• 5.7.0 Grading System for Credit Classes
• 5.7.0.0 Pass/Unsatisfactory Grading Option
• Grading – Developmental Studies
• Grading – Student Development Courses
• Grade Point Average
• Academic Renewal Policy
• Grades
• Grade Processing
• 5.7.1 Academic Honors
• 5.7.2 Examinations
• 5.7.3 Withdrawal from a Course
• Student Initiated Withdrawal
• Administrative (Faculty Initiated) Withdrawal
• 5.7.4 Repeating a Course
• 5.7.5 Academic Load
• 5.7.6 Waiver of Requirements
• Waiver of Credits
• Advanced Standing
• 5.7.7 Academic Standing
• Academic Warning
• Academic Probation
• Academic Suspension
• Academic Dismissal
• 5.7.8 Satisfactory Progress
• 5.7.9 Class Attendance
• 5.7.10 Commencement (Graduation)

In order to receive any letter grade, a student must have attended a minimum of one class meeting or the equivalent in the case of a distance learning course.  In a distance learning course, initial student attendance is determined by course participation as measured by accessing and using course materials, completion of a class assignment, participation in a course discussion, or other evidence of participation.  Students who enroll in a course but do not attend a minimum of one class meeting or the distance learning equivalent by the census date or earlier date as defined and published by the institution must be administratively deleted from the course by the college.  Existing college policies regarding tuition refund shall remain in effect.

The grades of A, B, C, D, P, and S are passing grades. Grades of F and U are failing grades. R and I are interim grades. Grades of W and X are final grades carrying no credit.

The quality of performance in any academic course is reported by a letter grade, the assignment of which is the responsibility of the instructor. These grades denote the character of study and are assigned quality points as follows:
 

5.7.0.0 Pass/Unsatisfactory Grading Option page top

Grades available under the Pass/Unsatisfactory option are “P" and "U". A student under this option receives one or the other of these two grades, except where an "R", "I", or "W" is appropriate, according to the conditions for these grades noted in 5.7.0. The pass/unsatisfactory grading option is used for non-punitive purposes. The use of this option requires the approval of the division dean responsible for the course or other designated academic administrator.

The P/U grading option may be used for an entire section of any course, but not for a single individual within a course. Pass grades are not included within GPA calculations. A maximum of seven (7) semester credit hours from courses for which the "P" grade has been awarded may be applied toward completion of a degree, diploma, or certificate. This maximum may be extended to fifteen (15) semester credit hours in experiential learning programs approved by the Vice President of Instruction and Student Services.

5.7.0.1 Grading – Developmental Studies

A grade of "S" (Satisfactory) is assigned for satisfactory completion of a developmental studies courses numbered 1 9 and ESL courses . "S" grades are not included in grade point average calculations.

Students making satisfactory progress but not completing all of the instructional objectives for a developmental studies course (numbered 1-9 ) or an ESL course are graded with an "R" (Re-enroll). To complete the course a student must re-enroll.

Students not making satisfactory progress in a developmental studies course or an ESL course are graded "U" (Unsatisfactory). Counselors recommend consultation with the instructor to determine the subsequent sequence of courses for the student who receives a grade of "U".

The "I" and "W" grades may be utilized according to conditions noted in Section 5.7.0.


5.7.0.2 Grading – Student Development Courses page top

The method of grading in Student Development courses is a matter of local option, i.e., “P” or “U,” or the other letter grades.

5.7.0.3 Grade Point Average

The grade point average (GPA) is determined by dividing the total number of grade points earned in courses by the total number of credits attempted. Definitions of specific grade point averages are as follows:

Semester Grade Point Average: Semester GPA is determined by dividing the total number of grade points earned in courses attempted for the semester by the total number of credits attempted.


Cumulative Grade Point Average: Cumulative GPA, which includes all courses attempted, is computed each semester and is maintained on a continuing basis as a record of the student's academic standing. When students repeat a course, only the last grade earned is counted in the computation of the cumulative GPA and for satisfying curricular requirements unless the course is designated repeatable for credit in the Master Course File or is a General Usage course.  In instances of courses designated as repeatable for credit or General Usage courses, all grades/credits are counted in the computation of the cumulative grade point average.  Grades of “S,” “P,” “U,” “W,” “X,” and “I” shall not count as first or subsequent attempts when calculating cumulative GPA. Courses that do not generate grade points are not included in credits attempted.


Curriculum Grade Point Average: A curriculum GPA, which includes only those courses applicable to the student's curriculum, is computed to ensure that the student satisfies the graduation requirement for that curriculum. When students repeat a course, only the last grade earned is counted in the computation of the curriculum GPA unless the course is designated repeatable for credit in the Master Course File or is a General Usage course.  In stances of courses designated repeatable for credit or General Usage courses, all grades/credits are counted in the computation of the curriculum GPA.

Grades from VCCS Colleges: GPA calculations only include grades earned at the home institution, unless specifically noted in an articulation agreement.

5.7.0.4 Academic Renewal Policy page top

Students who return to the college after a separation of five (5) years, or more, may petition for academic renewal. The request must be in writing and submitted to the Admissions and Records Office.

If a student is determined to be eligible for academic renewal, “D” and “F” grades earned prior to reenrollment will be deleted from the cumulative and curriculum grade point average (GPA), subject to the following conditions:

• Prior to petitioning for academic renewal the student must demonstrate a renewed academic interest and effort by earning at least a 2.5 GPA in the first twelve (12) semester hours completed after reenrollment.
• All grades received at the College are a part of the student's official transcript.
• Students will receive degree credit only for courses in which grades of “C” or better were earned prior to academic renewal, providing that such courses meet current curriculum requirements.
• Total hours for graduation are based on all course work taken at the College after readmission, as well as former course work for which a grade of “C” or better was earned, and credits transferred from other colleges or universities.
• The academic renewal policy may be used only once and cannot be revoked once approved.

5.7.0.5 Grades

Final grades are available to students via the student information system. These final grades are a part of students’ permanent record for credit activities.

Mid-semester grade reports (optional) are informational in nature and are not recorded on official transcripts.

5.7.0.6 Grade Processing page top

The timely, accurate, and secure recording and maintenance of students’ grades are essential elements of an academic records system. All colleges have the responsibility to ensure that the processes for the initial recording of grades and any subsequent grade changes provide for integrity and confidentiality in the handling of student grades.

VHCC Grades Plan

5.7.1 Academic Honors

The Deans’ List, President’s Honor Roll, and Merit List recognize scholastic attainment each semester. Descriptions of the College’s academic honors’ programs are as follows:

Deans’ List: Full time students earning a semester grade point average of at least 3.5 (with no “D” or “F” grades) receive recognition by being placed on the Deans’ List. A certificate is issued showing the name of the student and the semester of enrollment.

President's Honor Roll: Full time students earning a semester grade point average of 4.0 are placed on the President's Honor Roll and receive a certificate of recognition, showing the name of the student and the semester of enrollment.

Merit List: Students enrolling for six to eleven credits during a semester and earning a GPA of 3.2 or more (with no "I" or "F" grades) are placed on the Merit List. The Merit designation is printed on the permanent record card.

For purposes of computing grades for academic honors, the semester averages of students who receive one or more incompletes is computed when the incomplete has been removed.

5.7.2 Examinations page top
 
Students take examinations at the regularly scheduled times. No exceptions will be made without the permission of the Vice President of Instruction and Student Services or designee and the instructor of the course.

5.7.3 Withdrawal from a Course

5.7.3.0 Student Initiated Withdrawal

A student may withdraw from a course without academic penalty during the first 60% of a session. For purposes of enrollment reporting, the following procedures apply:

1. If a student withdraws from a class prior to the termination of the add/drop period for the session, the student is removed from the class roll and no grade is awarded.
2.  After the add/drop period, but prior to completion of 60% of a session, a student who withdraws or is withdrawn from a course will be assigned a grade of "W".
3.  After that time, if a student withdraws or is withdrawn from a course, a grade of "F" is assigned. Exceptions to this policy may be made under mitigating circumstances; such circumstances must be documented and a copy of the documentation placed in the student's academic file.
   

5.7.3.1 Administrative (Faculty Initiated) Withdrawal

1. Dated Classes: A dated class is any class that meets within a term but for only two - four days. All students absent the first day of a two- or four-day class will be administratively withdrawn on the next business day. Students will receive a "W," and will not receive a refund. The reinstatement policy does not apply to two- or four-day classes. All financial aid students should check with the Financial Aid Office to determine the effect on their award.
    
2. Semester Long Classes:
   
   
   1. Fifteen Percent of the Semester: The instructor may withdraw students who have not attended class during the first 15 percent of the semester (add/drop period). The student is removed from the class roll and no grade is awarded. Only the instructor may approve an appeal for reinstatement into the class. Students may petition the instructor for reinstatement within five (5) working days of the official processing date on the withdrawal form (Petition form is available in the division offices).
      
      
   2. Sixty Percent of the Semester: The instructor may withdraw students who have stopped attending and/or have not completed sixty (60) percent of the course work on or before the official 60% withdrawal date.A grade of "W" is assigned for the course. Only the instructor may approve an appeal for reinstatement into the class. A student’s request for reinstatement must be made to the instructor within five (5) working days of the official processing date on the withdrawal form (Petition form is available in the division offices).

5.7.4 Repeating a Course page top

Credit courses that are designated as repeatable for credit in the Master Course File or are identified as General Usage courses in the Master Course File may be repeated for credit.  (General Usage courses are 90-190-290; 93-193-293; 95-195-295; 96-196-296; 97-197-297; 98-198-298; 99-199-299.)  Other than the general usage courses, only those courses designed to develop and maintain proficiency in the visual and performing arts, or to meet requirements for certification or recertification in allied health or applied technology fields, may be designated as repeatable for credit.  Students should be limited to 10 credits earned through multiple enrollments in the same course.  A student is normally limited to two (2) enrollments in a credit course that is not designated as repeatable for credit or is not a General Usage course. Should VHCC wish to make an exception to this policy on a student-by-student basis, the Vice President of Instruction and Student Services or designee must document and approve any exception to this policy. 

5.7.5 Academic Load

The normal academic course load for students is 15 17 credits. The minimum full time load is 12 credits and the normal maximum full time load is 18 credits excluding Orientation (SDV 100). Students wishing to carry an academic load of more than 18 credits must have the approval of the Vice President of Instruction and Student Services or designee. Students placed on academic warning or academic probation may be required to take less than the normal course load. No curriculum may officially list in any publication more than 18 credits per semester plus Orientation.

5.7.6 Waiver of Requirements

Students believing that previous educational studies, training programs, or work experience may entitle them to an adjustment in the required courses in a particular curriculum should contact the division deans or counselors to determine procedures before registering for classes. Through subsequent interviews and tests, students may qualify for waiver of curriculum admission requirements, of course prerequisites, and of courses in a curriculum upon the recommendations of the appropriate division dean and counselor.

Students may substitute equivalent or more sophisticated courses in the same field in any approved curriculum with the approval of the instructional division and the Vice President of Instruction and Student Services or designee provided they can, by previous educational accomplishment or college administered examination, demonstrate the capability for success in the courses requested.

In addition, if students can demonstrate that previous educational study, training, work experience, or college administered examination results may entitle them to advancement in courses required for a particular curriculum, upon request and with the approval of the instructional division and the Vice President of Instruction and Student Services, they may receive advance placement and credit in the course or curriculum for which advancement was requested.   If requirements are waived, students must successfully complete other courses to compensate for the credit hours.

5.7.6.0 Waiver of Credits page top

Credits waived are those normally required course credits for a particular program which are administratively exempted. Credits waived require election of additional credit courses to compensate for the credits waived. Descriptions of two types of waivers of credits are as follows:

Waiver of Physical Education Requirement for Veterans: The physical education requirements for the degree, diploma and certificate programs may be waived for veterans, and the College may substitute other credits to satisfy the total credit requirement of the veterans' curriculum.

Substitution of Requirements for Student under Americans with Disabilities Act (ADA): Otherwise qualified students with documented disabilities who are, by reason of their disability, unable to complete a requirement of the program pursued by the student, with or without reasonable accommodations, may request an approved course substitution. (1) Substitutions will generally not be granted for any course that is deemed essential to the program of instruction being pursued by such student, or to any directly related licensing requirement. If requirements are waived, students must successfully complete other courses to compensate for the credit hours.

(1) A recipient to which this subpart applies shall make such modifications to its academic requirements as are necessary to ensure that such requirements do not discriminate or have the effect of discriminating, on the basis of handicap, against a qualified handicapped applicant or student. Academic requirements that the recipient can demonstrate are essential to the program of instruction being pursued by such student or to any directly related licensing requirement will not be regarded as discriminatory within the meaning of this section. Modifications may include changes in the length of time permitted for the completion of degree requirements, substitution of specific courses required for the completion of degree requirements, and adaptation of the manner in which specific courses are conducted.

5.7.6.1 Advanced Standing

Advanced standing is the administrative placement of a student that awards credit for subject matter competency based upon previous academic study or occupational experience. This may include, but is not limited to, college credit and advancement based upon individual college participation in the Advanced Placement Program of the College Entrance Examination Board; other placement examinations; training provided by non-collegiate institutions, such as armed forces and service schools; professional certification; or experiential learning. Descriptions of means of achieving advanced standing are as follows:

Credit by Examination is a means of achieving Advanced Standing through satisfactorily demonstrating subject-matter competency by means of an examination administered by the College.

Credit by Previous Completion is a means of achieving Advanced Standing through an administrative determination by the College that equivalent course coverage has been satisfactorily completed at an accredited postsecondary institution.

Credit by Equated Occupational Experience, including experiential learning and the submission of portfolios, is a means of achieving Advanced Standing through an administrative determination by the College that the occupational experience of an individual is at least equivalent to the course(s) to be exempted.

Credit by Advanced Placement is a means of achieving Advanced Standing through the administration of the College Level Examination Program (CLEP), the College Entrance Examination Board (CEEB), Advanced Placement (AP) Program, or the International Baccalaureate (IB) program, provided the College participates in this program and provided the examination scores are acceptable for credit.

Credit through Applicable Armed Service School Experiences may be granted as a means of achieving Advanced Standing through applicable armed service school experiences, and for successful completion of correspondence courses and subject standardized tests (SST) of the Defense Activity for Non-Traditional Educational Support (DANTES), formerly the United States Armed Forces Institute (USAFI). Advanced Standing may also be awarded in accordance to the ACE Guide to the Evaluation of Educational Experiences in the Armed Services.

Credit Recommended by the American Council of Education may be granted as a means of achieving Advanced Standing for previous non-collegiate education, training, and/or previous occupational experiences as recommended by the American Council of Education.

The procedures for awarding credit through Advanced Standing are as follows: 

1. The determination of such credit is made by qualified faculty members at the College or according to procedures and standards approved by qualified faculty ensuring that assessment procedures are appropriate for the credit awarded.
    
2. If documentation and interviews are used in lieu of examinations, the College must demonstrate that these methods provide assurances of academic comparability to credit earned by traditional means.
    
3. Portfolio-based credit for prior experiential learning may be awarded for no more than 25 percent of the credit hours applied toward a degree.
   
   In exceptional individual cases, however, the nature and content of the prior learning experience may be such that additional credit may be appropriately awarded. The College must justify each such case.
    
4. In awarding credit for prior experiential learning, the College must:
   
   
   1. Award credit only for documented learning which ties the prior experience to the theories and data of the relevant academic field;
   2. Award credit only to matriculated students, identify such credit on the student's transcript as credit for prior experiential learning, and upon request from another institution, document how such learning was evaluated and the basis on which such credit was awarded;
   3. Adopt, describe in appropriate institutional publications, implement and regularly review policies and procedures for awarding credit for experiential learning; and
   4. Clearly describe, and establish the validity of, the evaluation process and criteria for awarding credit for prior experiential learning.

   Student records will reflect Advanced Standing and applicable source.

5.7.7 Academic Standing page top

Students are "in good academic standing" if they maintain a semester minimum GPA of 2.00, are eligible to re-enroll at the College, and are not on academic suspension or dismissal status. Students on academic warning or academic probation who are eligible to re-enroll may be considered eligible to receive financial aid assistance or other benefits requiring a "good academic standing" status.

5.7.7.0 Academic Warning

Students who fail to attain a minimum grade point average of 2.00 for any semester are placed on academic warning.

5.7.7.1 Academic Probation

Students who fail to maintain a cumulative GPA of l.50 are on academic probation until their cumulative average is l.50 or better. The statement "Academic Probation" is placed on the students’ permanent records. Generally, students on probation are ineligible for appointive or elective office in student organizations unless special permission is granted by the Vice President of Instruction and Student Services or designee. Students may be required to carry less than a normal course load the following semester. Students on academic probation are required to consult with their counselor. Students are placed on probation only after they have attempted twelve (12) semester credit hours.

5.7.7.2 Academic Suspension

Students on academic probation who fail to attain a GPA of l.50 are placed on suspension only after they have attempted twenty four (24) semester credit hours. Academic suspension normally is for one semester unless the students reapply and are accepted for readmission to another curriculum of the College. The statement "Academic Suspension" is placed on the students’ permanent records. Students who have been informed that they are on academic suspension may submit an appeal in writing to the Chair of the Admissions and Financial Aid Committee for reconsideration of their cases. Suspended students may be readmitted after termination of the suspension period and upon formal written petition to the Chair of the Admissions and Financial Aid Committee.

5.7.7.3 Academic Dismissal

Students who do not maintain at least a 2.00 GPA for the semester of reinstatement to the College when on academic suspension are academically dismissed. Students who have been placed on academic suspension and achieve a 2.00 GPA for the semester of their reinstatement must maintain at least a cumulative l.50 GPA in each subsequent semester of attendance. Students remain on probation until their cumulative GPA is raised to a minimum of l.50. Failure to attain a cumulative l.50 GPA in each subsequent semester until cumulative GPA reaches l.50 will result in academic dismissal. Academic dismissal normally is permanent unless, with good cause, students reapply and are accepted under special consideration for readmission by the Admissions and Financial Aid Committee of the College. The statement "Academic Dismissal" is placed on the students' permanent records.

5.7.8 Satisfactory Progress

Students pursuing any credit programs are cautioned that, although an average between l.50 and l.99 may not result in formal academic probation, a minimum of 2.00 in their curriculum is a prerequisite to the receipt of an associate degree, diploma, or certificate.

5.7.9 Class Attendance  page top

Regular attendance at classes is required. When absence from a class becomes necessary, it is the responsibility of the student to inform the instructor prior to the absence, whenever possible. Frequent unexplained absences may result in administrative withdrawal from a course. The student is responsible for making up all work missed during an absence. Any instruction missed and not made up will necessarily affect the grade of the student, regardless of the reason for the absence.

If, in an instructor's opinion, a student has an excessive number of absences from the class, the following procedure is followed. This procedure is also followed if a student has three consecutive unexplained absences from the class (unless the instructor has established another attendance policy):

The instructor issues an Early Alert, which is a web based referral system, that notifies the Student Success Center that there is a potential issue that may inhibit a student's success.  Students will be notified by email and letter that they need to meet with their division academic counselor immediately.  During this meeting the student and counselor discuss the issue and the counselor will work with the student to recommend appropriate action to resolve the issue of absences.  Once a plan is developed the counselor relays this resolution back to the instructor that issued the alert.

In order to receive any letter grade, a student must have attended a minimum of one class meeting or the equivalent in the case of a distance learning course. In a distance learning course, initial student attendance is determined by course participation as measured by accessing and using course materials, completion of a class assignment, participation in a course discussion, or other evidence of participation. Students who enroll in a course but do not attend a minimum of one class meeting or the distance learning equivalent by the census date or earlier date as defined and published by the institution must be administratively deleted from the course by the college. Existing college policies regarding tuition refund shall remain in effect.

5.7.10 Commencement (Graduation) page top

VHCC has one formal (academic regalia required) commencement ceremony each year for students completing one-year and two-year curricula. Attendance at this formal commencement ceremony is required of these graduating students unless special permission to be absent is obtained from the Vice President of Instruction and Student Services or designee. Students are not permitted to participate in a commencement ceremony prior to the completion of their program of study.