Registration

6.3.0 Pre-registration page top

VHCC has established a pre-registration period each semester. During pre-registration students are encouraged to meet with their faculty advisor to ensure registration for appropriate courses. Procedures for pre-registration are published in the class schedule and on the VHCC website and are available through the Counseling Center, the Admissions’ Office, and the Center for Business and Industry.

6.3.1 Registration Procedures page top

Students must follow the regular registration procedures established by VHCC to register for a course or to change their class schedule after initial registration. In most cases students will register for courses during the official pre-registration or registration period, unless the program is planned with a VHCC division counselor as a part of the early orientation program during the preceding semester. Students may not enter a new class after the first week of a semester without faculty permission. Request for late registration after the published last day to add a class must be approved by the instructor of the class and the Vice President of Instruction and Student Services.

6.3.2 Late Registration Fee page top

VHCC does not currently charge a late registration fee.

6.3.3 Add/Drop Procedures page top

VHCC has established procedures for making changes in student academic schedules after registration. These procedures are published in the Student Handbook and the class schedule. Deadlines are published in the academic calendar found in the College Catalog and the class schedule. In all cases, students must follow the established procedures.

6.3.4 Withdrawal page top

VHCC has established procedures for student withdrawal from classes or from the College, including student initiated and administrative withdrawals. See Section 5.7.3 of the VHCC Faculty & Staff Manual.  These procedures are also published in the Student Handbook and the College Catalog.

Student Initiated Withdrawal: Withdrawals after the published last date to withdraw without penalty (after sixty percent of the semester) must be approved by the instructor and the Vice President of Instruction and Student Services. Any such request must be accompanied by written documentation of mitigating circumstances as prescribed in See Section 5.7.3 of the VHCC Faculty & Staff Manual.

Administrative (Faculty Initiated) Withdrawal: Students who have not attended class during the first fifteen percent of the semester may be withdrawn by the instructor before the last day to drop a class. The student will be notified of the administrative withdrawal by the Admissions Office. An appeal for reinstatement into the class may be approved only by the instructor. See Section 5.7.3 of the VHCC Faculty & Staff Manual.

Records

 6.3.5 Student Grade Reports page top

Final semester grade reports are available on the web at www.vhcc.edu through the My VHCC link.

6.3.6 Transcripts page top

Written requests for official transcripts must be delivered to the Office of Admissions, faxed (276-739-2591), or mailed ( PO Box 828, Abingdon, VA 24212). A written request must include social security number, date of birth, approximate dates of attendance, all previous names, and the mailing address where the transcripts are to be mailed. A signature is also required. Official or unofficial transcripts can also be requested on the web by logging onto www.vhcc.edu/myvhcc.

6.3.7 Student Permanent Record page top

VHCC uses a uniform student permanent record card which meets requirements established by the American Association of Collegiate Registrars and Admissions Officers. The student permanent record includes the following:

• The credits transferred from other institutions, including the number of credit hours given. Note: The number of hours may change if the student transfers from one curriculum to another.
• The semester in which the student is currently enrolled.
• The student's social security number or ID number.
• The Academic Program and Plan.
• The course number, the course title, the hours attempted, the hours completed, and grade for each course. Course section is optional.
• A grade point average for each semester attended.
• The cumulative grade point average of the student.
• Academic action taken against the student including academic probation, suspension, and dismissal.
• Degrees, diplomas, certificates, and honors.

If a student repeats courses, only the last grade received will be used in computation of the curriculum grade point average.

Disciplinary probation and disciplinary dismissal are not placed on students' permanent records. The permanent records may be flagged while a student is involved in disciplinary action. If students request that transcripts be sent to another college during the period in which they are involved in disciplinary action, a statement may be placed on the transcript stating, "Additional information available upon request from the Vice President of Instruction and Student Services."

6.3.8 Student Records Retention page top

VHCC complies with the State Library and Archives Records Retention Schedule and procedures for destruction of records.

6.3.9 Privacy of Education Records page top

VHCC has established procedures that respect the rights of individual privacy, and the confidentiality of records, and the best interests of the student and institution. These procedures are published in the College Catalog.

As provided by the Family Education Rights and Privacy Act (FERPA), VHCC discloses the following VCCS directory information items without the student’s prior consent:

Student’s name

• Participation in officially recognized activities and sports
• Address
• Telephone listing
• Weight and height of members of athletic teams
• Electronic mail address
• Degrees, honors, and awards received
• Date and place of birth
• Major field of study
• Dates of attendance
• Grade level
• The most recent educational agency or institution attended
• Number of credit hours enrolled

Students must provide official notification to the Admissions’ Office to prevent the disclosure of directory information.