Student Affairs Policies

I-39: Academic Load

Policy Number: I-39
Last Reviewed: March 26, 2015
Responsible Dept.: Vice President of Academic & Student Affairs

The normal academic course load for students is 15-17 credits. The minimum full-time academic course load is 12 credits. The maximum full-time load allowed is 18 credits during the fall and spring semesters and 12 credit hours during the summer semester, excluding Student Development courses (SDV 100, 108 or 101).

Students wishing to exceed these maximum full-time loads must complete and submit an Academic Overload Request Form to the Admissions Office for review by the Admissions Office Manager. Students must possess a 3.0 GPA in order to qualify for academic overload. No student will be permitted to exceed 22 credits during the fall or spring semester or 16 credits during the summer semester.

Dual enrollment students will not be considered for an academic overload.

Students will be required to take less than the minimum full-time academic load if they are on academic probation.

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I-7: Virginia Placement Test (VPT) Retest Policy

Policy Number: I-7
Last Reviewed: March 18, 2014
Responsible Dept.: Vice President of Academic & Student Affairs

All curricular and dual enrollment students must complete college placement tests or submit documentation of a qualifying exemption to placement testing upon admission to the college. Additionally, non-curricular students desiring to enroll in courses with prerequisites are required to complete relevant placement tests.

Placement test scores are valid for two years from the date of completion. Students who complete the placement test and do not enroll in developmental education courses are allowed one test and one re-test within twelve months. Students who attempt developmental education courses are ineligible for a re-test. Exceptions to this policy may be made on a case-by-case basis in accordance with established procedures (see Re-test Exemptions below).

7.1 Qualifying Placement Test Exemptions - Mathematics

Students who provide official evidence of any of the following qualify for exemption from the mathematics placement test. Students qualifying for this exemption are permitted to enroll in any entry-level mathematics course (MTH 166, MTH 163, MTH 157, MTH 151, MTH 152, MTH 120).

• 520 SAT- Mathematics score completed within the last two years
• 22 ACT- Mathematics scores completed within the last two years
• Completion of a Bachelor’s degree from a regionally accredited institution

7.2 Qualifying Placement Test Exemptions - English

Students who provide official evidence of any of the following qualify for exemption from the English placement test. Students qualifying for this exemption are permitted to enroll in ENG 111.

• 500 Critical Reading & 500 Writing SAT scores completed within the last two years
• 21 English & 21 Reading ACT scores completed within the last two years
• Completion of a Bachelor’s degree from a regionally accredited institution

7.3 Qualifying Placement Test Exemptions - Dual Enrollment Admissions Criteria

For additional information regarding exemptions to placement testing for Dual Enrollment (High School and Home School) Student Admission, please see the General Admissions Policy.

7.4 Re-test Exceptions

A developmental education instructor may recommend a student for an exception to the re-test policy by submitting a Re-test Policy Exception Petition to the appropriate academic dean for approval. All students completing non-credit English courses are eligible for a re-test policy exemption in order to complete the placement test as their final exam in the class. Possible justifications for requesting a re-test policy exemption may include:

• The student is completing a non-credit English course and is completing the placement test as their final exam in the course.
• The student receives an “R” in a developmental English course, but the instructor believes the student may be prepared to move into a higher-level English course
• The student has made significant progress towards the completion of developmental mathematics units, but the semester ended before the student could complete the final exam for the unit.

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I-43: Student Development (SDV)

Policy Number: I-43
Last Reviewed: March 18, 2014
Responsible Dept.: Vice President of Academic & Student Affairs

All students seeking a degree or certificate, except those in career studies certificate programs, are required to complete an approved student development course (SDV 100, SDV 108, or SDV 101). This course must be completed within the first 15 credit hours of enrollment. Only SDV 100, SDV 108, or SDV 101 may be used to satisfy graduation requirements.

This student development requirement may be waived for students who hold an Associate’s degree or a Bachelor’s degree from a regionally accredited institution.

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I-42: Repeating a Course

Policy Number: I-42
Last Reviewed: March 18, 2014
Responsible Dept.: Coordinator of Enrollment Services

A student is limited to two enrollments in a credit course unless the course is designated as repeatable for credit or is General Usage course. General Usage courses are defined as those with the following catalog numbers:

• 90, 190, 290
• 93, 193, 293
• 95, 195, 295
• 96, 196, 296
• 97, 197, 297

Exceptions to this policy can be made on a student-by-student basis. Students wishing to request a third attempt in a credit course must submit a Third Repeat Request Form. If approved, completion of the course via eLearning is prohibited unless the course is not offered in any other instructional format.

“W” and “I” grades are included when counting the number of course attempts.

Quarter credit courses completed prior to the semester system conversion in summer 1988 are not subject to this course repeat policy.

All grades earned for all courses taken are indicated on the student’s permanent record. However, only the last grade earned in a repeated course is used in cumulative grade point average (GPA) calculations and for satisfying curricular requirements.

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I-40: Academic Renewal

Policy Number: I-40
Last Reviewed: March 18, 2014
Responsible Dept.: Vice President of Academic & Student Affairs

Students who return to Virginia Western after a separation of five (5) years or more may petition for academic renewal. Prior to petitioning for academic renewal, students must meet the following conditions:

• Demonstrate renewed academic interest and effort by earning at least a 2.5 grade point average (GPA) in the first twelve (12) credit hours completed

Qualifying students must submit a Petition for Academic Renewal to the Records Office. If approved, all “D” and “F” grades earned prior to re-enrollment will be deleted from the cumulative and curricular grade point average (GPA). While all grades received at the college will be a part of the student’s official transcript, only courses completed with a “C” or higher prior to academic renewal can apply towards degree requirements. Additionally, total hours for graduation will be based on all coursework taken at the college after re-admission, as well as former coursework for which a grade of “C” or better was earned, and credits transferred from other colleges or universities.

If approved, the notation of Academic Renewal will be added to the student’s transcript.

Academic renewal can only be used once and cannot be revoked once approved.

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I-47: Attendance Policy

Policy Number: I-47
Last Reviewed: February 18, 2016
Responsible Dept.: Vice President of Academic & Student Affairs

Purpose

The faculty of the college expects each student to attend scheduled classes on a routine basis and to be punctual. Registration in a course presupposes that students will attend scheduled classes and laboratory sessions.

Policy

Class attendance is expected of all students at Virginia Western Community College. If a student does not attend at least one class meeting or participate in an online learning class by the last day to drop with a tuition refund, his/her class registration will be administratively deleted. This means that there will be no record of the class or any letter grade on the student’s transcripts. Furthermore, the student’s class load will be reduced by the course credits, and this may affect his/her full-time or part-time student status. Tuition will not be refunded.

If a student is dropped from a course during the drop/add period, the student may continue to attend class while the situation is resolved. If the student is not on the roster at the end of the drop/add period, the student may not remain in the class. Instructors should check SIS class rosters daily.

If a student is on the roster and withdraws prior to the withdrawal deadline, but after the drop/add deadline, that student may continue to attend the class on an auditing basis through the end of the semester at the discretion of the instructor.

When absence from a class becomes necessary, it is the responsibility of the student to inform the instructor prior to the absence. The policy on attendance and make-up examinations is the prerogative of each instructor. Instructors will provide students with a statement of their attendance policy during the first class meeting and in the course syllabus. As a guideline, excessive absence is defined as 30 percent absence in a course. The instructor may choose to have an attendance policy that is more stringent than the 30 percent guideline. Until the last day to withdraw without grade penalty, the student who is administratively withdrawn will receive a grade of W. After that time, the student will receive the grade of F, except under documented mitigating circumstances.

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I-41: Course Prerequisites

Policy Number: I-41
Last Reviewed: March 18, 2014
Responsible Dept.: Vice President of Academic & Student Affairs

Students must comply with all individual course prerequisites established in the College Catalog. It is the student’s responsibility to review course prerequisites when making enrollment decisions. Students are not eligible to complete courses for which they do not meet the prerequisite. The college reserves the right to administratively remove students from any course if they do not meet the prerequisite.

Administrative overrides to course prerequisites must be approved by the department head or academic dean responsible for the course.

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I-19: Student Grievance Policy & Procedures

Policy Number: I-19
Last Reviewed: June 24, 2014
Responsible Dept.: Dean of Student Services/Dean of Academic Schools

The purpose of the student grievance policy and procedure is to provide an equitable and orderly process to resolve grievances. A grievance is a difference or dispute between a student and a college employee regarding the following:

• Grade dispute
• Final grade appeal
• Issue with an instructor or staff member
• Issue with a class
• Issue with a college procedure

For appeals of student conduct issues, please reference the student conduct policy.

Policy

To maintain good relationships, grievances should be initiated and processed as rapidly as possible. Every effort will be made by all parties to expedite the process. Informal resolution of grievances should be pursued whenever possible.

Effect of student failure to appeal within time limit

If a decision at the first step is not appealed to the next step within the specified time limit, the grievance will be considered settled on the basis of the last decision rendered. All written grievances and appeals will include the name of the student making the grievance and a brief statement of the nature of the grievance.

Procedure

The student must bring a grievance within the time frame listed below:

Step One

The student contacts the college faculty member or employee with whom the student has a difference or a dispute. Every reasonable effort should be made by all parties to resolve the matter informally at this level, and no written records of the matter will be placed in the student’s official file.

Step Two

If the issue cannot be resolved at the first step, a Student Grievance Form must be submitted by the student within the time frame listed in the table above. The steps outlined on the form must be followed.

• Step A: The student provides a description of the grievance in Box I.
• Step B: For academic issues, the student schedules a meeting with the program head for that department. If the issue is with the program head, skip to Step C. For non-academic issues, the student schedules a meeting with the supervisor of the employee or department with whom he or she has a complaint. Following the meeting, the program head or supervisor will have the employee complete Box II. The supervisor/program head will complete Box III and notify the student of the decision.
• Step C: If the student is not satisfied, he or she can schedule a meeting with the academic dean for academic issues or with the Dean of Student Services or appropriate Vice President for non-academic issues. The decision of the Vice President is final.
• Step D: If the student met with a dean in Step C and is not satisfied with the outcome of the grievance, he or she may appeal to the Vice President of Academic and Student Affairs following Step Three below.

Step Three

If the student is not satisfied with the outcome of the grievance as determined by the Completion of the Student Grievance Form with either an academic dean or the Dean of Student Services then

1. The student must submit a written request for a hearing with the Vice President of Academic and Student Affairs within five business days of receipt of the decision given in Step C of the grievance process. If, based on the preponderance of evidence, the Vice President decides that the appeal and record of previous actions indicate an appeal is not warranted, the Vice President will notify the student, employee, and the dean within five calendar days after receipt of the appeal.
2. If the Vice President hears the appeal, he or she will set a date for a meeting and notify the student of the time and location in which the meeting will take place, but the meeting will take place no later than ten business days after receipt of the written appeal of the student. The Vice President will notify the student of the decision in writing within five business days after hearing the appeal.
3. A copy of the appeal and the decision of the Vice President will be placed in the student’s official file, and a copy will be retained by the Vice President’s office. The decision of the Vice President is final.

Final Grade Appeal Procedure

The final grade appeal procedure provides an equitable and orderly process to resolve situations in which a student may contest a final grade assigned in a course during the previous academic semester. Students should be aware that establishing course requirements and assignments, evaluating a student’s work, and assigning a grade are the responsibility and the prerogative of the individual instructor. In the event that the final grade received in a course was assigned in a manner inconsistent with the course outline, or was assigned using a method other than that used to compute other students’ grades in that course, the matter may be resolved through an informal or a formal procedure.

Timeline

Students are allowed to submit a grade appeal only if they do so within one month after the grade is posted.

Exception

In circumstances in which the student has mitigating documented circumstances, grade changes must be requested within one year of the receipt of the grade in question.

Informal Procedure

The student should attempt to resolve the final grade dispute with the instructor informally. If the situation is resolved informally and the instructor agrees that an error was made, the instructor will submit a Grade Change Form to the appropriate academic dean, who will forward it to the Records Office.

Formal Procedure

If final grade conflicts cannot be resolved informally as described above, students must adhere to the following:

1. It is the responsibility of the student to notify the Program Head within five business days of the instructor’s decision to deny a grade change through the informal process using the Student Grievance
2. There are two grounds for formal grade appeal:
   1. The assignment of a grade in a manner other than as described on the course outline or amended by the instructor without appropriate notice;
   2. The assignment of a grade using a method other than that used for the other students in the class.
3. The Program Head will follow the Student Grievance Process using the Student Grievance Form. Course syllabi and evaluation materials will be included in the review of the disputed grade.
4. Following the Student Grievance Procedure, if the student is not satisfied with the Program Head’s decision, the student may follow the process outlined on the Student Grievance Form to appeal the decision to the academic dean and the Vice President of Academic & Student Affairs if necessary. The decision of the Vice President of Academic & Student Affairs is final.
5. If at any time it is determined that a grade change is warranted, a grade change form will be submitted to the Records Office.

If a student has exhausted all available grievance procedures established by Virginia Western Community College and did not receive a satisfactory resolution, he/she may contact SCHEV as a last resort in the grievance process: http://www.schev.edu/students/studentcomplaintprocess.asp.

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I-21: Policy on Student Conduct

Policy Number: I-21
Last Reviewed: June 10, 2015
Responsible Dept.: Dean of Student Services

Student Rights and Responsibilities

Virginia Western Community College holds certain expectations of students to share the responsibility of maintaining a safe, secure, and honest academic environment.

By applying for admission to the College, each student agrees to abide by the policies and procedures governing student conduct. The statement below outlines the rights each student has as a member of the college community as well as the responsibilities each student has to continue within that community.

Each student has the privilege of exercising his or her rights without fear of prejudice provided he/she respects the laws of the Commonwealth, the policies of Virginia Western and the rights of others on campus. Such rights include the following:

• Students are free to pursue their educational goals. Appropriate opportunities for learning in the classroom and on campus are provided through the curricula offered by the college.
• No disciplinary sanctions may be imposed without due process, except as provided in the Student Conduct Policy below.
• Students have the right to freedom of expression, inquiry, and assembly provided actions do not interfere with the rights of others or the effective operation of the college.
• Academic evaluation of student performance shall be fair, not arbitrary or inconsistent.
• Members of the college community, including students, have the right to expect safety, protection of property, and the continuity of the educational process.

Each student, as a responsible adult, shall maintain standards of conduct appropriate to membership in the college community. Such responsibilities include the following:

• Each student has the responsibility to demonstrate respect for his or herself as well as faculty, staff and other students.
• Each student has the responsibility to know, understand, and abide by the regulations and policies of the college.
• Each student has the responsibility to pay all fines and debts to the college.
• Each student has the responsibility to maintain academic integrity and abide by the academic honesty policy of the college.

Student Conduct

Disorderly conduct threatens a productive academic environment and will not be tolerated. Disciplinary action by the College shall be limited to conduct that adversely affects the college community’s pursuit of its educational objectives.

Misconduct

Violations of the following list of conduct violations, which is not all-inclusive, are subject to disciplinary action.

1. Threat to Health or Safety: When the student’s continued presence at the college is deemed to constitute a threat to the health, safety or welfare of members of the campus community.
2. Bomb Threat, Fire Alarm, Hoax: When the student activates a fire or lockdown alarm without cause, or makes a threat to bomb or damage college property, students, faculty, staff, or visitors; or undertakes a hoax involving use of a supposedly destructive device or substance; or encourages, incites, or solicits any person to commit such a threat or such an act.
3. Weapons: When the student possesses, on his or her person, or uses weapons, to include guns, knives, or other dangerous objects. No weapons are permitted on campus.
4. Theft: When the student engages in theft, larceny, embezzlement, or the temporary taking of the property of another without consent.
5. Riot: When the student incites or engages in a riot or a disorderly assembly.
6. Drugs: When the student engages in the possession, use, sale or manufacture of illegal or controlled substances.
7. Forgery: When the student forges, alters, misuses or falsifies college documents or records.
8. Computer Security: When the student makes unauthorized use of computer resources, or makes unauthorized efforts to penetrate or modify any computing hardware or software.
9. Disruption: Disruption of a classroom, laboratory, library, office, hallway, public student space, such as the student center, meeting or hearing.
10. Failure to Comply: Failure to comply with a college official appropriately acting in the performance of his or her duties.
11. Verbal Abuse: When the student utters obscene words or engages in verbal abuse that constitutes harassment of others.
12. Assault, Battery, Fighting: When the student engages in non-sexual assault, battery, or fighting.
13. Harassment: When the student engages in psychological abuse, racial, or other non-sexual harassment.
14. Property Destruction: When the student destroys, damages, defaces, or misuses public or private property.
15. Illegal Entry: When the student illegally enters or occupies state property.
16. Gambling: When the student engages in unlawful gambling or gaming.
17. Alcoholic Beverages: When the student possesses or consumes alcoholic beverages or is legally intoxicated.
18. Criminal Charges: When the student is formally charged with the commission of a crime.
19. Misuse of Federal Funds: When the student uses federal funds for someone other than him/herself or uses funds in a way that does not support his/her own educational endeavors.
20. Electronic Bullying: When a student uses Facebook, or any other type of social media, to intimidate or bully a student, faculty or staff member.
21. Impersonation or Assuming a False Identity: When a student impersonates a college employee or falsely identifies him/herself.
22. Sexual Misconduct: Sexual misconduct encompasses a range of behavior used to obtain sexual gratification against another’s will or at the expense of another. Sexual misconduct includes sexual harassment, sexual assault, sexual exploitation, and sexual violence. Please see Virginia Western’s Sexual Violence, Domestic Violence, Dating Violence and Stalking Policy (Policy I-46) for additional information on sexual misconduct.

Policy Procedure and Sanctions

Any staff, administrative official, faculty member, or student may file a written complaint against any student for misconduct by using the Report of Student Misconduct Form (PDF).

Investigation

The Dean of Student Services (or designee) will initiate an investigation into the charges. If the Dean of Student Services believes that the alleged violation presents an immediate danger to the college community, the issue will be immediately referred to the Care/Threat Assessment Team. Please see the Care/Threat Assessment Process in the next section.

If not referred to the Care/Threat Assessment Team, the accused student will be contacted by the Dean of Student Services (or designee) via student email to schedule a meeting time to discuss the alleged violation. The discussion will include the nature and sources of the charges and the student’s rights and responsibilities. As part of the review, the Dean of Student Services (or designee) will determine if the nature of the allegations justifies a sanction that affects the student’s right to an education. If so, the alleged violations will be referred to the Student Conduct Committee. If the nature of the allegations does not justify sanctions that would affect the student’s right to an education, the Dean has the option to impose a disciplinary sanction, refer the matter to the Student Conduct Committee, or dismiss the charges as unfounded. The student will be notified of the decision in writing, via student email within ten business days of the initial meeting between the Dean and the student. A record of this decision will be forwarded to the Vice President of Academic and Student Affairs. Throughout the investigation, the student may continue to attend classes.

Disciplinary Sanctions

Administrative actions available to the Dean of Student Services are as follows:

• Warning
• Restitution for damages
• Exclusion from college extracurricular activities
• Refer to Care/Threat Assessment Team
• Refer to Student Conduct Committee

Appeals Procedure (Dean’s Adjudication)

A decision of the Dean of Student Services (or designee) may be appealed to the Vice President of Academic and Student Affairs. The Vice President Appeal - Dean’s Adjudication Form must be completed and be received by the Vice President’s office within five business days after the decision of the Dean. The Vice President will review the written record and reach a determination. The decision of the Vice President of Academic and Student Affairs is final.

Student Conduct Committee Procedure

Charges that have not been dismissed or have not received a sanction from the Dean of Student Services (or designee) will be referred to the Student Conduct Committee. The Student Conduct Committee procedure, outlined at the end of this section, will then be followed. If there are pending criminal charges associated with the misconduct charge, the Student Conduct Committee procedure may begin after the criminal charges are resolved.

Disciplinary Sanctions

Disciplinary sanctions available to the Student Conduct Committee are listed below:

• Warning: Notice, in writing, that continuation or repetition of conduct found wrongful, within a period of time stated in the warning, may cause more severe disciplinary action;
• Exclusion from college extracurricular activities;
• Suspension: Exclusion from classes and other privileges or activities as set forth in the notice for a definite period of time not to exceed two years;
• Expulsion: Termination of student status for an indefinite period. The conditions of readmission, if any, shall be stated in the order of expulsion; or
• Return the student to former status.

All decisions of the Student Conduct Committee will be reviewed by the Dean of Student Services (or designee) prior to submission of the final report of the Committee. If there is a need to revisit the sanctions imposed, the Committee Chair will ask for a voice vote by e-mail notification. The Dean of Student Services (or designee) will contact the student in writing via Virginia Western email with the final decision of the Student Conduct Committee.

All incidents of academic misconduct are recorded electronically on the log of incidents kept by the Dean of Student Services (or designee) and the hard copies of documentation will remain on file in the office of the Dean of Student Services for five years. Hard copies of reports will be destroyed at the end of the five-year period. Electronic copies and log are housed and kept indefinitely.

A warning received for student misconduct will not be included in the student s educational record; however, all other disciplinary sanctions listed above will be a part of the student’s educational record.

Appeals Procedure (Conduct Committee)

A decision of the Student Conduct Committee on student misconduct may be appealed to the Vice President of Academic and Student Affairs. The Vice President Appeal - Student Conduct Committee Form (PDF) must be completed and be received by the Vice President’s office within five business days after notification of the Student Conduct Committee’s decision from the Dean of Student Services (or designee). The Vice President will review the written record and reach a determination. The decision of the Vice President of Academic and Student Affairs is final.

Appeals Process for Care/Threat Assessment Team Dismissal

If a student wishes to appeal a Care/Threat Assessment Team dismissal, he/she must submit the Care/Threat Assessment Team Dismissal Appeal Form (PDF) to the Dean of Student Services (or designee) within five business days of notification of a Care/Threat Assessment Team sanction. The Dean of Student Services will notify the Vice President of Academic and Student Affairs that the student has appealed. The Vice President of Academic and Student Affairs will review the written record and make one of the following decisions:

• Support decision of Care/Threat Assessment Team
• Warning
• Suspension
• Expulsion

The decision of the Vice President of Academic and Student Affairs is final; there are no further appeals in a Care/Threat Assessment Team dismissal. A student may not attend classes if dismissed by the Care/Threat Assessment Team even if appealing the decision. For additional information on the Care/Threat Assessment Team, please see the Campus and Workplace Violence Prevention Policy.

Academic Misconduct

Violations of the following list of academic misconduct actions, which is not all-inclusive, are subject to disciplinary action.

1. Cheating on an examination or quiz - either giving or receiving information
2. Copying information from another person for graded assignments
3. Possessing unauthorized materials during tests
4. Collaboration during examinations
5. Buying, selling, providing or stealing papers, examinations, or other work to be submitted for a class
6. Substituting for another person, or arranging such a substitution for yourself
7. Plagiarism - the intentional or accidental presentation of another’s words or ideas as your own. Students should familiarize themselves with the description of plagiarism found in their English handbooks, their English class syllabi, or in writing manuals available in the library. Ignorance of what constitutes plagiarism is not a defense for such a serious infraction.
8. Submission of work other than one’s own for written assignments
9. Collusion with another person or persons in submitting work for credit in class or lab, unless such collaboration is approved in advance by the instructor
10. Falsifying documentation
11. Multiple Submissions - It is a violation of academic honesty to submit substantial portions of the same work for credit more than once without the explicit consent of the instructor to whom the material is being submitted

Policy, Procedure, and Sanctions

Faculty members who have evidence of academic misconduct will:

1. Investigate the matter.
2. Review the facts of the matter and the proposed penalty with the appropriate academic dean.
3. Faculty may then take one or more of the following actions (this information should be included on the class syllabus):
   • Require the work to be accomplished again
   • Award a grade of zero (0) for the test, paper or exercise
   • Assign a grade of F for the course
4. Send the student a copy of the Academic Misconduct Notification Letter (DOCX) by Virginia Western email or hand delivery within seven business days of becoming aware of the misconduct. The letter should include charges and sanctions, notify the student that a Report of Academic Misconduct will be filed with the academic Dean, and inform the student of the appeal process.
5. Complete a Report of Academic Misconduct Form (PDF). A copy of this report, a copy of the Academic Misconduct Notification Letter (DOC), and all supporting documentation, should be forwarded to the office of the Dean of Student Services. The incident will be recorded on the log kept by the office of Dean of Student Services and the hard copy will remain on file in the office of the Dean of Student Services for five years. The report will be destroyed at the end of the five-year period. Electronic copies and log are housed and kept indefinitely. This information becomes a part of the students educational record but is not included on academic transcripts.

First Incident of Academic Misconduct

If this is the first incident of academic misconduct, the instructor’s sanction will be the only penalty. The incident will be recorded on the log kept by the office of Dean of Student Services and the hard copy will remain on file in the office of the Dean of Student Services for five years. The report will be destroyed at the end of the five-year period. Electronic copies and logs are housed and kept indefinitely. his information becomes a part of the students’ educational record but is not included on academic transcripts.

Exceptions include:
(1) In the case of a restricted enrollment program, if a signed agreement for entry into the program has specific clauses about the penalties for academic misconduct or the penalties are defined in the program’s student handbook, those will be followed in addition to or instead of the instructor’s sanction.
(2) In cases of falsified documentation, the case will be referred directly to the Dean of Student Services (or designee) for a conduct committee hearing.

Appeals process for first incident of Academic Misconduct

If a student wishes to appeal a first incident of academic misconduct made by a faculty member, he/she must complete the Appeal of First Incident of Academic Misconduct Form (PDF). The form should be submitted to the office of Dean of Student Services within five business days of being notified of the charge by the faculty member. Students may still attend class while making an appeal of academic misconduct to the student conduct committee. A Student Conduct Committee hearing will be held to hear the appeal.

Possible sanctions include:

• Support the penalty imposed by the faculty member
• Award a grade of zero (0) for the test, paper or exercise
• Assign a grade of F for the course
• Require the work to be accomplished again
• Return the student to former status.

Unless the committee returns the student to former status, the report will become a part of the student’s educational record at Virginia Western Community College.

All decisions of the Student Conduct Committee will be reviewed by the Dean of Student Services (or designee) prior to notifying the student of the decision. If there is a need to revisit the sanctions imposed, the Committee Chair will ask for a voice vote by e-mail notification within five business days of the review of the Dean. The Dean of Student Services (or designee) will contact the student in writing via Virginia Western email account with the decision of the Student Conduct Committee.

Second Incident of Academic Misconduct

In the case of a second incident of academic misconduct, defined by two reports being filed in the office of the Dean of Student Services, the Dean of Student Services (or designee) will refer the case to the Student Conduct Committee to be heard. The committee may take one of the following actions.

• Support the penalty imposed by the faculty member
• Award a grade of zero (0) for the test, paper or exercise
• Assign a grade of F for the course
• Require the work to be accomplished again
• Suspension from the college
• Expulsion
• Return the student to former status

Unless the committee returns the student to former status, the report will become a part of the student’s educational record at Virginia Western Community College.

All decisions of the Student Conduct Committee will be reviewed by the Dean of Student Services (or designee) prior to notifying the student of the decision. If there is a need to revisit the sanctions imposed, the Committee Chair will ask for a voice vote by e-mail notification within five business days of the review of the Dean. The Dean of Student Services (or designee) will contact the student in writing via Virginia Western email account with the decision of the Student Conduct Committee.

Third Incident of Academic Misconduct

In the case of a third incident of academic misconduct, defined by three reports being filed in the office of the Dean of Student Services, the case will be referred to the Dean of Student Services (or designee) to be heard by the Student Conduct Committee. The decision of the committee will become part of the student’s educational record. The committee may take one of the following actions:

• Suspension
• Expulsion
• Return the student to former status

Unless the committee returns the student to former status, the report will become a part of the student’s educational record at Virginia Western Community College.

All decisions of the Student Conduct Committee will be reviewed by the Dean of Student Services (or designee) prior to notifying the student of the decision. If there is a need to revisit the sanctions imposed, the Committee Chair will ask for a voice vote by e-mail notification within five business days of the review of the Dean. The Dean of Student Services (or designee) will contact the student in writing via Virginia Western email account with the decision of the Student Conduct Committee.

In the case of a second or third offense, all appeals for previous offenses must be completed before hearings are held on those charges.

Three or More Incidents of Misconduct

If a student receives a total of three or more misconduct reports (academic, student or a combination of both) then the student will automatically be referred to the Student Conduct Committee. Disciplinary sanctions available to the Student Conduct Committee are listed below:

• Suspension: Exclusion from classes and other privileges or activities as set forth in the notice for a definite period of time not to exceed two years;
• Expulsion: Termination of student status for an indefinite period. The conditions of readmission, if any, shall be stated in the order of expulsion.

Student Conduct Committee Procedure

The Student Conduct Committee will be convened for student misconduct and academic misconduct allegations on the recommendation of the Dean of Student Services (or designee). The following procedure will be followed:

1. Within five business days of the recommendation of a hearing by the Dean of Student Services (or designee), the student will be sent written notification of the charges and student rights. The written notification will be sent to the student’s Virginia Western email account.
2. From the date the notification is emailed to the student’s Virginia Western email address, the student will have five business days to respond to the charges.
3. A date for the hearing will be scheduled and reported in writing to the student within ten business days of receipt of the student’s response or the end of the period given for the student to respond. The hearing date will be no more than thirty calendar days from the date the hearing notification is emailed. This period may be extended under reasonable circumstances at the discretion of the Dean of Student Services (or designee).
4. The hearing will be held whether or not the student responds and/or is present.
5. If the student is unable to make the hearing date for good cause, he/she should contact the Chair of the Student Conduct committee within five business days of receiving the hearing notification to reschedule the hearing.
6. The Student Conduct Committee will consist of a quorum of three or more members, including the chairperson, elected or appointed at the beginning of the academic year. Substitutions for members who are unavailable may be made by the Student Conduct Committee Chair.
7. The accused student has the right to be advised by counsel or an advisor who may come from within or outside the institution. Counsel may be present at the hearing and may advise the student during the hearing, but will not be allowed to address the committee.
8. The hearing will begin no later than five minutes after the appointed time, with or without the student and his or her counsel present, as long as a quorum of college representatives is present.
9. A transcript will be kept of the proceedings. Written transcripts will be retained in the Office of the Dean of Student Services for five years. Electronic copies and the conduct log are stored indefinitely.
10. The following format will be followed:
    1. The committee chair will state the purpose.
    2. All persons present will introduce themselves.
    3. The committee chair will present the charges.
    4. The committee chair will present possible sanctions.
    5. The committee chair will ask involved members of the college to speak.
    6. The student may ask questions of speakers after all have presented their case.
    7. The committee may ask questions of the speakers.
    8. The student will be asked to speak.
    9. The committee may ask questions of the student or college representatives.
    10. All parties except the Student Conduct Committee will be excused, so the committee can discuss the case in private.
    11. A vote will be taken of Student Conduct Committee members. The chair is a voting member. A decision will be made by a simple majority vote.
    12. Written recommendation will be made by the Student Conduct Committee to the Dean of Student Services.
    13. Within five business days of receipt of the committee’s recommendation, the Dean of Student Services (or designee) shall act on the recommendations and provide written notification via Virginia Western student email to the student and the Student Conduct Committee of the decision.
11. Findings of the Student Conduct Committee may be appealed to the Vice President of Academic and Student Affairs. The The Vice President Appeal - Student Conduct Committee Form (PDF) must be completed and be received by the Vice President’s office within five business days after the student is notified of the committee’s decision. The Vice President will review the written record and reach a determination.
12. The decision of the Vice President of Academic Affairs is final. There are no further appeals in student misconduct or academic misconduct cases.
13. The student will be allowed to continue with the class until the decision is finalized. However, if no decision is made by the end of the academic semester, an interim grade of “I” (Incomplete) will be issued. Once a student conduct committee decision is made and the student is suspended, dismissed, expelled or fails the course then the student is not allowed to continue to attend class unless appealing to the Vice President of Academic and Student Affairs.

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I-38: Academic Honors Policy

Policy Number: I-38
Last Reviewed: March 18, 2014
Responsible Dept.: Vice President of Academic & Student Affairs

Both curricular and non-curricular students are eligible for academic honors at Virginia Western. These honors are awarded at the end of each semester to students who are enrolled in at least 12 non-developmental credits. The Dean’s List recognizes students who earn a semester grade point average between 3.2 and 3.4. The President’s Honor Roll recognizes students who earn a semester grade point average of 3.5 or higher. Only the highest applicable honor will be awarded. Academic honors are noted on the student’s official transcript.

Virginia Western also awards graduation honors. Information about these distinctions can be found in the Graduation Requirements Policy.

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I-31: Academic Standing

Policy Number: I-31
Last Reviewed: January 14, 2014
Responsible Dept.: Vice President of Academic & Student Affairs

Students are considered to be in “good academic standing” if they maintain a semester minimum grade point of average (GPA) of 2.00, are eligible to re-enroll at Virginia Western, and are not on academic suspension or dismissal status.

31.1 Academic Warning

Students who fail to attain a minimum GPA of 2.00 for any semester shall be placed on academic warning. Students on academic warning should be encouraged to consult with their advisor and take advantage of the academic support services provided by the college.

31.2 Academic Probation

Students who fail to maintain a cumulative GPA of 1.50 shall be on academic probation until such time as their cumulative grade point average is 1.75 or better. The statement “Academic Probation” shall be placed on their permanent records. Students on probation are ineligible for appointive or elective office in student organizations unless special permission is granted by the Dean of Student Services, the Coordinator of Enrollment Services, or the College Registrar.

Students will be required to carry a less than normal load the following semester and are required to consult with an advisor. Students on academic probation may not enroll in more than 9 credits during the fall or spring semester. During the summer semester, students on academic probation are limited to 6 credit hours of enrollment. Students on academic probation are ineligible to enroll in distance learning or hybrid courses.

Students shall be placed on academic probation only after they have attempted 12 semester credits.

31.3 Academic Suspension

Students on academic probation who fail to attain a semester GPA of 1.50 or better shall be placed on suspension only after they have attempted 24 semester credits. Academic suspension shall be for one semester. The statement “Academic Suspension” shall be placed on the students’ permanent records. Students who are placed on academic suspension and wish to appeal should follow the appeal process established by the college. Suspended students may be reinstated at the conclusion of the suspension period by completing a Petition for Admission/Reinstatement. Additional action may be required by the student based on a review of the Petition for Admission/Reinstatement. The requirements may include, but are not limited to, the completion of placement testing. The Petition for Admission/Reinstatement as well as any additional requirements for enrollment must be completed prior to the begin date of the desired term of re-entry.

Exceptions to the one semester waiting period may be made on a case-by-case basis by the Dean of Student Services or the Coordinator of Enrollment Services.

Students who have been reinstated from academic suspension must achieve a 2.00 GPA for the semester of their reinstatement and must earn at least a 1.75 GPA in each subsequent semester of attendance. The statement “Subject to Dismissal” shall be placed on the student’s permanent records. Students who have been reinstated from academic suspension will remain subject to dismissal until their cumulative GPA is raised to a minimum of 1.75. Reinstated students will be required to carry less than a normal course load the following semester and are required to consult with an advisor.

31.4 Academic Dismissal

Students who do not attain at least a 2.00 GPA for the semester of reinstatement following academic suspension shall be academically dismissed. Students who achieve at least a 2.00 GPA for the semester of their reinstatement following academic suspension must earn at least a 1.75 GPA in each subsequent semester of enrollment. Failure to attain a 1.75 GPA in each subsequent semester until the cumulative GPA reaches a 1.75 shall result in academic dismissal. The statement “Academic Dismissal” shall be placed on the students’ permanent records. Academic dismissal is normally permanent. In exceptional circumstances, students may appeal and be reinstated by completing the Petition for Admission/Reinstatement after a three year waiting period.

Students who have been reinstated after academic dismissal will remain subject to dismissal until their cumulative GPA is raised to a minimum of 1.75. Reinstated students will be required to carry less than a normal course load the following semester and are required to consult with an advisor.

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I-16: Graduation Requirements

Policy Number: I-16
Last Reviewed: September 18, 2014
Responsible Dept.: Vice President of Academic & Student Affairs

Individuals are eligible for graduation with an associate’s degree, certificate, or career studies certificate when they have fulfilled all of the course and credit hour requirements of the degree or certificate with at least twenty-five percent of the total semester hours acquired in residence at Virginia Western Community College. The individual must also:

• Be certificated to graduate by an appropriate college official
• Earn a curricular grade point average (GPA) of at least 2.0 in all courses which are applicable to graduation in the curriculum
• File an application for graduation with the Records Office (which is waived for the General Education Certificate)
• Resolve all financial obligations to the college and return all library and college learning materials
• Pay the graduation fee
• Meet any other competency requirements established by Virginia Western

16.1 Multiple Degrees

Students may be eligible to graduate with multiple degrees or certificates, provided the content of the curricula differ by at least twenty-five percent. However, students are not eligible to receive more than one degree in the same curriculum. For example, a student earning an AAS in Management will be ineligible to receive an AAS in Management with a Marketing Specialization.

List of curricula NOT eligible for Multiple Degrees

16.2 Catalog Year

The Catalog Year (also known as Requirement Term) used to determine graduation eligibility is the one in effect at the time the student declared the program or any Catalog Year thereafter, as long as the student has maintained active status. If the student has a break in enrollment that results in discontinuance, the Catalog Year in effect at the time of the student’s re-admission or any Catalog Year thereafter, is the Catalog Year used to determine graduation eligibility. Upon re-admission after discontinuance, students may only declare programs of study in active status. A student cannot be re-admitted to a program that has been inactivated.

In the event that a student remains in active status, but their program of study is inactivated, the academic school responsible for the inactivated program will notify the student of their options, including the time period required for completing the program.

The Catalog Year used to determine graduation eligibility cannot be more than five years prior to the time of graduation.

16.3 Graduation with Honors

Students who have fulfilled the requirements of degree or certificate programs (with the exception of career studies certificates) are eligible for graduation honors. Appropriate honors based on scholastic achievements are recorded on the student’s permanent record as listed below:

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I-28: Course Substitutions Policy

Policy Number: I-28
Last Reviewed: March 18, 2014
Responsible Dept.: Vice President of Academic & Student Affairs

A course substitution is a course that takes the place of a required course in a curriculum. Course substitutions must meet content and/or spirit of the curriculum requirement. Course substitution requests must be submitted through a completed Petition for Course Substitution. This petition must include a justification as to how the requested substitution meets the content and the spirit of the requirement. The Petition for Course Substitution must be reviewed by the academic dean responsible for the student’s program of study.

Students are limited to a maximum of three (3) course substitutions for each program of study in which they are enrolled, with the exception of quarter credit conversions and other limited exceptions. Substitutions may not be made across unrelated academic disciplines.

Students must have completed, be currently enrolled in, or have transferred credit to Virginia Western for the requested course to be approved as a substitution.