing and other testing administered by CVCC Testing Services. Proof of identity is required to obtain an official transcript and/or test score report. There is a fee for an official copy of the CVCC transcript.

Student access to transcripts received from other educational institutions is limited to visual access. CVCC does not provide students with file copies or photocopies of transcripts and/or test reports received from other institutions. 

» 3.15 Copies of Academic Record Procedure
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3.16 Student Record Retention

CVCC maintains student records in accordance with North Carolina General Statues 121-5(c) and 132-8. The CVCC Records Retention and Disposition Schedule was developed by CVCC Administration and has been approved by the State Archives of North Carolina and the North Carolina Community College System.

» Records Retention and Disposition Schedule
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