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Academic Instructional Procedures

Academic Instructional Procedures of Catawba Valley Community College

PART 1 | PART 2

2.3 Course Prerequisites and Co-requisites

1. For requisite competencies evidenced by completion of academic experiences at other regionally accredited institutions:

Students must submit all official transcripts from other regionally accredited institutions to complete the Admissions process. It is the student’s responsibility to request all official transcripts and it is preferred that transcripts be mailed directly to the Student Records Office from the institution(s) attended or submitted electronically through a third party vendor directly to the Student Records Office. Official sealed transcripts may also be submitted at the Student Records Office. Official transcripts will be evaluated and credit appropriate to the student’s program of study will be documented in the student’s academic record. The student will be notified about any credit awarded through the secure CVCC-issued student email account.

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 received from other educational institutions.

» Transfer Credits

2. For requisite competencies evidenced by completion of certain testing administered by other institutions:

Copies of test scores that originate from another institution must be obtained from the originating institution and mailed directly to the Student Records Office. It is the student’s responsibility to request test scores.

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

» Request Test Scores

3. For requisite competencies not evidenced by completions of academic experiences at other regionally accredited institutions or by completion of certain testing administered by other institutions:

Experiences such as work experience, an earned industry-recognized credential, etc. may allow consideration for documentation of requisite competencies. The student should contact the Dean of the School that offers the course to determine any requisite competencies that these experiences may satisfy. Students may request the name of the appropriate Dean at the Student Records Office.

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2.4 Waiver of Developmental Courses

Placement test scores will be entered into the student’s record by CVCC staff when the student takes placement tests at CVCC. Students who test with NCCCS-approved placement tests should request their test scores to be sent to CVCC Student Records.

» Request Test Scores

Multiple Measures placement: A recent high school graduate (within the last 5 years) who achieves an unweighted GPA of 2.60 or higher and enrolls in the appropriate 4th math benchmark course will be exempted from diagnostic placement testing and will be considered “college-ready” for gateway math and English courses. Developmental courses will be waived.

» Multiple Measures

Students must submit all official transcripts from other regionally accredited institutions to complete the Admissions process. It is the student’s responsibility to request all official transcripts and it is preferred that transcripts be mailed directly to the Student Records Office from the institution(s) attended or submitted electronically through third party vendor directly to the Student Services Office. Official sealed transcripts may also be submitted at the Student Records Office. Official transcripts will be evaluated and credit appropriate to the student’s program of study will be documented in the student’s academic record. This evaluation includes the appropriate awarding of credit or waiver(s) for developmental courses. The student will be notified about any credit awarded through the secure CVCC-issued student email account.

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 received from other educational institutions.

» Transfer Credits
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2.5 Repeating Curriculum Courses

Students request the opportunity to repeat a course that has been attempted more than two (2) times in the office of the Director of the Advising Center. This request must be made during a period of curriculum registration.

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2.6 Auditing a Course

Students who wish to audit a course should make the request at the time of registration in the Advising Center or send an email to advising@cvcc.edu from the student’s secure CVCC-issued email account. 

The request to change course status from Credit to Audit or from Audit to Credit after the course begins must be approved by the faculty member of the course and the Chief Student Services Officer or designee. This request must be made prior to testing and/or project submission in the course.

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2.7 Enrollment Status (full time vs. part time)

Guidelines for determining classification of students as full time or part time for tuition payment are established by the North Carolina Community College System and can be found in 1G SBCCC 100.1 of the State Board of Community Colleges Code at:

» State Board of Community Colleges Code (SBCC Code)

Guidelines for determining classification of students as full time or part time for federal financial aid is determined by the US Department of Education and can be found at:

» Federal Student Aid

Guidelines for determining classification of students as full time or part time for state financial aid is administered by the State of North Carolina and may be obtained from College Foundation of North Carolina found at:

» College Foundation of NC

Guidelines for determining classification of students as full time or part time for veteran’s benefits is determined by the US Department of Veterans Affairs and can be found at:

» US Department of Veterans Affairs

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2.8 Class Attendance and Membership

Procedure for Recording “Never Entered” students

Faculty should mark students who do not enter the class as “Never Entered” on the “Course Never Entered Form” within 48 hours of the census date of the class. The census date is found on the Web Attendance form (see Web Attendance Manual) or in the Important Dates document found in Semester Schedules. The “Never Entered Form” is found in the CVCC Portal under the Faculty Self Service menu.

Procedure for Recording “Withdrawals”

This procedure is effective through Summer 2017.

Faculty do not have the responsibility to withdraw students from their classes. This is a student responsibility.

Please direct students to the Advising Center to complete the withdrawal process. Students enrolled in online classes may send an email to advising@cvcc.edu from the student’s secure CVCC-issued email account. The grade will be a “Withdrew Passing (WP)” if the student completes the process on or before the 50% point of the course. The grade will be a “Withdrew Failing (WF)” if the student completes the process after the 50% point of the course.

Exceptions to the “WF” grade may exist if the student has an extenuating circumstance. Students should still be directed to the Advising Center and the Director of the Advising Center will assist the student with the process of requesting faculty permission for a “WP” instead of a “WF”.

Procedure for Recording “Withdrawals”

This procedure becomes effective Fall 2017.

Faculty do not have the responsibility to withdraw students from their classes. This is a student responsibility.

Students are encouraged to complete each class for which they register to advance toward program completion. CVCC provides various resources to assist students with successful class completion. These resources are listed in the Portal under Student Resources.

However, it may become necessary in some cases for students to withdraw from a class.

On or before the 60% point of a class:

  • Students may initiate the withdrawal process in the Advising Center on campus or by sending an email to advising@cvcc.edu from their secure CVCC-issued email account. An advisor will assist the student with the process.
  • This process is time sensitive and must be completed on or before the 60% point of the class.
  •  A complete listing of the 60% point of all classes can be accessed at Semester Schedules on the CVCC website.
  •  A grade of WP (Withdrew Passing) will be earned.
  • A grade of WP will not affect the student’s GPA in a negative manner.
  •  A grade of WP will affect the student’s completion rate. Program completion will be delayed and financial aid may be impacted in a negative manner.

After the 60% point of a class:

  • Students will not be allowed to withdraw from a class after the 60% point of the class.
  • All student work will continue to be graded through the end of the semester, and students will earn the appropriate grade of A, B, C, D, F, or in some instances, I.

Extenuating Circumstances beyond the Student’s Control:

  • Occasionally extenuating circumstances beyond the student’s control may occur that prevent the student from successfully completing the class and the 60% point of the class has already occurred. Should one of these extenuating circumstances occur, the student should consult the appropriate faculty member(s) and submit the “Request for Withdrawal After the 60% Point of the Class.”
  • Appropriate documentation must be submitted.
  • The “Request for Withdrawal After the 60% Point of the Class” form can be found in the Portal under Forms.
  • If the “Request for Withdrawal After the 60% Point of the Class” is approved, the grade will be WP.

 

2.9 Course Document and Instructor Syllabus Procedures

At the beginning of each course, faculty members will provide students with two sources of information concerning each curriculum course – a course document and an instructor syllabus. These documents are defined below.

Course documents provide general course information that changes little from semester to semester. For instance, the course document will give the course title, course description, and number of hours specified for the lecture, for laboratory, for clinical, and for total semester credit hours – all information mandated by the 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, attendance expectations, disability statement, religious observance statement, the academic honest policy, and the CVCC emergency procedures.

A link to the appropriate course document is automatically loaded into the Blackboard account for each individual course.  Thus, students constantly have access to critical information about the course.

» Course Documents

Course documents are stored in a cloud server, and the Director of Educational Technology can update content globally when changes need to be made.  Department Heads and Deans are charged with keeping course document information accurate.  Requests for updating course documents should be sent to the appropriate dean.  If the change is approved, the Dean forwards the request to the Director of Educational Technology and copies it to the Administrative Assistant to the Chief Academic Officer

The Faculty Syllabus for a course may contain some or all of the information listed in the Course Document.  However, the faculty syllabus differs from the course document in that it lists those components of the course that change frequently such as the course calendar with assignment due dates and the required textbook(s).

The faculty syllabus outlines course requirements and assignments in greater detail than does the Course Document.  While individual faculty members will approach their teaching responsibilities with differing techniques, all faculty must guide student learning to reach the same student learning outcomes published in both the course document and the faculty syllabus.   Working with their administrative assistants, department heads and directors will maintain an archive of each faculty member’s course syllabi.

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2.10 Procedures for Conducting Off-Campus Instructional Activities and Extra-Curricular Activities

Extra-curricular activities engage students and enrich their lives.  The entire community takes pride when our athletic teams win championships, when our students travel and learn in distant places, and when our students excel in state, regional, and national competitions.  To maintain academic progress and to provide extensive extra-curricular opportunities for students, the following guidelines have been established

2.10.1 Guidelines for Club Advisers, Coaches, Faculty, and Other Extra-Curricular Leaders

  1. To the degree possible, extra-curricular events such as ball games, field trips, and concerts should be scheduled when the least possible amount of instructional time will be missed.
  2. When scheduling athletic competitions, coaches should be aware that requiring student athletes to miss class may cause the student to encounter greater difficulty in passing the class. Effort should be exercised to honor attendance expectations.
  3. Coaches should publish the schedule of athletic competitions to the entire college community as well as the team membership roster. These may be found on the CVCC Athletics web site.
    » Athletics
  4. When scheduling extra-curricular events such as a field trip or an academic competition that conflict with class attendance, the extra-curricular faculty/staff person should email to faculty a description of the upcoming off-campus activity along with a list of student names involved one week in advance of the planned activity. The communication about the activity should clearly indicate the date(s) and times that students involved will be away from campus.
  5. At least one week in advance of the date of the off-campus event, the CVCC faculty/staff person responsible for the event will send the “Waiver of Liability and Hold Harmless Agreement” form for each student to the CVCC Business Office if the activity requires a travel authorization. If no travel authorization is required, the Waiver of Liability and Hold Harmless Agreement forms should be sent to the Chief Student Services Officer. This form can be found on the Portal under Forms.
  6. Faculty who plan a field trip need to have an alternative assignment for students whose personal circumstances (job, child care, etc.) make it impossible for the student to participate in the field trip experience.
  7. Club advisers, coaches, and other extra-curricular leaders will give a copy of the “Guidelines for Students Involved in Extra Curricular Activities” to all students involved in the activity well in advance of the event.

2.10.2  Guidelines for Instructors of Students Involved in Extra-Curricular Activities

  1. Faculty members should maintain the same academic rigor for students involved in extra-curricular activities as with students who are not involved.
  2. Faculty members should maintain the same attendance expectations for students involved in extra-curricular activities as with students who are not involved in such events.  At CVCC, there are no “excused” absences.  A student is present for class instruction or a student is not present.
  3. Faculty members should support the excellent learning opportunities that occur outside the formal classroom setting.  Therefore, faculty members are encouraged to avoid classroom policies that discourage extra-curricular activities such as “No make-up work is allowed” or “Missed tests may not be made up.” Instead, faculty members are asked to work in partnership with students to support learning outside the classroom.  As an institution, we can never discuss the art of teaching and learning too excessively. As professionals, we have the power to rethink classroom management policies – balancing student needs with curriculum and faculty needs.
  4. To the degree possible, any student officially representing the school in an academic, cultural, or athletic event should be allowed to make up work missed while officially representing the college.  For instance, in some cases, assignments or tests may be turned in early, prior to the event or turned in late, after the event.  A student should not be penalized for representing the college in an official capacity; however, it is the student’s responsibility to be proactive to inform the faculty member of extra-curricular events that conflict with class attendance and to make arrangements with the faculty member for making up missed work
  5. Suggested methods for faculty to allow students to make-up missed work include:
    • Allow students to turn in assignments early, prior to the absence.   
    • Allow students to turn in assignments late.   
    • Allow students to complete alternative assignments if the original assignment would be compromised by early or late submission.   
    • Encourage students to establish a study partner – a classmate who will share class notes and other information when an absence occurs   
    • Encourage students to form study groups and to secure a tutor

2.10.3  Guidelines for Students Involved in Extra-Curricular Activities

  1. Students involved in officially-sanctioned extra-curricular activities such as field trips, athletic competitions, educational travel, and academic competitions should understand that these extra-curricular activities are secondary to the major goal of completing a course of study and graduating with a degree.
  2. Students should clearly understand that at Catawba Valley Community College, there are no excused absences.  College students are either present in class to receive instruction, or they are not present.  Therefore, absences related to extra-curricular activities should be considered as part of the attendance expectations for each course.
  3.  Students who must miss classes to participate in school-sanctioned activities are responsible for discussing the absences and work that will be missed in advance of the absence with each faculty member involved. The burden for getting permission to make-up missed work and then for making up that work falls entirely upon the student.
  4. Students involved in extra-curricular activities should respectfully approach faculty members during their office hours to inquire about educationally sound ways to cope with missed classes well in advance of the absence. The solution reached will vary from faculty member to faculty member and from discipline to discipline. 
  5. Students who have to miss classes to participate in extra-curricular activities should understand that important material will be missed with every absence. Many class activities such as lectures, demonstrations, and class discussions are impossible to “make up.” Therefore, class attendance is of highest priority. 

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2.13 Equipment and Furniture

No CVCC owned property shall leave the campus without prior written approval by the Chief Financial Officer (CFO) or designee. This written permission form shall accompany the property while the college keeps a copy on file in the department from which it was borrowed.

Each year the Equipment Coordinator or designee will perform a physical audit of Capital equipment in each area on campus to verify the equipment’s location and condition. Items not located or unaccounted for are reported to the CFO and to the System Office using the “Internal Equipment Audit” reports. Equipment that is at the end of its useful life, broken or unusable, or to be disposed of are reported to and approved by the Chief Financial Officer or designee using a “Request to Dispose Equipment” form prior to removal from campus. Once approved, these items are removed from the college’s inventory records and then removed from campus. The above procedure can be used to relocate still useful items to another area on campus.

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2.16 Academic Honesty

Faculty are authorized to impose the Loss of Academic Credit or a Grade Sanction for acts of academic dishonesty relative to classes under their supervision in accordance with Policy 2.16: Academic Honesty Policy. Faculty should follow the procedure below:

  1. The faculty member should complete the “Warning, General Probation, Interim (Emergency) Suspension Form” found in the Forms section on the CVCC Portal. The completed form should be forwarded to the faculty member’s immediate supervisor. The supervisor may forward a copy of this form to the Chief Student Services Officer.
  2. As stated in Policy 3.18.1: Student Behavior Sanctions, the student may be allowed to redo the assignment, may lose credit for the assignment, or may lose credit for the class. In the event the act of academic dishonesty is serious enough to warrant further disciplinary action, the faculty member should complete the “Student Conduct Violation Form” found in the Forms section on the CVCC Portal and follow the directions listed on the form.

2.17 Academic Credit

Students must submit all official transcripts from other regionally accredited institutions to complete the Admissions process. It is the student’s responsibility to request all official transcripts and it is preferred that transcripts be mailed directly to the Student Records Office from the institution(s) attended or submitted electronically through a third party vendor directly to the Student Records Office. Official sealed transcripts may also be submitted at the Student Records Office. Official transcripts will be evaluated and credit appropriate to the student’s program of study will be documented in the student’s academic record.

For any course(s) not in CVCC’s approved program of study, Student Records will review the NCCCS Combined Course Library (CCL), General Education Matrix, and CAA Approved Transfer Course List to determine if the course(s) are eligible for transfer. If eligible, Student Records will seek approval from the appropriate Dean to transfer the course(s). This transcript evaluation includes the appropriate awarding of waiver(s) for developmental courses.

The student will be notified about any credit awarded through the secure CVCC-issued student email account.

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 received from other educational institutions.

Foreign Transcripts

Students who have attended foreign schools at the secondary level (high school) and/or post-secondary level (college/university) must submit transcripts according to the following two steps:
       Step 1:    The foreign transcript must be written in or translated into the English language. Translated transcripts must be literal (word for word) and the translator must sign the translated copy and include contact information. The name the student is currently using and the date of birth should appear on the transcript.
       Step 2:    If the translator in Step 1 is not a current member of the National Association of Credential Evaluation Services (NACES) (www.naces.org) that also provides evaluations services, then the translated transcript must be evaluated by a member of NACES. Foreign secondary level transcripts must indicate US high school equivalency. Foreign post-secondary transcripts must indicate potential transfer credit.

(Please note that the student will likely incur a fee for translation and/or evaluation services with NACES members. The amount of time it takes to translate and/or evaluate transcripts varies by NACES member.)
 

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2.18 Guidelines for Policy

The Southern Association of Colleges and Schools (SACS), of which CVCC is a member, has recommended that the Continuing Education Unit (CEU) be used as the basic instrument of measurement for a student’s participation in an institution’s offering of non-credit, courses, and programs. The CEU is a unit measure. One CEU is defined as ten contact hours of participation in an organized continuing education experience under responsible sponsorship, capable direction, and qualified instruction. Continuing Education Units may be offered for CVCC courses that are applicable to professional certification or license renewal.

The following link contains the North Carolina Community College State Board guidelines (1D SBCCC 300.3 PROGRAM CLASSIFICATION) for the determination of the CEU.

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