Student Records

US Department of Education http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html

4.0      STUDENT SERVICES  The information contained within this section is written to assist the campus community in providing the best possible services to students. The Student Services Division at Catawba Valley Community College encompasses a number of services to students, all of which are designed to implement the mission and institutional goals of the college.

The mission of the Student Services Division is to deliver to all eligible persons those services which provide access to higher education; create a hospitable environment for students; facilitate student learning; and enhance the likelihood of success in the job market or in continuation of the educational process at a four-year college or university.

Major topics addressed include:  

• enrollment management
• placement testing, career testing, personal assessment and GED testing
• admissions and records
• orientation
• scholarship and financial assistance
• student activities, student government association
• student publications
• athletics
• health information
• career and placement services
• sanctions
• student rights
• academic advising

4.1      ENROLLMENT MANAGEMENT 

4.12      RECRUITMENT  Although student recruitment is recognized as the responsibility of all college faculty and staff, direct responsibility is assigned to the dean of student services or designee. This responsibility is shared with the admissions representative to local high schools and with the director of placement (who also serves as liaison with business and industry). Scholarship planning, admissions counseling, career counseling, referrals and individual counseling are related tasks. Students are actively recruited at high schools in Catawba and Alexander counties. Visits are made to high schools outside of the service area upon invitation.

4.13      ADMISSIONS COUNSELING   All persons who come to Student Services either as a prospective student or as a currently enrolled student are referred to an admissions counselor. The counselor assists the person with admissions information and procedures, addresses problems, provides program information, and/or vocational guidance, or makes appropriate referrals.

4.14      TESTING  

4.141      General Educational Development Testing   The GED program is designed for adults who did not complete their high school education. These individuals are given a series of five tests to demonstrate general educational competence. Upon satisfactory completion of all five tests, the individual is awarded a certificate recognized as equivalent to a high school diploma. The certificate is issued by the State of North Carolina Board of Community Colleges and mailed directly to the recipient. The equivalency qualifies adults for college enrollment, training programs, jobs, and employment advancement.
 The tests are designed to measure knowledge and skills corresponding to what graduating high school seniors are expected to know in the areas of writing skills, social studies, science, interpreting literature and arts, and mathematics.
 The director of testing services schedules day and evening testing sessions for the CVCC campus on a monthly basis. Individuals wishing to take the test must complete the NCCCS application and schedule a test appointment in the Testing Center.
 The GED test battery is also offered at the CVCC Alexander County Center in Taylorsville and the Catawba County Correctional Unit. The Spanish version of the GED tests is also available and scheduled on a regular basis.
 Policies and procedures are established for obtaining special accommodations in testing by GED candidates with specific learning disabilities. Requests for testing modifications must be made to the director of testing services.

4.142      Placement Testing Program.   CVCC utilizes the COMPASS and ASSET testing programs developed by American College Testing (ACT) to assess reading, writing, and numerical/algebra skills. 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 used for the purpose of admission to the College, but certain programs may require placement or other test scores to be considered for the program.
Change approved by the PPP Committee, 05/09/04

4.1421      Waiver of Developmental Courses  Developmental courses may be waived based upon coursework successfully completed (grade of C or better) at a regionally accredited college using the following guidelines:

1. Completion of the appropriate developmental coursework at another college.
2. Completion of a college-level course, which has a developmental prerequisite/corequisite as indicated in the current CVCC college catalog, may permit waiving the prerequisite. This includes a course taken at a regionally accredited college other than CVCC if the course is equivalent in content to a course in the current CVCC catalog.

4.143      Career Testing  Career testing services and career counseling services are available for CVCC students, applicants, and participants in special programs sponsored by CVCC.

4.2      ADMISSIONS

4.21      GENERAL  In keeping with the philosophy of Catawba Valley Community College and the North Carolina Community College System, current admissions procedures reflect the "Open Door" policy. Admission to CVCC is open to individuals 18 years of age or older regardless of race, color, creed, sex, handicap, or national origin. Persons under 18 years of age may be admitted if already a high school graduate or if they possess a G.E.D. High school students may be admitted under concurrent (dual) enrollment provisions, Huskins Bill provisions, and intellectually gifted and mature student provisions established by the State of North Carolina.
Admission to the College does not necessarily mean admission to the curriculum or program 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 Vice President of Academic and Student Affairs or designee will maintain appropriate documentation of the specific admissions requirements for each curriculum program and will provide appropriate communication of those admissions requirements.
Undocumented Immigrant: The College may admit undocumented immigrant applicants consistent with provisions of federal and state laws and regulations in Title 23 of the North Carolina Administrative Code. Under current State law, undocumented immigrant applicants do not qualify for in-state residency for tuition and shall be charged at the out-of state tuition rate for curriculum programs.
Undocumented Immigrant paragraph approved by PPP Committee, 11/8/2004

No veteran may be certified for Veterans Educational Assistance Benefits (G.I. Bill) until all admissions requirements have been met and an unconditional acceptance has been granted.
Applicants to the College will be held to and shall maintain the same behavior standards as those students who are enrolled (see Student Conduct and Due Process).

4.22      Admissions Procedures - Curriculum Programs  Following are the general procedures to apply for admission to a curriculum program of study.

1. Complete and submit the standard Application for Admission & Readmission - Curriculum Programs ("Application").
   
2. Meet with a member of the Student Services counseling staff to review the Application and to discuss interests, educational background, and admissions requirements for intended program(s) of study. If placement testing is determined to be appropriate for an applicant/student, the counselor will schedule a placement testing appointment or will provide a schedule of dates/times when placement tests may be taken.
   
3. Complete the placement tests determined to be appropriate by the Student Services counseling staff. Placement test results are used by academic advisors to place students in appropriate courses and thereby maximize their opportunities for success. Appropriate courses may include developmental courses in reading, writing, and/or math. Placement test scores are not used for the purpose of admission to the College, but certain programs may require placement or other test scores to be considered for the program.
   
4. Applicants must have official transcripts sent from all previously attended colleges.
   
   Completion of high school or equivalent (GED High School Equivalency) is required for admission to all associate degree programs and certain diploma and certificate programs. If completion of high school or equivalent is a requirement, applicants must provide official transcripts (from high school or State GED Office/GED Administrator) evidencing completion. The high school transcript requirement is waived for associate degree program applicants who have graduated from an accredited two-year or four-year college, except for applicants for any program in the Health and Human Resources Division.
   
   Official high school transcripts/GED and transcripts from all previously attended colleges are required to be on file before any certification can be made for VA benefits or any federal financial aid program.
   
5. Health Report. A medical examination may be required.
   Change approved by the PPP Committee, 05/09/04

    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) 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 Director of the Program for Students with Disabilities by phone at 828-327-7000, ext. 4266, or by mail at 2550 Highway 70 SE, Hickory, NC 28602. 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. Requests for reasonable accommodation should be made several weeks in advance to allow sufficient time for accommodations to be arranged.

    Special Admissions Requirements for Health Programs  In addition to the above steps, applicants for the health programs (associate degree nursing, emergency medical science, health information technology, respiratory care, surgical technology, speech-language pathology assistant, and dental hygiene) must complete other procedures.

  All applicants for health programs must attain the established minimum placement test scores determined by their department of interest; submit, on CVCC supplied forms, the number of recommendations required by the department of interest; take the appropriate aptitude test; and participate in a group/individual interview, additional vaccinations and/or health examination may be required for clinical participation.

  Enrollment in certain programs is limited and admission is competitive. The Admissions Committee for each program will select the most academically qualified applicants. For more information regarding specific criteria, contact the department head for the program of interest.

  Admission into any health program will be contingent upon receipt of a CVCC medical form documenting that the applicant possesses satisfactory physical and mental health. Facilities for providing health care services are not available on campus.

    Special Procedures for Concurrent Enrollment (Dual Enrollment) by High School Students  High school students may concurrently enroll in regularly scheduled CVCC credit or continuing education courses under the following conditions:

1. The student must be at least 16 years of age;
2. The student must be recommended by the chief administrative public school officer and approved by the president of the community college;
3. The principal must certify that the student is taking at least three (3) high school courses and is making appropriate progress toward graduation, or (in the case of courses offered in the summer) must certify that such students took at least three (3) high school courses during the preceding year; (Exception: To accommodate students whose high schools have adopted block schedules, the requirements of enrollment in three (3) high school courses, is interpreted as the equivalent to enrollment in high school courses for one half of the school day); and
4. Enrollment of high school students cannot displace adult college students.

  To enroll, the high school student should first obtain a "Dual Enrollment Form" from his/her high school principal. This form should be brought to CVCC Student Services for approval for curriculum courses and the Office of Corporate and Continuing Education for continuing education courses. (Fees for Corporate and Continuing Education courses are not waived.) Upon returning the form to the high school principal, final approval may be granted and the College will advise the student of registration times and procedures. (The high school determines if any credit will be granted at the high school.)

    Special Procedures for Enrollment by High School Students Under Cooperative Program Agreements (Huskins Bill Courses)   The college may enter into agreements with high schools or local boards of education to make available for the enrichment of high school students, college level academic, technical , and advanced vocational courses not otherwise available to them. "Qualified high school students" may enroll in these courses by completing a CVCC application for admission and a course planning form. "Qualified high school students" is defined as students in grades nine through twelve who have achieved a level of academic and social maturity necessary to perform successfully in college credit courses and who have been recommended by their principal for enrollment.

    Special Procedures for Enrollment of Intellectually Gifted and Mature Students Under 16 Years Old  The 2001 Session of the NC General Assembly enacted House Bill 1246 that amended Chapter 115D of the General Statutes by adding a new section 115D-1 to allow a student under the age of 16 to enroll in a community college if the president of the college or the president's designee finds that the student is intellectually gifted and has the maturity to justify admission to the college. The State Board adopts the following criteria for the administration and implementation of the program.

1. Student Eligibility
   
   1. The student must be identified as intellectually gifted and having the maturity to justify admission to the community college.
   2. The student must receive approval of the appropriate person designated in paragraph D(4).
   3. The student must meet course prerequisites and placement testing requirements.
2. Course Eligibility
   Major and general education courses numbered 100 and above from the Common Course Library are eligible for the enrollment of intellectually gifted and mature students.
3. Other Operating Procedures
   
   1. Registrations of students under 16 years old are to be reported to the System Office using the regular curriculum student reporting information system.
   2. When the student completes the course or withdraws therefrom, that fact plus the grade received are to be reported to the System Office.
   3. Any student under the age of 15 shall be accompanied at all times when on the community college campus by a parent or another adult consented to and designated by the parent in writing.
   4. Students enrolled under this section will pay appropriate tuition and fees.
4. Required Documentation
   
   1. Aptitude test scores from a System Office approved list of tests taken within three years before the date of admission that include composite or sub-test scores documenting percentile ranges from 92% through 99%, and
   2. Achievement test scores from a System Office approved list of tests taken within three years before the date of admission that include composite or sub-test scores documenting percentile ranges from 92% through 99%, and
   3. Any costs associated with aptitude and achievement testing are the responsibility of the student.
   4. A completed approval form from one of the following:
      • The local board of education, or the board's designee, for the public school administrative unit in which the student is enrolled.
      • The administrator, or administrator's designee, of the nonpublic school in which the student is enrolled.
      • The person who provides the academic instruction in the home school in which the student is enrolled.
      • The designee of the board of directors of the charter school in which the student is enrolled.

    Special Credit Students  Individuals may enroll in classes without pursuing a diploma or degree. Persons enrolling under these circumstances are considered SPECIAL CREDIT STUDENTS. Special credit students must submit an application prior to registering the first time. Placement tests may be required depending upon the student's educational background and the prerequisites/corequisites of the courses in which the student wishes to register. Special credit students who plan to enter a program of study, but are undecided about a program of study are classified as undeclared special credit students. Undeclared special credit students may complete up to 18 credit hours (other than developmental credit hours). At this point, undeclared special credit students should see a Student Services counselor to discuss declaration of a major.
(Revision approved by Board of Trustees, 6/12/02

A military veteran may not receive Veterans Educational Assistance Benefits (G.I. Bill) as a special student.

    Orientation -   Orientation schedules are announced.

4.23      REGISTRATION  The dates, times, and locations for student registrations are specified in the semester course schedule, which is widely distributed. Generally, registration for courses can occur for both day and evening students during any one of the following periods:

1. Early Registration
2. Registration
3. Add/Withdrawal
4. Short-term Course Registration
5. Off-Campus Registration
6. Continuing Education Course Registration.

Students in good academic and behavioral standing may enroll in regularly scheduled classes until enrollment has reached maximum course capacity and/or prior to the end of the registration period. Registration in nursing and allied health courses may be restricted to students formally accepted into the nursing and allied health programs. Students are not officially registered for membership in a course until the registration process is completed, including payment of tuition and fees and attendance of a minimum of one class session.

Following registration but prior to the first class meeting, the office of admissions and records shall prepare and distribute to each instructor a temporary classroll showing tentative membership in the class. At the conclusion of add/withdrawal, a permanent classroll shall be prepared and distributed.

4.230      Course Addition  Students desiring to add a course(s) each semester after the drop/add period or after the first class session, whichever is later, must obtain approval of the instructor teaching the course and the instructor's immediate supervisor - division chairperson/department head or associate dean. Approval for course additions after the drop/add period or the first class session must be based on extenuating circumstances and be educationally sound. Course additions will not be approved after the ten (10) percent point of the class. Section changes are allowable under departmental jurisdiction with the approval of the department head (Examples: Math 060 to Math 070 with appropriate documentation, schedule time change for same course, etc.).

4.24      Course Credit  The College shall award credit for all course work successfully completed (grade of D or higher) at CVCC.

Additionally, college 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 courses successfully completed (grade C- or better) from regionally accredited colleges/universities provided that the coursework is relevant to the student's program of study and that the competencies required for successful completion are at least equivalent to those required for successful completion of the equivalent CVCC course.
2. CVCC will grant transfer credit for coursework completed (grade C- or better) at foreign (outside the United States) colleges/universities provided that the coursework is relevant to the student's program of study and that the competencies required for successful completion are at least equivalent to those required for successful completion of the equivalent CVCC course. The Chief Academic Officer or designee will determine relevance to the program of study and equivalence of competencies. The student must provide (at his/her own expense) an official transcript from the foreign institution along with a certified English translation if applicable and explanation of grade scheme. The student may also be required to provide (at his/her own expense) catalogs and/or course descriptions.
3. Students enrolled in degree, diploma, or certificate programs and special students may petition for advanced placement through the Division Chairperson/Department Head by completing the Advanced Placement form. To be eligible to take an advanced placement examination, the prior education or experience must have provided skills, knowledge, and/or abilities similar to those provided in the CVCC course. The instructor and the Division Chairperson/Department Head in whose division 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.
4. Students may obtain advanced placement credit by successfully completing (score of 3 or better) Advanced Placement exams sponsored by the College Entrance Examination Board and/or by successfully completing (scores per ACE guide) College Level Examination Program (CLEP) exams.

The Vice President of Academic and Student Affairs and designees will ensure appropriate procedures and guidelines exist for the granting and recording of transfer credits and advanced placement credits.

Transfer credits and credits granted based on advanced placement processes 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).

Veterans may not use advanced placement credits to obtain veterans' education benefits

No fee or tuition charge is imposed for advanced placement evaluation or credit awarded through this process, except in the case of corporate and continuing education. If a corporate and continuing education advance placement exam is requested to certify course competency, a flat rate of $30 for each testing session will apply. An additional $10 will be charged for each additional person tested.
Change approved by the PPP Committee, 05/09/04

4.25      CLASSIFICATION OF STUDENTS  

      Catawba Valley Community College classifies students in several categories for various administrative purposes. Those classifications and their definitions are as follows:

1. Full-time student. A full-time student is any student enrolled for at least 12 credit hours in the fall and spring semesters and 9 credit hours in the summer semester.
2. Full-time student for fee payment. For the purpose of tuition and fee payment, a full-time student is any student enrolled in at least 16 credit hours in the fall and spring semesters and 9 credit hours in the summer semester.
3. Part-time student. A part-time student is any student enrolled for fewer than 12 credit hours in the fall and spring semesters and 9 credit hours in the summer semester.
4. Part-time student for fee payment. For the purpose of tuition and fee payment, a part-time student is any student enrolled for less than 16 credit hours in the fall and spring semesters and 9 credit hours in the summer semester.
5. Freshman student. A freshman student is any student who has earned fewer than 32 semester hours of credit.
6. Sophomore student. A sophomore student is any student who has earned a minimum of 32 semester hours of credit.
7. Special credit student - Individuals may enroll in classes without pursuing a diploma or degree. Persons enrolling under these circumstances are considered SPECIAL CREDIT STUDENTS. Special credit students must submit an application prior to registering the first time. Placement tests may be required depending upon the student's educational background and the prerequisites/corequisites of the courses in which the student wishes to register. Special credit students who plan to enter a program of study, but are undecided about a program of study are classified as undeclared special credit students. Undeclared special credit students may complete up to 18 credit hours (other than developmental credit hours). At this point, the undeclared special credit student should see a Student Services counselor to discuss declaration of a major.
   (Revision approved by Board of Trustees, 6/12/02)
8. Auditing student. Students who register to audit a course are called auditing students. Although auditing students receive no grade or credit for courses taken on that basis, they are required to comply with all course requirements, including regular attendance and classroom participation. They are, however, excluded from taking examinations. Tuition and fee charges for auditing students are assessed at the same rate as charges for students enrolling for credit. After the scheduled add/withdrawal period, changes from audit status to credit status or from credit status to audit status must be approved by the Dean of Student Services with the permission of the course instructor.

4.26      GRADING SYSTEM  At the end of each semester, students' grades are determined by the course instructor who submits them to the records office. The semester grade report is then prepared and mailed to students. At no time may a grade be changed except through the proper appeals process, by the instructor, or division chairperson due to extenuating circumstances.

4.261      Credit Course Grade  The measure of a student's overall academic performance for courses attempted at the College and with a course number greater than or equal to 100 shall be a 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 based on final numerical average between 93 and 100), 3 grade points per credit hour for above average performance (letter grade B based on final numerical average between 86 and 92), 2 grade points per hour for average performance (letter grade C based on final numerical average between 78 and 85), 1 grade point per hour for below average performance (letter grade D based on final numerical average between 70 and 77), and 0 grade points per hour for failing performance (letter grade F or WF based on final numerical average below 70).

Credits received for successful completion of developmental courses (courses with a course number less than 100) may be included in the computation of attempted credits and earned credits but shall be excluded from all GPA computations. Valid grades for developmental courses are A, B, C, WP, CS, AU, and I (in certain circumstances on temporary basis).

Transfer credits and credits granted based on advanced placement processes shall also be excluded from all GPA computations. The Vice-President of Academic and Student Affairs or designee will ensure that the grade system and the processes used for record keeping purposes comply with the above policy.

Following is the current grading system. Other valid grades may appear on transcripts due to enrollment activity recorded under previous grading systems at the College.
Change approved by the PPP Committee, 05/09/04

4.262      Grade Point Average  The measure of a student's overall academic performance at the college shall be a grade point average (GPA) based on a 4.0 scale. The GPA shall be calculated in the following manner:

1. The number of credit hours for each course for which grade points are applicable are multiplied by the grade points awarded for the student's course grade to obtain the grade points for a given course.
2. A grade point total is determined by adding the grade points earned in each course.
3. The grade point average (GPA) is the grade point total divided by the credit hours included in the GPA (those credit hours used to determined grade point total).

The computation of GPA includes only those courses completed at CVCC numbered 100 or higher and for which a grade of A,B,C,D,F,or WF is received.
Change approved by the PPP Committee, 05/09/04

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.

4.263      Withdrawal  When a student is unable to maintain regular attendance in a class, either the student or instructor may initiate the process to withdraw the student from class membership. If such action occurs prior to the last date to withdraw as specified in the college calendar, the student's grade shall be WD (Withdrawal).

To withdraw from class membership, either the student or instructor files an add/withdrawal form with the Office of Admissions and Records.

The Office of Admissions and Records will notify the instructor of the student withdrawal and the official date of the withdrawal. A grade of WD is entered on the student's permanent records and also on the grade reporting form used by instructors to report grades at the end of the semester. A grade of WD is non-punitive to the student.

4.264      Withdrawal Failing  When a student is unable to maintain regular attendance as defined by the syllabus for a class, either the student or instructor may initiate the process to withdraw the student from class membership. If such action occurs on or before the 50% point of the class, the student's grade shall be WP (Withdrawal Passing). If such action occurs after the 50% point of the class, the student's grade shall be a WF (Withdraw Failing) unless the instructor authorizes a WP based upon appropriate circumstances. The student's grade is recorded on the student's permanent record.

To withdraw from class membership, either the student or instructor submits an add/withdrawal form to the Student Records Office.

The Student Records Office will notify the instructor of the student withdrawal and the official date of the withdrawal.
(Revision approved by Board of Trustees, 6/12/02)

4.265      Incomplete  A grade of I (Incomplete) may be given under extenuating circumstances to be determined by the instructor of the course. A grade of I must be replaced with the final course grade by the end of the subsequent semester unless approval is granted by the dean of curriculum programs for continuation of the incomplete for one additional semester. However, neither a grade of WD nor WF can be used to replace a grade of I.

4.266     Continued Study  Students who successfully complete developmental courses will earn grades of "A", "B", or "C" depending upon the level of acquired competence. Students who fail to complete developmental course requirements by the end of the semester will be assigned a grade of "CS" (continued study). Students must register for the developmental course the next semester the course is offered and pay tuition and fees again for the course. The grade of "CS" will continue each semester until students complete the course with a grade of "C" or better. The grade of "CS" will not be changed to an "F" for students who do not successfully complete developmental courses with a minimum grade of "C".

Developmental course credit does not count toward graduation requirements. In addition, developmental course grades are not computed in students' grade point average.

4.267     Curriculum Repeat Policy  A student may repeat a course as many times as is necessary to achieve a passing grade (defined by the specific curriculum). After a passing grade has been achieved, a student will be allowed one additional attempt to achieve a higher grade. All grades for the course will be reported on the per­manent student record. The higher of the grades achieved will be the grade of record (for the pur­pose of computing cumulative GPA). Exceptions to this policy are those courses that are re­peated as a requirement of a specific curriculum (ex. Performance courses in the music curriculum). Stu­dents planning to transfer to other post secondary institutions should be aware that those institu­tions may elect to include all attempts at a course in cumulative GPA when evaluating applications for admission.
(Revision adopted by Board of Trustees, 6/12/02)

4.268      Academic Forgiveness Policy  Effective Fall Semester, 1997, when a student's last enrollment date at CVCC has been thirty-six or more consecutive months, the Academic Forgiveness Policy may be requested at the time of re-enrollment. The Academic Forgiveness Policy consists of the following:

1. All failing grades, i.e., DR, WF, or F will not be counted in the calculation of the Grade Point Average (GPA).
2. All passing grades, i.e., A, B, C, D, or the numerical equivalents for courses required in a student's present curriculum will count towards graduation requirements unless other policies supersede this policy. However, the grades will not be used to calculate the GPA.
3. Prior to implementation of the Academic Forgiveness Policy, the student must enroll in the college and complete a minimum of 12 consecutive semester credit hours with a minimum GPA of 2.00.
4. For various programs, there may be additional or specific requirements related to admissions criteria, i.e., Allied Health programs.
5. The student's GPA will be calculated based upon the time of re-enrollment and all requirements being met.
6. Grades for all courses enrolled at CVCC will be on the student's transcript with appropriate indication of calculation of the student's GPA.
7. A student may be provided the Academic Forgiveness Policy one time.

The following process will be followed for students requesting Academic Forgiveness:

1. Student enrolls and achieves a minimum GPA of 2.00 with successful completion of 12 semester hours taken consecutively.
2. Student makes request to dean of student services.
3. The director of admission and records will evaluate the transcript and determine appropriate courses to be included in the forgiveness process.
4. GPA will be adjusted according to the policy.
5. Student will be notified by a letter from the dean of student services of process outcome.
6. A copy of the evaluation will be included in the permanent student record with a copy to the student's advisor.

Note: Students planning to transfer to another college or university are cautioned that the receiving institution may use all grades earned in computing grade-point averages for admission or other purposes. Please be aware that any courses not brought forward for this major will not be used for any future change of major calculation of GPA. The application of this policy will not affect financial aid satisfactory progress.

4.27      COURSE REQUIREMENTS

4.271    Prerequisite Requirements  Students with mandatory prerequisite developmental course requirements because of placement test scores shall not be enrolled in that discipline's advanced courses until the prerequisite requirements have been satisfied. Additionally, students who fail a course which is a prerequisite to a subsequent course shall not be enrolled in the sequential course until that deficiency is removed.

Permission to enroll in a non-developmental course without the prerequisite requirements may be granted in special cases by joint approval of the appropriate division chairperson/department heads from affected departments.

4.272      Maximum Course Load  Unless required by suggested current sequence, students shall not enroll for more than eighteen (18) credit hours per semester except by special permission from their advisor and dean of student services based on academic standing or other special conditions. Special permission must be granted by the dean of student services.

4.28      REQUIREMENTS FOR GRADUATION

4.281      General Requirements  The student is responsible for officially applying to Student Services for his/her degree or diploma. Graduation applications are available in Student Services. The due date for these applications is generally in January for May graduates, in May for August graduates, and September for December graduates. The exact due dates may be determined by contacting Student Services.

A graduation fee for a first-time degree or diploma program graduate equal to the approximate cost of a cap, gown, diploma, diploma cover, and diploma mailer is authorized. This fee applies regardless of any election by the student not to participate in commencement. (current approximate cost is $37) A fee for additional diplomas equal to the approximate cost of a diploma and diploma cover is authorized. This fee applies to previous graduates who complete another degree or diploma program or students who complete multiple degree or diploma programs during the same semester. (current approximate cost is $18 when sales tax included)

A late graduation fee of $15 shall be charged to students who begin the graduation application process in Student Services after the published "last day to apply for graduation". The suggested effective date for these fees is the first day of the fall 2005 semester. Students that apply for graduation and then fail to graduate must reapply for graduation.
Approved by the Board of Trustees, December 1, 2004

The student is responsible for determining and fulfilling all requirements for the program of study from which he/she expects to graduate. Minimum credit hours and the required courses for each program have been established and are listed in the Program Listings section of the CVCC General Catalog. A cumulative grade point average of 2.00 is required by all programs. Certain programs may have additional requirements. Students should consult their academic advisor for information on program and graduation requirements.

Students may elect to satisfy program requirements in effect in either (1) the current catalog in the semester they initially entered the program provided they have been continuously enrolled in fall and spring semesters and no more than 5 years have elapsed (the period including the initial semester and including the final semester cannot exceed 5 years) or (2) the current catalog for the semester of graduation.

To be eligible for graduation, the applicant must also fulfill all financial obligations to the College.

Candidates for graduation from associate degree and diploma programs are expected to participate in the commencement exercises. Request for exceptions may be made to the Dean of Student Services or designee.

4.282      Residence Requirements  Students graduating from Catawba Valley Community College must enroll in and complete at CVCC a minimum of 35% of the semester hours required for their program of study (credits granted through transfer credit and advanced placement credit processes may not be used to satisfy this requirement). The final fifteen credit hours of study prior to graduation must be completed at CVCC unless special permission is obtained through the Dean of Student Services or designee.

4.283      Exit interview  Graduates are required to complete an exit interview prior to receipt of diploma. (placement services available to students and alumni referenced in policy 4.55)

4.284      Graduating with high honors and honors  Graduating students with a final cumulative GPA greater than or equal to 3.8 will receive recognition in their permanent student record as graduating with "high honors".

Graduating students with a final cumulative GPA greater than or equal to 3.5 and less than 3.8 will receive recognition in their permanent student record as graduating with "honors".

The student's cumulative GPA at the end of the most recent fall semester and the GPA ranges noted above will be used to determine which graduates will be recognized as graduating with "high honors" or "honors" during spring semester commencement activities.

The student's cumulative GPA at the end of the most recent spring semester and the GPA ranges noted above will be used to determine which graduates will be recognized as graduating with "high honors" or "honors" during summer semester commencement activities.
Change approved by the PPP Committee, 05/09/04

4.3     TUITION AND FEES

4.32      RESIDENCY CLASSIFICATION FOR TUITION PURPOSES  In compliance with North Carolina State Law and the North Carolina Community College System policy, all applicants for admission to a credit course must be classified as a resident or nonresident of North Carolina for tuition purposes. Data submitted on the CVCC application for admission and, if necessary, on the residence and tuition status application shall be the basis for determination. Guided by "A Manual To Assist the Public Higher Education Institutions of North Carolina in the Matter of Student Residence Classification for Tuition Purposes", the dean of student services is responsible for determining residency classification. Typically, to be eligible for residence status, the student must have resided in North Carolina for at least 12 months prior to registration.

4.321     UNDOCUMENTED IMMIGRANT POLICY  Undocumented Immigrant: The College may admit undocumented immigrant applicants consistent with provisions of federal and state laws and regulations in Title 23 of the North Carolina Administrative Code. Under current State law, undocumented immigrant applicants do not qualify for in-state residency for tuition and shall be charged at the out-of state tuition rate for curriculum programs.
Approved by PPP Committee, 11/8/2004

4.33      WAIVER OF TUITION AND FEES   In compliance with the North Carolina Administrative Code, CVCC waives curriculum tuition and occupational extension registration fees as listed. This does not include waivers for student insurance, student activity fee and/or any other required fees.

1. North Carolina residents who are at least 65 years of age (forms for waiver of tuition may be requested through the Office of Fiscal Affairs)
2. North Carolina prison inmates
3. High school students who are enrolled under the Huskins Bill or who are concurrently enrolled. (However, fees are not waived for courses in this category taken in Corporate and Continuing Education.)
4. Full-time college employees shall be limited to one credit or non-credit course per semester (forms for waiver of tuition may be requested through the Office of Fiscal Affairs)
5. Other categories as identified by the Office of Continuing and Corporate Education.

updated October 21, 2004

4.34     STUDENT ACTIVITY FEE  All curriculum students shall be assessed a student activity fee at the rate of $.75 per credit hour, not to exceed a total of $10.50 per semester. Student activity fees will be used for various student activities. A proposed annual operating budget is prepared by the Student Activities Committee and submitted to the Dean of Student Services. The Dean of Student Services then presents this proposed budget to the President and the Administrative Council for final approval.
(Revision adopted by Board of Trustees, 6/12/02)

4.35     CORPORATE AND CONTINUING EDUCATION (C&CE) FEES  Occupational Extension course fees are on a graduated scale as outlined in the fee schedule in the CVCC General Catalog. Other C&CE fees vary. Fees may be waived in compliance with North Carolina Statues, as specified under fee waivers. There are no registration fees for enrollees in Basic Skills Education. Other costs in continuing education classes may include textbooks, equipment, tools, or other special fees.

Students who take an occupational extension course more than twice within a five-year period (unless required for certification, recertification, or licensure) are required to pay a different formula rate.

4.36      TESTING FEES  Certain fees have been approved for testing services. These include fees for Microsoft Office User Specialist (MOUS) certification testing, test proctoring for non-CVCC students, or other special circumstances. The CVCC Testing Center shall maintain the current fee structure for test proctoring and the coordinator of educational technology training shall maintain the current fee structure for MOUS testing.

4.37      OTHER FEES  nt Servigarding

4.371    Mandatory Accident Insurance  The college requires that students purchase scholastic accident insurance. Payment of the insurance premium must be made at registration at the beginning of each semester.

4.372    Malpractice Insurance  Students enrolled in Associate Degree Nursing, Emergency Medical Science, Surgical Technology, or Respiratory Care Technology, Phlebotomy and Certified Nursing Assistant are required to purchase liability/malpractice insurance for the period from September 1 to August 31 or any fraction thereof. This insurance is required to protect students against liability incurred during CVCC clinical experiences in various area health care facilities.

4.38    INSTALLMENT/DEFERRED PAYMENT  Tuition and fees are due at the time of registration; however, there may be extenuating circumstances whereby the student may request a deferred payment or payment in installments. These situations may include but are not limited to:

1. Documentation that application has been made to a funding source and at time of registration an award is expected.
2. Pending approval for an emergency loan from the CVCC Foundation.
3. Expectation that the employer will pay the tuition.

No student shall be permitted to graduate or to register for a new semester unless payment of any outstanding balance has been paid by the student or guaranteed in writing by a financially responsible person or organization.

For any account deferred under this policy, the tuition and fees are due at time of registration regardless of award or denial of financial award at a later date.

Students who are unable to pay their tuition by the due date for each registration period should be advised to see the financial aid officer concerning deferment of tuition and fees. The financial aid officer will approve or disapprove the deferment or installment payments based upon the policy established by the Board of Trustees.

For deferred payment, the Business Office and the Financial Aid Office have the responsibility to collect the outstanding accounts.

For any student who registers and fails to pay the tuition and fees, and who does not follow the procedures for deferred or installment payment, the registration schedule will be deleted from the computer by the designated time.
(Policy/procedure approved by the Board of Trustees 7/15/93.)

4.39    REFUNDS  Catawba Valley Community College follows the refund policies established by the North Carolina Community College System. Specific guidelines and processes to ensure compliance with these policies will be established by the Vice President of Fiscal Affairs or designee.
Change approved by the PPP Committee, 05/09/04

4.391    Extension Programs  (Corporate and Continuing Education Programs)

A refund shall not be made except under the following circumstances:

1. A student who officially withdraws from an extension class(es) prior to the first class meeting shall be eligible for a 100 percent refund. Also, a student is eligible for a 100 percent refund if an applicable class is canceled due to insufficient enrollment.
2. After the respective class begins, a 75 percent refund shall be made upon the request of the student if the student officially withdraws from the class prior to or on the 10 percent point of the scheduled hours of the class.
   NOTE: This rule is applicable regardless of the number of times the class meets or the number of hours the class is scheduled to meet.
3. The refund policy for contact hour classes is the same as stated in number 1 and 2 above except that the withdrawal must be within 10 calendar days from the first day of the class(es).

These refund rules apply to all extension classes, except the self-supporting classes. For these classes, there is no refund after the classes start.

4.4     SCHOLARSHIPS AND FINANCIAL ASSISTANCE  Consistent with the open door admissions policy, it is the intent of the college administration that no person be denied the opportunity to pursue financial assistance. Therefore, dissemination of scholarship and financial assistance information is a part of the admissions counseling process.

4.41    FINANCIAL AID COUNSELING  The director of scholarships and financial aid is available to assist students and potential students in planning for the financial support of their education.

4.42     SCHOLARSHIPS  CVCC offers several scholarships to students who have demonstrated a need or by means of their academic accomplishments. Scholarships are supported by means of two sources; bookstore and Foundation funds.

4.421    Bookstore Scholarships  Bookstore funds are used to support The Emerging Leader and Academic Scholarships. These scholarships are offered to high school seniors in Alexander and Catawba Counties who intend to enroll at CVCC.

High school seniors who demonstrate an interest in or an ability to lead may be nominated to receive an Emerging Leader Scholarship. One senior from each high school in the CVCC service area may be nominated by his/her high school guidance counselor.

High school counselors, following the criteria specified on the Emerging Leader Scholarship application, submit the name of their nominee for final review to the CVCC Director of Scholarships and Financial Aid. They may call the scholarship committee in order to review nominees if questions related to eligibility are raised. Typically the high school counselors and the director of scholarships and financial aid work together to assure compliance with the criteria. The nominee is then notified of acceptance/rejection. If accepted, an award is made to the student at the high school's awards day.

Academic scholarships are offered to all seniors in the top 10 percent of their graduating class. This scholarship is available to seniors who attend and graduate from a high school in the CVCC service area of Catawba and Alexander counties.

4.4211    Eligibility  Eligibility criteria exist for continued receipt of these scholarships and students should meet with financial aid staff for specifics. Each recipient must fill out a Free Application for Federal Student Aid form; however, this does not impact the receipt of scholarship funds. Availability may also be determined by available bookstore funds.

Eligibility may also be determined by academic progress and a minimum number of hours enrolled and/or completed. Students must contact the financial aid staff for annual guidelines and to set up a review of their progress if they wish to remain eligible.

4.422    Foundation Scholarships  Interested students should contact the CVCC Foundation director.

4.423     Designated Scholarship Funds  These funds are designated for specific curricular or for specific student populations. The donor generally provides guidelines for the scholarship awards which may or may not be need based.

4.424     Undesignated Scholarship Funds  Occasionally, funds may become available which have no restrictions as to the course of study or specific student population. The Scholarship and Financial Aid Committee may develop guidelines for such awards.

4.43    SCHOLARSHIP AWARD AMOUNTS  A "full scholarship" is considered to be $600 to cover tuition and fees for two semesters. Arrangements for scholarships which include textbook costs may be made through the director of scholarships and financial aid or the executive director of the foundation.

4.44     LOANS  Loan funds available include the Federal Stafford Loan through the College Foundation, Incorporated, Raleigh, NC.

4.45    FEDERAL WORK STUDY  The federal work-study program provides the student with income from employment with the college.

1. The federal work-study guide shall be the standard consulted for eligibility criteria.
2. The director of scholarships and financial aid determines the eligibility for the work study program and uses the Free Application for Federal Student Aid as a guide to eligibility and amount of award.

4.46    CRITERIA  Awards of financial aid will be based upon the criteria established by the donor/source of the funds or, where the donor/source fails to establish criteria, the criteria established by the Scholarships and Financial Aid Committee.

Recipients of Federal Financial Aid from most sources must make satisfactory progress in their program of study. There are two standards students must meet to maintain eligibility for financial assistance:

• Students must maintain a cumulative grade point average at or above the minimum as outlined in the Satisfactory Academic Progress guidelines for financial aid recipients.
• Students must successfully complete the minimum number of credit hours for which they enroll as outlined in the guidelines cited in (1) above.
• The guidelines for receipt of Federal Financial Aid can be obtained from the office of financial aid.

4.5     ACTIVITIES AND ORGANIZATIONS

4.51    INTRODUCTION  CVCC encourages the development of student co-curricular activities and organizations in order to promote student growth. Their purposes shall be to: provide learning opportunities not normally found in the classroom, broaden student interests and experiences outside academic and skill-building courses, encourage and provide opportunities for social development of the individual, and enhance student enjoyment of the educational system.

Co-curricular activities and organizations, while considered important, will not normally be given precedence over the primary educational functions of the college. The philosophy of CVCC and the NCCCS regarding student organizations does not encourage, nor permit, campus organizations commonly referred to as social fraternities and/or sororities.

The College's Board of Trustees has authorized a student activity fee for the yearbook, intercollegiate and intramural athletics, student organizations, student government, and other officially recognized activities which may be offered.

Organizations and activities shall be open to all students regardless of race, color, sex, religion, disability, or national origin.

Currently enrolled students shall not pay admission charges for events or activities financed through this fee except when approved by the Administrative Council and Student Government Association Senate. Guests of students may be charged a nominal fee to defray their share of expenses.

It shall be the philosophy of the college to offer a flexible program of activities to meet the changing needs and interests of students. Additionally, organizations and activities may be established if approved by the Student Government Association Senate and the Administrative Council. Details regarding the procedures for establishing additional activities may be obtained from the dean of student services.

4.52    STUDENT GOVERNMENT ASSOCIATION (SGA)  All students are encouraged to participate in the Student Government Association. Election of officers is held annually during the spring semester. SGA is intended to be a vehicle through which students may have input into college decision making and into the general welfare of students. The SGA President is a nonvoting member of the Board of Trustees, and SGA representatives serve on the Learning Resource Center Committee, the Student Activities Committee, the Scholarships and Financial Aid Committee, and the Student Appeals Committee.

All student activities involving clubs, recreation, student government, cultural, and social events shall be registered with student services. Prior approval must be obtained from the dean of student services a minimum of three weeks prior to the occurrence of all major events.

The dean of student services or his/her designee shall be responsible for administering the activities program. Instructional staff shall be expected to assist in the implementation of activities by serving as advisors to campus organizations.

On-campus and off-campus sales and solicitation activities must be approved by the dean of student services and the executive director of the CVCC Foundation at least three weeks prior to beginning the activity.

Club representatives must obtain a Club Activity Form from the dean of student services and then follow approval procedures for the business office, maintenance department, and other appropriate departments on campus.

4.521    Student Publications  The executive committee of the Student Government Association selects the student editors and other student staff for the publications. The coordinator of student activities directly monitors the student efforts, and all publications require the approval of the dean of student services. The yearbook is the authorized student publication of the college.

4.53     ATHLETIC PROGRAMS  CVCC offers an NJCAA Division III women's volleyball team and an NJCAA Division III men's basketball team. The athletic programs are managed by the athletic director. The athletic director reports to the Dean of Student Services as to athletic director functions/responsibilities. Financial support is provided from student activity fees and college discretionary funds. Students participating in athletic programs must satisfy the same admissions criteria and academics retention policies as outlined for all students in the CVCC General Catalog and other college publications. Students must satisfy eligibility requirements of the National Junior College Athletic Association (NJCAA) to participate in athletic programs. CVCC does not offer athletic scholarships. Students participating in athletic programs must meet the same standards of eligibility for financial aid as other students.

Approved by Board of Trustees 2/6/03
Rewording approved by the Board of Trustees 05/26/04

4.531    SUBSTANCE ABUSE POLICIES AND PROCEDURES  Catawba Valley Community College believes that intercollegiate athletics should provide a competitive environment that is free from drug and substance abuse. Athletic participation is privilege and any athlete who uses illegal performance-enhancing and/or recreational drugs violates that privilege. Any violation of substance abuse policies will result in the review and possible revocation of athletic privileges.

Standards of Conduct  Federal, state, county, and city regulations will be recognized and supported pertaining to the possession and/or use of drugs and alcohol. It is unlawful to possess, use or distribute any illicit drug or alcohol within the campus community or athletic department.

Awareness/Education Program  CVCC will implement a drug and alcohol (to include tobacco) awareness education program for all members of intercollegiate athletic department staffs and student athletes on an annual basis.

Drug Testing Policies  Any student athletes who refuse to participate in the drug prevention, education, testing, and treatment program will forfeit their athletic scholarship and will not be permitted to participate in intercollegiate athletics at Catawba Valley Community College. If the student athlete signs the drug-testing consent form and declines the drug test, he/she shall be considered to have a positive drug test. In addition to the use of an illegal drug, other violations of this policy may include: falsifying signatures of persons, attempting to manipulate urine specimens, failing to produce a sample in a reasonable amount of time, or failing to appear for a scheduled drug test.

The Catawba Valley Community College Athletic Department reserves the right to test individuals or teams at random at any time. The screening is designed to help athletes address their problems and to maintain the reputation of athletic programs and the campus as drug free.

Procedures

• The student athlete will be notified prior to each drug test of the exact date, time, and location to report .
• The screenings may be administered to an individual or to an entire team.
• The student athlete will produce a urine specimen in a specified vial.
• The samples will be analyzed by a licensed physician or certified medical lab.

Positive Drug Testing Sanctions

1. First Positive Situation:
   Upon receiving a positive test, the athlete may remain in the program on athletic scholarship, but receive a suspension from competition for a designated period of time. The athlete will be required to attend counseling and rehabilitation with Catawba County Mental Health or other agency identified by the college. The athlete must also undergo additional drug screenings. Other disciplinary actions may be imposed as determined appropriate by the coach. Any athlete not willing to comply with disciplinary actions will be suspended from the program.
   
2. Second Positive Situation:
   If a second positive screening occurs, the athlete will be immediately suspended from the program and will lose all athletic scholarship monies.
   Any student athlete who willfully admits to substance abuse is subject to disciplinary actions and review of athletic privileges.
   Athletes have the right to appeal any decision of the coach. If he/she chooses to appeal a sanction, the appeal process outlined in the current college catalog should be followed.

Use of Tobacco Products  The use of tobacco products is prohibited by the NJCAA during intercollegiate competition. Violators will be suspended from the remainder of the contest. The use of tobacco products has a negative effect on athletic performance, as well as long-term health risks. In addition, the use of tobacco products portrays a negative image of the Catawba Valley Community College athlete. Therefore, the use of tobacco products will not be permitted by a student athlete during Catawba Valley Community College intercollegiate practices and/or games.

4.54    HEALTH SERVICES/INFORMATION  No formal health care program for students is provided; however, the Student Government Association shall include in its annual program planning various health-related activities. These may include presentations by college personnel or outside health care agencies on substance abuse, HIV, wellness, nutrition, or other vital health care topics. Any student, faculty or staff health related emergencies are referred to area health care agencies. CVCC has developed a policy designed to protect all employees and students in the workplace from exposure to bloodborne pathogens. A copy of the policy is on file in the office of the dean of student services.

4.55    CAREER AND PLACEMENT SERVICES  Career counseling and job placement services are available. The director of placement services serves as liaison with area employers, and job banks are maintained through the Employment Security Commission.. Students are required to have an exit interview with the placement officer during the academic term prior to graduation. A placement file is created for each graduate, and it is used later for graduate follow-up studies. Students seeking career information may be referred to the vocational counselor for career testing and test interpretations and further counseling.

Assistance in locating employment is available to all CVCC curriculum students and graduates. Qualified students are referred to employers contacting the college, and the college provides facilities for employers desiring on-campus interviews. Job referral services for students seeking full-time and part-time work are provided without regard to race, color, religion, age, sex, disability or national origin. Students also have access to the computerized Job Information Services provided by the Employment Security Commission as well as the Catawba County Job Link Career Center at the East Campus. An Employment Security Commission representative works full time in the CVCC Placement Office.

4.6     SANCTIONS

4.61     ACADEMIC SANCTIONS

4.612    Academic Probation  Students not making satisfactory academic progress shall be placed on academic probation when their cumulative grade point average places them in any one of the categories listed in the following table.

Students on academic probation will be sent a letter from the dean of student services informing them of their probationary status. The dean of student services requests that students contact a student services counselor for additional information on probationary status. Students on probation who do not contact a counselor shall not be eligible for enrollment in more than 12 credit hours.

4.613    Academic Suspension  Students who fail to raise their cumulative GPA to the prescribed average at the end of two (2) consecutive semesters may be suspended for one (1) semester. Students placed on academic suspension shall be notified by letter from the dean of student services. (When such notification occurs after registration, suspended students may be withdrawn from all classes, and all tuition and fees may be refunded.)

Students may appeal their academic suspension to the dean of student services. In the appeals process, students must present justification for appealing their suspensions. The appeals process may result in a reduced course load, and/or other appropriate action, or suspension for one (1) semester.

4.614    Other Academic Sanctions  In addition to academic probation, other academic sanctions may be imposed on students enrolled in ADN, HIT, RCT, or SUR. Students enrolled in these programs who receive a grade below C in any course with a NUR, RSP, HIT, or SUR prefix or whose cumulative GPA falls below 2.00 may not continue study in their respective programs until the deficiency has been removed. In addition, students enrolled in the ADN or RCT programs who receive a grade below a C in any course with a BIO prefix may not continue study in these programs until the grade deficiency is removed.

4.615    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 including but 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:
   
   • Looking on another student's test
   • Use of unauthorized notes; written, electronic, or otherwise
   • Changing answers after exam is scored
   • 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 4.62.

Approved by Board of Trustees, 08/2004

4.62     BEHAVIOR SANCTIONS  Students enrolled at CVCC are expected to conduct themselves appropriately. More specifically, expulsion or suspension from the college or some lesser sanction may be imposed for commission of any of the following offenses:

1. Interruption or in any manner interfering with normal college operations
2. Destruction, damage, or misuse of college equipment, facilities, or property
3. Possession, use, or furnishing of controlled substances on campus or at school related activities
4. Physical abuse of another person in the college community
5. Theft of property belonging to another in the college community
6. Participation in hazing
7. Plagiarism and other forms of academic cheating
8. Display and/or use of open or concealed weapons as defined in North Carolina Statutes, either on campus or off-campus during college programs, functions, and/or activities
9. Commission of any other offense which, in the opinion of the administration or faculty, may be contrary to the best interest of the college community.

Behavior sanctions which may be imposed include the following: (1) warning, (2) probation, (3) suspension, or (4) expulsion. Instructors have the authority to impose either a warning, probation, or dismissal from the class for non-attendance, discipline, or other offenses relative to classes or school activities under their supervision. However, only the president, vice president of academic and student affairs, or the dean of student services has the authority to suspend or expel students from the college.

4.63    READMISSION

Students who have withdrawn from the college in good standing or who have been suspended from the college for academic deficiencies or other reasons may apply for re-admission through the normal admission procedure at the office of admissions and records.

Consideration for re-admission will be based upon the applicants' objectives, ability, evidence of responsibility and personal growth, citizenship record, educational development, and/or time elapsed since they left the college.

Students suspended or expelled from the college may apply for re-admission after the punitive term has expired. If re-admission through normal channels is denied at the office of admissions and records, the student may appeal the decision to the Administrative Council.

All infractions of college regulations resulting in suspension or expulsion from the college shall be recorded in the student's permanent record.

4.64    ATTENDANCE

4.641    Class Membership

Policies of both the North Carolina Community College System and CVCC stipulate that a student has established membership in a class if all of the following conditions are satisfied:

1. The student is enrolled in a class by evidence of payment of applicable tuition and fees or has obtained a waiver
2. The student attends at least one (1) class meeting by the ten percent (10%) point
3. The student has not been withdrawn from the class prior to the ten percent (10%) point

Students fail to maintain membership in a class if any one of the following occurs:

1. The student officially withdraws from the class at student services
2. The student completes the course before the end of the semester
3. The instructor withdraws the student when the instructor believes that the student's absences are excessive or that the student does not intend to pursue the learning activities of the class. In justifiable cases, instructors have the prerogative to re-admit a student to class membership when the withdrawal process was initiated by the instructor.

4.642    Class Attendance  Instructors have the responsibility and authority to establish and enforce attendance requirements for their classes. Additionally, instructors are required to maintain accurate attendance reports according to instructions provided by the dean of student services. These attendance records must be signed by the instructor and submitted to both the office of admission and records and the records auditor at specified times each semester.

4.643     Class Attendance and Record Keeping of Students in Telecourse/Web-Based Classes  Accurate attendance records must be kept for CVCC to comply with Federal Guidelines related to dispersing Federal Student Aid. Because class attendance in the traditional sense cannot be used as a measurement of a student's continued enrollment, other measures must be used by telecourse/web-based course instructors to ensure the status of the student.

Beginning date of enrollment for telecourse/web-based course students is defined as the date of attendance at any one of the three orientations or a substitute for these orientations as deemed appropriate by the instructor. This is recorded as an "E" (entered0 under the correct date on the attendance sheet. Non attendance at an orientation session is an indication that the student must be dropped by the instructor immediately and noted as "never entered." Prompt action keeps the student from receiving Federal Funds for which he is not eligible.

Should "contact" with the student not occur for a period of two weeks, it is essential that the instructor immediately withdraw the student and indicate on the withdrawal form the last date of "contact" (attendance).

Timely submission of this required paper work will assure compliance with Federal Guidelines. Failure to do so can result in an overpayment of federal funding for the student; therefore, not only is the student penalized by having to reimburse the funds, CVCC is also accountable for repayment of a portion of these funds.

Instructors are to include information concerning this policy in each syllabus they prepare for distance courses.

Instructors sending the attached letter to all telecourse students when the instructor withdraws the student will assist in the return of the videotapes, thus avoiding excessive replacement costs.

4.644    Class Withdrawal  The following procedure shall be used when a student is withdrawn from a class.

When a student initiates the process and officially withdraws from a class, the instructor will be notified by the office of admissions and records using the Instructor Add, Withdrawal, and Withdrawal Failing Summary. If the withdrawal precedes the last day to withdraw, the instructor records a WD on the attendance form. When the withdrawal follows the last day to withdraw, the instructor should enter a WF on the class attendance form; or if extenuating circumstances exists, the instructor may submit a WD on the class attendance form.

When a student is withdrawn from a class by the instructor, the office of admissions and records shall be notified by the instructor using the add/withdrawal form. If the withdrawal precedes the last day to withdraw, the instructor records a WD on the class attendance form; or if the withdrawal occurs after the last day to withdraw, the instructor should enter a WF on the class attendance form.

When a student is readmitted to membership in a class, the office of admissions and records shall be notified by the instructor using the add/withdrawal form.

4.65    STUDENT RIGHTS

4.650    Student Advocate  Students may contact the Director of Counseling Services for assistance regarding academic problems and/or concerns.  The Director of Counseling Services (or designee) will work with the student, instructors, academic supervisors, and other College resources to identify and implement the best available solution to academic problems and/or concerns

Approved by Board of Trustees 11/19/03

4.651    Student Due Process Procedures

4.652    Behavior  Students at Catawba Valley Community College who have a major complaint with the college have the right to invoke the due process procedure. The college student due process procedure is established primarily for disputes that may arise relative to behavior sanctions imposed on the student, or alleged discrimination against the student.

In cases of behavior sanctions imposed by an instructor, the instructor shall notify the dean of curriculum programs of the circumstances prompting the sanction and the sanction imposed. The dean of curriculum programs shall advise the student in writing of the offense and the sanctions within seven (7) working days of the date of the alleged infraction.

If a student wishes to appeal any sanction imposed, a written notice of appeal should be submitted by the student within five (5) working days of the date of the written notification. The appeal should be directed to the Student Appeals Committee through the dean of student services.

A student complaint brought because of alleged discrimination or another major grievance should also be initially directed to the Student Appeals Committee.

The Student Appeals Committee shall be composed of the dean of student services and four members appointed by the president. The dean of student services shall serve as chairperson of the committee. The president shall appoint one (1) faculty member from a minimum of five individuals recommended by the Faculty Senate and one (1) student member from a minimum of five individuals recommended by the Student Government Association.

When a student appeals a sanction or makes a major complaint, a hearing shall be scheduled by the Student Appeals Committee Chairperson within five (5) working days after receipt of the written appeal.

In extraordinary circumstances, if appellants wish to be accompanied by legal counsel, for advisory purposes only, they should file this request with the written appeal. In such cases the institution may also be represented by legal counsel for advisory purposes. Recording devices may not be used without the express consent of all parties present; or in the event recording devices are requested, the appellant should file this request as a part of the written appeal.

The results of any appeal made by the Student Appeals Committee shall be determined by a majority vote of the Committee members, and the student shall be notified in writing of the disposition of the appeal within three (3) working days by the chairperson of the Student Appeals Committee.  Copies of all decisions shall be maintained by the committee chairperson, president, vice president of academic and student affairs, and director of admissions and records for a period of one year.

In case of sanctions which involve expulsion or suspension from the college, those sanctions shall remain in force until revoked by an appeals decision or until the sanction expires.

There shall be two avenues of recourse open to students in addition to the Student Appeals Committee. Should a student desire to appeal the decision of the Student Appeals Committee, written notice shall be made to the Administrative Council through the dean of student services. Written notice of appeal shall be made within seven (7) working days of the day of the notification of the results of the initial appeal.

Within four (4) working days after receipt of this appeal notice, the Administrative Council shall schedule a hearing, notify the student of its time and place, and hold an appeals hearing.

The procedures outlined for the Student Appeals Committee shall be used to notify the student of the action taken on the appeal and to maintain appropriate records. Because the dean of student services chairs the Student Appeals Committee, he/she shall abstain from serving on the Administrative Council during the appeal hearing.

The student's final recourse shall be the CVCC Board of Trustees. The student may submit a written appeal to the Board of Trustees if submitted within seven (7) working days after the day of the notification of the results of the appeal to the Administrative Council. This appeal notice should be submitted to the president of the college

It shall be the president's responsibility to notify the appropriate members of the Board of Trustees. The Board of Trustees shall establish the time and place of the appeals hearing and notify the student accordingly. The student shall be notified in writing of the results of the appeal within five (5) working days after the hearing by the chairperson of the Board of Trustees. Copies of such notification shall be forwarded to the president, Administrative Council, Student Appeals Committee chairperson, and records supervisor.

4.66    GRADING

Students who allege that an instructor has treated them unfairly in assigning any final course grade shall utilize the following procedures:  The student may contact the Director of Counseling Services for assistance in managing this process or identifying other possible solutions.

Approved by Board of Trustees 11/19/03

• First, the student should consult with the instructor issuing the grade within ten (10) working days after the grade was mailed to the student. The student and instructor shall (1) review the basis for the grade issued; (2) review the basis for any charge of discrimination; and (3) identify, if possible, any error made in determining the grade. If the instructor determines an error has been made, the instructor shall forward a grade correction and explanation to the records supervisor who shall correct the student's records and notify the student accordingly.
• After consultation with the instructor, if the complaint is not resolved to the student's satisfaction, the student should consult the appropriate associate dean/division chairperson/department head within five (5) working days. The associate dean/division chairperson/department head shall thoroughly investigate the complaint and determine if the grade issued was appropriate or inappropriate. If inappropriate, the associate dean/division chairperson/department head shall determine the correct grade and submit it in writing with a detailed written justification for the grade change to the records supervisor. A copy of the change and explanation shall be sent to the student, instructor, vice president of academic and student affairs, dean of student services, and the president.
• Should the matter remain unresolved after conferring with the associate dean/division chairperson/department head, the student may file a formal appeal of the grade. The appeal must be made in writing within (5) working days after the conference with the division chairperson/department head. The appeal letter should be addressed to the Grading Appeals Committee and submitted to the dean of curriculum programs. The committee shall be made up of the following members: a student appointed by the president of the SGA, the records supervisor or designee, a faculty member appointed by the Faculty Senate, and the dean who will chair the committee.
• The letter of appeal from the student shall list: (1) course number, title, section, and meeting time; (2) instructor; (3) grade issued; (4) error or discrimination charged by the student; (5) date and time of consultation with the instructor; (6) date and time of consultation with the associate dean/division chairperson/department head; and (7) any corrective action being requested.
• The chairperson of the Grading Appeals Committee shall schedule a date for a hearing within five (5) working days of the receipt of the written appeal and notify the student and instructor of the date, time, and location of the hearing.
• In extraordinary circumstances should appellants wish to be accompanied by legal counsel, for advisory purposes only, they should file this request with the written appeal. In such cases, the institution may also be represented by legal counsel for advisory purposes. Recording devices may not be used without the express consent of all parties present. In the event recording devices are requested the appellant should file this request as a part of the written appeal.
• The results of the hearing shall be determined by a majority vote of the committee members. The committee chairperson shall issue a written decision within three (3) working days after the hearing indicating any grade change and justification for the decision reached to both the student and instructor. Copies of the decision shall also be forwarded to the president, vice president of academic and student affairs, and the director of admissions and records who includes the copy to be placed in the student's permanent record.
• If the decision of the Grading Appeals Committee is unacceptable to the student, a letter of appeal should be forwarded to the College Administrative Council. Such an appeal must be submitted within seven (7) working days after the mailing of the decision of the Grading Appeals Committee. The letter shall be sent to the president who shall schedule the hearing within five (5) working days after receipt of the letter. The appeal letter to the Administrative Council shall contain the same information required in the appeal submitted to the Grading Appeals Committee.
• Since the dean of curriculum programs chairs the Grading Appeals Committee, the dean shall abstain from serving on the Administrative Council during a grade appeal hearing.
• The results of the appeal to the Administrative Council shall be determined by a majority vote of the committee members. The president shall notify the student, instructor, and members of the Grading Appeals Committee in writing of results within three (3) working days. A copy of the decision shall also be sent to the records supervisor who will include the copy in the student's permanent record. This written notification should include the justification and the change, if any.

4.7    PRIVACY OF STUDENTS

The College protects the privacy of students in accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974 (the "Act"), as amended, enacted as section 444 of the General Education Provisions Act. A complete copy of the Act is available for reference in Student Services and on the College website.

Under this Act, students have the right to:

1. Inspect and review their education records.
2. Seek amendment of their education records that they believe to be inaccurate, misleading, or otherwise in violation of their privacy rights.
3. Consent to disclosures of personally identifiable information contained in their record, except to the extent that the Act (and in particular section 99.31) authorizes disclosure without consent.
4. File with the U.S. Department of Education a complaint under Sections 99.63 and 99.64 concerning alleged failures by the College to comply with the requirements of the Act.

A student may exercise the right to inspect and review his/her education record by making written application to the Director of Student Records.

A student may request amendment(s) to his/her record under section 99.20 of the Act by contacting the Director of Records. The Director of Records will attempt to resolve the issue. If the student is not satisfied with the resolution offered by the Director of Records, then the student may commence formal student due process procedures

The College does disclose education records to College officials, including faculty, who are determined to have a legitimate educational interest. Faculty/staff are considered to have a legitimate educational interest if they might reasonably need to access information to academically advise a student or assist the student in a transaction with the College. All full time faculty have access to the student database.

Upon request, the College may disclose directory information.  Directory information means information contained in the education record of a student which would not generally be considered harmful or an invasion of privacy if disclosed. The College has designated directory information to be the student's name, address, telephone listing, date of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and the most recent previous educational agency or institution attended. A student has the right to refuse to let the College designate any or all types of information about him/her as directory information. The student must notify the Director of Records in writing that he/she does not want any or all types of information about him/her designated as directory information prior to the first day of the semester.

Under the Act, the College may not disclose personally identifiable information to the parents of an "eligible student" without the written consent of the student unless the disclosure is to parents of a dependent student as defined in Internal Revenue Code. An "eligible student" means a student who is 18 years of age or is attending an institution of postsecondary education. Parents must provide appropriate tax return information documenting the dependent status of the student before disclosure will be made without his/her written consent.

4.71    COPIES EDUCATIONAL RECORD INFORMATION

The College will provide students with personal copies of their CVCC transcript and/or results of placement testing and other testing administered by CVCC Testing Services.  However, the College reserves the right to limit transcripts provided to a reasonable number. Proof of identity may be required to obtain a transcript and/or test score report. Student access to transcripts from other educational institutions is generally limited to visual access. CVCC generally does not provide students with file copies or photocopies of transcripts and/or test reports from other institutions. There will be no charge to the student for copies of CVCC transcripts and/or placement test reports.