Addition of a Course

Students must register for a course during the official registration/add period.  (See the official academic calendar for deadlines.)  Any request for entry after this period must be approved by the instructor, Division Dean, and the Admissions and Records Coordinator/Registrar.

Course Withdrawal

The date when a student withdraws or ceases attending or participating in a course is important.  If a student ceases attendance or participation in a course and submits a Drop/Add Form to the Admissions Office or officially withdraws using MyVWCC prior to the withdrawal deadline for the course (the last date to withdraw without penalty for the course), the student will be assigned a grade of  “W”.  If a student stops attending or participating before the withdrawal deadline but does not officially withdraw by submitting a Drop/Add Form to the Admissions Office or using MyVWCC, the instructor must report the student to the Admissions Office prior to the withdrawal deadline for the course (the last date to withdraw without grade penalty for the course).  The student must be assigned a grade of “W”.  These students may be reported on the withdrawal class roster provided by the division office or on a class roster printed from MyVWCC.  The student’s last date of attendance or participation must be reported.  Issuing failing grades to students who stop attending or participating prior to the withdrawal deadline for the course is not an option.  The withdrawal deadline for Regular (16-week) session classes is printed in the Schedule of Classes and available in each division office.  Withdrawal deadlines for dynamic session classes (session code of D) vary from the Regular session and are available in each division office and the Admissions Office.

If a student stops attending or participating in a course after the withdrawal deadline for the course, a grade of “F” or “U” must be assigned on the final grade roster.  After entering a grade of “F” or “U” in the Grade Input field, the Last Date of Attendance field will be displayed.  Only one of two “placeholder dates” may be chosen when assigning grades of “F” or “U”.

§  01/01/1900: Indicates the student stopped attending prior to or on the 60% withdrawal date, to the best of the instructor’s knowledge.  For financial aid purposes, this is considered an unearned grade.

§  12/31/9999:   Indicates that the student a) stopped attending after the 60% withdrawal date, or b) remained in the class, but earned a grade of F.  For financial aid purposes, this is considered an earned grade.

For more detailed grading instructions, please refer to the brochure entitled A Faculty Guide To: My VWCC located in the division offices and the Records and Admissions Offices. Please note:  A grade of “F” will not be changed to a grade of “W” unless there is a legitimate, mitigating, documented circumstance.  

For face-to-face courses, instructors may determine student participation by the student’s attendance, completion of assignments, class discussions, and/or other instructor determined criteria.  For distance learning courses, instructors may determine student participation by the student’s completion of assignments, course discussions, and/or Blackboard statistics. The instructor should state within their course syllabus their specific requirements for attendance and participation.  

No Shows

Students who fail to attend their face-to-face courses or demonstrate participation in their distance learning courses by the last date to drop for a refund must be reported to the Admissions Office and withdrawn as no-show students.  For Regular (16-week) session classes, faculty must adhere to the established guidelines for reporting no-show students within the first ten days of the term.  For shorter session classes, no-show students must be reported immediately following the last drop date for the course.  No-show students may be submitted on the no-show class roster provided by the division office or on a class roster printed from MyVWCC.  The drop deadline for Regular (16-week) session classes is printed in the Schedule of Classes and available in each division office.  Drop deadlines for dynamic session classes (session code of D) vary from the Regular session and are available in each division office and the Admissions Office. 

For distance learning courses, instructors may determine student participation by the student’s completion of assignments, course discussions, and/or Blackboard statistics.

Administrative Withdrawal

After the withdrawal deadline for the term, students will receive a grade of F if they stop attending class unless they request and are granted an administrative withdrawal due to mitigating and appropriately documented circumstances.  Such requests should be submitted to the Admissions Office and approved by the Dean of Student Services or the Admissions and Records Coordinator/Registrar during the term in which the discontinuation of attendance occurs.  Students must be making satisfactory progress in the course at the time of the withdrawal.

To receive an administrative withdrawal, the student must submit a Drop/Add form and also a "Request for Late Withdrawal" form to the Admissions Office.  Both forms must be signed by the course instructor.  It is not necessary to obtain the division dean’s signature/approval on this form as the intended purpose is for the instructor to indicate that the student was making satisfactory progress in the course.

An instructor, advisor or other college official may initiate an administrative withdrawal on behalf of a student, or on behalf of the college, when special circumstances warrant such action.  Documentation must be provided, and the Dean of Student Services or Admissions and Records Coordinator/Registrar must approve the administrative withdrawal.

An administrative withdrawal should only be granted when mitigating circumstances are present and appropriately documented and when one or more of the following conditions are met: (1) the student was making satisfactory progress in the course when he/she stopped attending, or (2) the student was administratively transferred to a different program.

Withdrawal from the College

A student who wishes to withdraw from all courses should contact the Admissions Office to determine the appropriate procedure. 

Class Attendance

The policy on attendance and make-up examinations is generally the prerogative of each instructor.  However, it is Virginia Western policy that an instructor report “No Show” students and students who cease attendance or participation in a course prior to the withdrawal deadline (the last date to withdraw without grade penalty for the course) to the Admissions Office.  These students may be reported on the no-show roster and the withdrawal class roster provided by the division office or on a class roster printed from MyVWCC.  For additional information on these situations, please refer to the information found in "Course Withdrawal" and "No Shows". 

Because courses are designed and conducted in diverse ways, instructors should inform students, in writing, at the beginning of each class if there are specific expectations for attendance/participation, including whether any component of the grade is based on such attendance/participation.  Accurate attendance records are especially important for veterans and students receiving financial aid.  Each instructor should maintain an attendance record for each class and be prepared to identify each student’s official last date of attendance or participation in the class.

Class Rosters

Each semester, faculty will print their class rosters via MyVWCC.  Class Rosters are subject to change and should be printed on a regular basis. Current copies of the class roster should be used at each class meeting to assure that the class roster and attendance match.  Any student whose name is missing from the roster must be sent to the Admissions Office immediately.  These students are not eligible to return to class without written documentation from the Admissions Office personnel.

Course Repeat Policy

The VCCS Policy for repeating a course is as follows:

A student should normally be limited to two (2) enrollments in a credit course that is not designated as repeatable for credit or is not a General Usage Course.  (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).  Should a student request to enroll in the same course more than twice, the need must be documented and approved by the Division Dean and the Dean of Student Services, or the Admissions and Records Coordinator/Registrar.

The VWCC guidelines for complying with this policy are as follows:

1.    Students will be allowed to enroll for the third time in a course without having to obtain approval from the division dean and the Dean of Student Services or the Admissions and Records Coordinator when:

a.    The course is a developmental course and the last grade is either a W or an R.

b.    The first two attempts in the course include one or more W grades.

c.     The course is a non-developmental course and the last grade earned is a D.

2.    A student should not be allowed to enroll in a course more than two times without the approval of the division Dean and the Dean of Student Services or the Admissions and Records Coordinator, except under the conditions cited in section 1.  Approval should not be granted lightly or routinely.  Approval should not be given unless a compelling argument can be made justifying why the student is likely to be able to succeed if given another chance.

3.    A student should not be allowed to enroll in a course more than three times unless there are very unusual and extenuating circumstances and a strong case can be made explaining why the student is likely to be able to succeed if given another chance.  The division Dean and the Dean of Student Services or the Admissions and Records Coordinator must approve a fourth attempt.

4.    To request approval for a student to take a course more than twice, the student’s advisor or counselor should complete a Course Repeat Request form.  This form must include the reason why another attempt is recommended.  The form should be submitted to the appropriate division dean for approval and then forwarded to the Dean of Student Services or the Admissions and Records Coordinator/Registrar for final approval.

5.    The Admissions Office will notify the student that permission to take the course again is required.  Students who do not obtain approval will be administratively withdrawn from the course.

Course Syllabus Guidelines

Faculty should provide students with a syllabus for each course.  Syllabi are used to assist students, instructors, and accreditation agencies.  Effective Summer 2002, all syllabi must include the information shown below.

Definition

A syllabus is a written description of the structure and components of a particular course.  It reflects the decisions that an instructor makes in regard to information that students would like to have about a course and that colleagues might be able to use in planning their own courses.  A syllabus:

·         Provides an effective means of communicating course content to students, other faculty members, and transfer institutions.

·         Gives a clear, written statement of the students’ responsibilities and the instructor’s policies and expectations.

·         Serves as an instructional plan for the teacher and as a learning guide for the students.

Content Required in a Virginia Western Course Syllabus

Instructor’s Name, Office Hours, Telephone Number, and e-mail Address.

1.    Course Title and Number.

2.    Course Description - This should include the course description shown in the college catalog along with other comments that the instructor wishes to make about the course.

3.    Course Prerequisites.

4.    Textbook & Required Materials.

5.    Policies

a.    Make-up Tests

b.    Late Work.

c.     Attendance.

d.    Grading System.

6.    Course Goals & Objectives.

7.    Outline of topics to be covered.

Course Requirements – Information about the type and number of assignments that students must complete.

Academic Advising Transcript

The Academic Advising Report (PeopleSoft) is used for advising students and for certifying graduates.  The report lists each student's course requirements and completed credits including substitutions, course equivalents, and transfer credits.  It is used to determine where these credits fit in the student's plan (curriculum) and what requirements are remaining.  It also calculates a "plan GPA" for courses applicable to the student's program of study. 

Academic advising reports will also reflect the requirement term (catalog year) to be used for graduation.  The requirement term to be used to determine graduation requirements is the one in effect at the time of the student’s entry into the college, or any catalog thereafter, as long as the student has maintained continuous enrollment.  In cases where students do not maintain continuous enrollment (i.e., non-enrolled for two or more consecutive semesters, excluding the summer semester), graduation requirements will be determined by the catalog in effect a the time of their re-entry into the curriculum, or any catalog thereafter, as long as enrollment remains continuous.  The catalog to be used in certifying graduation shall not have been in effect more than five years.

Distance Learning Guidelines for Faculty

Each distance learning course is staffed by a fully qualified instructor.  Students should get the full benefit of the instructor’s expertise just as they would in a regular campus class.  Students should not be provided just with instructional and left to instruct or fend for themselves.  Moreover, instructors should do more than merely assign and grade work; they are responsible for guiding students through the course material and for interacting with students.  Accordingly, the following ten actions are recommended:

1. At the start of the term, distance learning instructors should make personal contact by phone, by email, or by mail with each student who did not attend campus orientation or complete the instructor's on-line orientation and the distance learning online orientation.
2.  Next, instructors are encouraged to utilize the following attributes of the Blackboard course delivery system:

• Construct a course specific orientation in Blackboard that includes some type of instructor assignment(s).
• Post a syllabus according to the format agreed upon by the distance learning advisory committee.  Take special care to include response time, drop and withdrawal policy, and plagiarism policy.
• Create and monitor a discussion forum for each class or use Adobe connect for collaborative discussions. 
• Maintain a class grade book.
• Keep announcements current on Blackboard.

3. Collect students' email addresses and create an email list for each distance learning class or use the Blackboard email tool to keep in regular contact with students. This is an efficient way to remind students of deadlines and keep students on track. Instructors should respond to students' voice mail and email messages within 24 hours (excluding weekends). In addition, instructors should be available in person to talk with students during scheduled office hours for each distance learning course. Faculty may hold one virtual office hour using Adobe Connect as part of the required office hours each week.
4. Instructors should provide convenient and efficient methods for students to submit assignments.  Blackboard's assignment feature, email, fax, or postal service. Requiring students to hand deliver assignments to the division office or Learning Technology Center defeats the purpose of distance learning courses.
5. Instructors should provide students with sufficiently focused study guides or review lists so they know what to expect on tests. This is especially important for distance learning students because they do not ordinarily have the benefit of classroom cues. Practice tests that can be completed on-line are especially encouraged.
6. Regular assessment of student progress and prompt feedback are very important. It is suggested that deadlines for assignments and/or tests be set no less than one-third into the term, two-thirds into the term, and at the end of the term. Grading should be completed within one week after the deadline, and feedback should be provided by the Blackboard assignment feature, mail, email, or an on-line grade book.
7. As noted above, some testing or activities must be completed in a proctored setting. Too much testing and other proctored activities in the Learning Technology Center, on the other hand, defeats the purpose of distance learning.
8. Instructors should provide tests to be proctored to the LTC well in advance, with clear instructions about what tests are to be taken when and by whom. The instructions should also include contact information if difficulties should arise during the test taking by the student.
9. Instructors should have an assignment due the first week of classes to guarantee students begin the course promptly. This is also a way to make certain if a student qualifies as a NO SHOW. Instructors must monitor student progress and disable any students who have not completed course work by the last date to drop for a refund (unless it has been determined that there are extenuating circumstances). Instructors also need to note the last date of attendance even for distance students as this information must be included for financial aid and in the grade roster submitted through SIS.
10. There should be a student orientation for distance learning students each term. Faculty should be present for the student orientation program and to meet with students registered for distance learning classes.

In addition, each distance learning course should adhere to the following instructional standards, which have been adopted by the Distance Learning Advisory Committee:

Instructional Standards for Distance Learning Courses

SYLLABUS

1.   The course material includes a letter of introduction from the instructor.
2.   The syllabus is current.
3.   The syllabus includes:

·         instructor contact information, including office number, telephone number, fax number, email address, and office hours

·         clearly stated goals/objectives

·         the course description from the VCCS course master

·         a clear explanation of course requirements

·         a list of required materials

·         a calendar of events, assignments and deadlines that is clear and up to date

·         ●    a statement about the course testing policy

·         a statement about academic dishonesty

·         drop and withdrawal policy

·         ADA policy statement

·         an explanation of expected faculty response time

·         information about the communication methods that will be provided for interaction between the instructor and students and among students

·         the grading policy, and the components of the course grade with an explanation concerning how the instructor will return assignments and/or how students will receive grades

4.   Make sure all links work.

COURSE CONTENT/ACTIVITIES

1.   The content of the course conforms to the catalog description.
2.   The content of the course is comparable to that of classroom courses.
3.   Technology is used purposefully to support the objectives of the course.
4.   The course material is well organized.
5.   The content of the course is clearly presented.

6.   The course includes useful instructional materials, such as essays, commentaries, study guides, lecture notes, practice activities, review questions, practice tests, and/or sample responses, to promote student learning.

7.   Course materials, activities, assignments, and examinations are directly.

8.   The amount of work in the course is reasonable and appropriate for the nature of the course/program requirements.

9.   The course materials, textbook, workbook, videotapes are purposefully integrated into course.

10. Writing is grammatically correct and free of spelling, mechanical, and typographical errors.

11. The course includes proctored tests or activities linked to course goals/objectives.     

INTERACTION

1.   The course provides the opportunity for instructor-student and student-student interaction.

2.   The instructor maintains regular contact with students via email, announcements, and/or on-campus review sessions.

EVALUATION

1.   Academic standards are equivalent to those in classroom courses.

2.   All students should complete the on-line course evaluation form each semester for the courses in which they are enrolled.

3.   Student learning is comparable to that in classroom courses.
4.   Assessment is directly related to stated goals/objectives.
5.   Instructor feedback to student assignments is constructive.
6.   Assignments are graded fairly and thoroughly.

PROCTORING

Distance learning instructors will work with students who are legitimately taking our courses at a distance, and facilitate the arrangement of a proctor that meets VWCC guidelines to oversee the completion of proctored assignments. Instructors will direct students to the proctor form.

Grade Forgiveness – Academic Renewal Policy

A student who has been separated from the college (not enrolled) for a period of at least five years (minimum of 60 months), and who earns at least a 2.5 grade point average for the first twelve credits completed after re-enrollment, may petition for "Academic Renewal." Academic renewal may be granted only one time, and once granted, it cannot be revoked. With the granting of Academic Renewal, all grades of D and F earned prior to re-enrollment will be excluded from the student's grade point average. Excluded grades will still be shown on the student's transcript, and the notation of "Academic Renewal" will be printed on the transcript. Academic renewal petition forms may be obtained from the Records Office and must be approved by the Admissions and Records Coordinator/Registrar. Students should be aware that any grade that has been forgiven will not count toward graduation requirements.

Grade Rosters

Final grade rosters for Regular session classes will be generated by the Records Office prior to the end of the semester.  Division offices will generate dynamic session grade rosters.  Grades will be entered by faculty via MyVWCC.  Hard copy grade rosters will be forwarded to the division offices.  Please note that grades of “W” for nonattendance may not be submitted on the final grade roster.  For these situations, please refer to directions found in “Course Withdrawal” and “No Shows”.

Grades

Faculty are required to give a final examination or provide some form of any appropriate evaluation instrument (a copy of which must be filed in the Division Office).  Grade rosters must be returned to the Division Office by the grade reporting deadline.  Division Deans will provide specific grading scales and policy information.

Grades will be available via MyVWCC (web) at the end of the semester.  Although you may enter your grades online prior to this (once the rosters have been generated), the student will not be able to view them until the college “posts” them at the end of the term.

Instructions for entering grades in MyVWCC can be found in the brochure entitled “A Faculty