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Procedures

PART 1 | PART 2

Academic/Instructional Procedures

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. 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 student e-mail account.

» 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.

» 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 academic supervisor for the course to determine any requisite competencies that these experiences may satisfy. Students may request the name of the appropriate supervisor at the Student Records Office.

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2.4 Waiver of Developmental Courses

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. 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 waiver(s) for developmental courses. The student will be notified about any credit awarded through the secure CVCC student e-mail account. 

» 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 three (3) 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

The request to audit a course before the start date of the course is made by the student at the time of registration in the Advising Center. When completing on-line registration, the request is made by the student at the Student Records Office.

The request to change course status from Credit to Audit or from Audit to Credit after the course begins is made in the Advising Center.

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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 N.C

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:

» U.S. Department of Veterans Affairs
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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, absence policy, 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 can be accessed from this link:

» 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 Instructor Syllabus for a course may contain some or all of the information listed in the Course Document.  However, the instructor 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 instructor syllabus outlines course requirements and assignments in greater detail than does the Course Document.  While individual instructors will approach their teaching responsibilities with differing techniques, all instructors must guide student learning to reach the same student learning outcomes published in both the course document and the instructor syllabus.   Working with their administrative assistants, department heads and directors will maintain an archive of each instructor’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 ballgames, 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 athletes to miss more than 10% of the total class periods in a course will cause the student to encounter great difficulty in passing the class.  In many classes, this number of absences will exceed the published absence policy and may result in the instructor withdrawing the student from the class.
  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 Chief Student Services Officer the Waiver of Liability and Hold Harmless Agreement form for each student involved which contains the following information:  student name, CVCC identification number, and an emergency contact phone number for the student.  The waiver form signed by each student will indicate that:  1) the student is attending the field trip voluntarily and at his/her own risk, and 2)  Catawba Valley Community College is not liable for accident, injury, or unexpected misfortune.  Students participating in CVCC athletic events will submit the Waiver of Liability and Hold Harmless Agreement to the CVCC Athletic Director.  These forms will be held for a minimum of three years.   Note:  The Waiver Form may be found on the “J Drive” under “Forms” and then under “Hold Harmless.”
  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 course attendance policy 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 pro-active to inform the instructor of extra-curricular events that conflict with class attendance and to make arrangements with the instructor 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 count in the total number of absences allowed by the class attendance policy.
  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 instructor 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 instructor to instructor 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 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 and minor 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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2.15  Adverse Weather (Campus Closings)

The college President will make a decision concerning changes in schedules during all adverse weather conditions. Every effort will be made to make decisions prior to 6:00am for daytime operations and by 4:00pm for evening operations. When the decision is made to “Close”, no students, faculty, or staff will be required to report except for essential personnel as determined by the college President.

When a late opening is announced due to weather, all classes and activities scheduled prior to the announced opening time are cancelled. Faculty, staff and students are not expected to arrive on campus until the published opening time. The class schedule resumes at the published opening time. If a class or activity for that day includes time before and after the published opening time, then that class or activity should begin at the published opening time. For example, in a situation where a late opening is announced at 10:00 a.m. on a Friday:

  • A class scheduled to begin at 9 a.m. and end at 9:50 a.m. on Friday would not meet.
  • A class scheduled to begin at 9 a.m. and end at 10:20 a.m. on Friday would meet for 20 minutes (10 to 10:20 a.m.
  • A class scheduled to begin at 10 a.m. and end at 10:50 a.m. would meet for the regularly scheduled 50 minutes.

In some situations, short term continuing education classes may be cancelled completely in a late opening. Consult your instructor to find out whether this applies.

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2.16 Academic Honesty

Instructors who exercise the authority to issue a warning, probation, or dismiss a student for an act of academic dishonesty should follow the procedure below:

  1. Fill out a Student Conduct Violation Report. This form may be accessed on the J drive/Forms/Student Conduct Violation Report. Completed forms will then be sent to the Chief Student Services Officer.
  2. In the event the act of academic dishonesty is serious enough to warrant the dismissal of a student from a course, the instructor should immediately complete an Add/ Withdrawal Form. The instructor is then responsible for submitting the completed Add/Withdrawal form to the Student Records Office located in Student Services. The instructor is responsible for prompt submission of the Add/Withdrawal form to Student Records.

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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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Updated 05.09.2014: Content Editor