P&HCC awards associate degrees in arts and sciences and in applied science. Associate of Arts and Science (AA&S) degrees provide the first two years of instruction in major fields that prepare students for transfer to colleges and universities to complete baccalaureate degrees. Students are encouraged to investigate the requirements of the institution to which transfer is anticipated. Associate of Applied Science degrees (AAS) provide knowledge and skills leading to employment in specialized fields.
The college may offer two-year diploma programs designed to prepare the student for employment immediately after completion of the program. However, there are no active diploma programs as of the publication of this catalog.
Certificate programs are less than two years in length with a major in an occupational area; career studies certificates (CSC) require less than a full year of study in an occupational area. Certificate programs (CERT) differ from associate degree programs because they are presented at a different educational level and are developed in response to employment needs identified by local curriculum advisory committees. Several of these programs are offered on a part-time, day or night basis for students who are already employed.
P&HCC believes that all students should experience a teaching- learning environment that espouses computer and information literacy in accessing electronic resources and applying knowledge through technology. P&HCC endorses the principle of computer competency for all students intent on completing a curriculum in excess of 45 semester credits. Students may demonstrate their computer competence by successfully passing ITE 115 or 119 depending on program requirements, by passing a proficiency test, or by demonstration of program outcomes.
The developmental education program helps students gain needed skills to pursue their college and career goals. The program serves those who need additional classes to prepare for college-level coursework and those who may need to improve basic academic skills. Students who are enrolled in any degree, diploma, or certificate program and score below established cut scores on the college’s placement test are generally required to enroll in the appropriate developmental course before enrolling in on- level English or math courses and certain other courses (See pages 161-162). It is extremely important that students meet with a developmental advisor prior to registering. There are some on-level courses in which developmental students may enroll with advisor approval. Students whose placement test results indicate a need for developmental education should read carefully the section on “Entry Placement Requirement” and schedule an appointment with a developmental education advisor prior to enrollment.
The Student Success Center is located on the first floor of the Learning Resource Center (LRC). The purpose of the Student Success Center is to assist students in navigating the personal, financial, and family challenges that often cause roadblocks in a student’s educational journey. The following programs are all housed within the Student Success Center:
· Great Expectations
· Middle College
· College Success Coaching
· Rural Virginia Horseshoe Initiative (RVHI)
· Shared Services Distance Learning (SSDL)
· Patriot Pantry
A wide array of coaches and assistants are available to help students navigate P&HCC and reach their academic goals.
Great Expectations - Great Expectations is a college transition program designed to help young adults (17-24 years old) who are or were affiliated with the foster care system. The program offers individual support to young adults transitioning into college by increasing awareness of the value and availability of a college education, and assisting students and service providers with accessing and successfully navigating the community college system. These services are offered free of charge to those students who qualify and are ready to make a commitment to their future.
Middle College - Middle College is a college transition program offered to individuals who need to attain a GED and have a desire to pursue college coursework at P&HCC. In addition, students receive academic and career readiness training. Those who successfully complete all requirements of Middle College will earn the following: GED, National Career Readiness Certificate (NCRC), and one college credit for SDV 108. Students are assisted with the transition process to college upon the completion of the Middle College program. Middle College is FREE to all participants.
College Success Coaching Program - The College Success Coaching program is a grant-funded initiative with the Virginia Community College System (VCCS) and seeks to use the "coaching" model in an academic setting. Three college success coaches maintain a case-load of 100 students each and assist them in all aspects of successfully navigating from first course enrollment to graduation or credential attainment. College Success Coaches are located in the Learning Resource Center.
Rural Virginia Horseshoe Initiative - The Rural Virginia Horseshoe Initiative (RVHI) awards incentives to GED recipients and low-income High School graduates to encourage the continuation of education in workforce and other programs of study. In addition, some of the funding is used to expand availability of coaches, scholarships, and mentoring opportunities for the youth throughout the Rural Horseshoe communities. Each student may receive up to $1,000 (funding pending) to cover the costs of tuition, books, registration fees, workforce training programs, state licensures, industry-recognized certifications and the National Career Readiness Certificate.
Shared Services Distance Learning - Shared Services Distance Learning (SSDL) offers an online option for many courses, in addition to previously scheduled courses, at P&HCC. All SSDL courses are online through Blackboard with instructors who work for a partnering community college. P&HCC students now have distance learning options for courses in foreign languages, ethics, accounting, and much more. Online options allow students to work part- or full-time jobs while pursuing higher educational goals. All SSDL courses comply with VCCS accreditation requirements, and in most cases, provide transferrable credits.
Patriot Pantry - The Patriot Pantry is open and free to all students. Hunger is a common problem on campus and our staff is here to provide students with food insecurities with the opportunity to lighten the financial hardship. Students may visit every two weeks to obtain non-perishable food and hygiene items. The Patriot Pantry is located in the LRC.
All students planning to enter one of the degree or certificate programs are required to take the college placement test before they can begin their college courses. Students should complete the placement test well in advance. Student must satisfactorily complete placement tests before enrolling in many courses. Up-to- date information is available from the Admissions Office.
Students who need developmental work to obtain the appropriate skills and competencies will be advised of the requirements and availability of the courses.
Developmental courses are offered in a variety of formats including an accelerated pace. It is extremely important students meet with an advisor prior to enrolling in any developmental course. Students who are required to take developmental courses must satisfactorily complete the developmental requirements prior to taking certain on- level courses. A list of the developmental prerequisites is shown on pages 161-162. A description of each developmental course is included under the course description section of the catalog. Students requiring developmental courses must enroll in the appropriate course in their first semester. Students requiring developmental courses may not enroll after classes begin. Students are required to complete their developmental course requirements within one academic year or 30 credit hours. A developmental advisor must approve any exception to this policy well in advance of the start of classes.
Measures for Math Placement – Math placement will be determined using one of the following measures:
| Math Placement Measures# | HSGPA or Score Range | Placement |
| HSGPA and Algebra II and One Algebra Intensive Course | 3.0 or higher | MTT Modules 1-9 Satisfied |
|
Algebra Intensive Courses above Algebra II: Trigonometry, Math Analysis, Pre-Calculus, Calculus, Algebra III. |
2.7-2.9 | MTT Modules 1-9 Co-Requisite Eligible |
| HSGPA and Algebra II | 3.0 or higher | MTT Modules 1-5 Satisfied |
| 2.7-2.9 | MTT Modules 1-5 Co-Requisite Eligible | |
| HSGPA and Algebra I | 3.0 or higher | MTT Modules 1-3 Satisfied |
| 2.7-2.9 | MTT Modules 1-3 Co-Requisite Eligible | |
| SAT – Math | 530 or above | MTT Modules 1-9 Satisfied |
| 510-520 range | MTT Modules 1-5 Satisfied | |
| ACT – Subject Area Test Math | 22 or above | MTT Modules 1-9 Satisfied |
| 19-21 range | MTT Modules 1-5 Satisfied | |
| GED – Math | 165 or above | MTT Modules 1-5 Satisfied |
| 155-165 range | MTT Modules 1-3 Satisfied |
# = Students may complete the VPT – Calculus for placement into Pre-Calculus II, Calculus, and 200-level Statistics. Placement directly into Pre-Calculus II, Calculus, and 200-level Statistics based on HSGPA and highest level courses taken will be at the discretion of each college.
High school GPA (HSGPA) is valid for five (5) years after the date of high school graduation. SAT, ACT and GED Test scores are valid for five (5) years after the date of the test. Virginia Placement Test-Math scores are valid for five (5) years after the date of the test. Previously taken developmental courses will be valid for five (5) years after term taken.
Students who take the Virginia Placement Test - Math and who do not enroll in developmental math are allowed to take one (1) retest within twelve (12) months. Students who attempt a developmental mathematics course will be ineligible for a retest. Exceptions to this retest policy may be made on a case-by-case basis in accordance with established college procedures.
Measures for English Placement – English placement will be determined using one of the following measures:
| English Placement Measures | HSGPA or Score Range | Placement |
| HSGPA | 3.0 or higher | ENG 111 |
| 2.7-2.9 | ENF3/ENG 111 | |
| SAT-ERW (Evidence-Based Reading and Writing) | 480 or above | ENG 111 |
| 460-470 range | ENF3/ENG 111 | |
| ACT-Subject Area Tests English and Reading | 18 or above | ENG 111 |
| 15-17 range | ENF3/ENG 111 | |
| GED-English | 165 or above | ENG 111 |
High school GPA (HSGPA) is valid for five (5) years after the date of high school graduation. SAT, ACT and GED Test scores are valid for five (5) years after the date of the test. Virginia Placement Test-English scores are valid for five (5) years after the date of the test. Previously taken developmental courses will be valid for five (5) years after term taken.
Students who take the Virginia Placement Test - English and who do not enroll in developmental English are allowed to take one (1) retest within twelve (12) months. Students who attempt a developmental English course will be ineligible for a retest. Exceptions to this retest policy may be made on a case-by-case basis in accordance with established college procedures.
To receive credit for a course, students must register for the course through established procedures. Each student is assigned an advisor to help the student develop a schedule. The student will either complete an official student registration permit, have it approved by his/her advisor and have data entry completed by college staff before paying fees or self-register via the college web page. Registration is not complete until all tuition and fees are paid.
Complete procedures for class registration and drop/add can change during an academic year. Published directions can be found on the college web page.
Students must follow the correct methods of making any change in their class schedule after registration. Failure to do so could place the students’ record at risk.
Add/Drop Policy. A student may add or register for courses up until the first day of each session. Students may not register for a class after the first day of the semester unless the class begins later in the semester. Exceptions to this policy will be considered on the merits of the individual case. Students who are enrolled before or on the first day of classes may add/drop classes during the first week of the semester only. During the first 15% of a session (usually 14 days), students may drop a course without financial penalty. Weekend classes and special session classes have shorter periods for adding or dropping. Students should consult the college calendar or instructor for specific dates.
Withdrawal from a Course. No grade point credit. A grade of "W" is awarded to students who withdraw or are withdrawn from a course after the add/drop period but prior to the completion of 60% of the session. After that time, the students shall receive a grade of "F" except under mitigating circumstances which must be documented and a copy of the documentation must be placed in the students’ academic files.
For purposes of enrollment reporting, the following procedures shall 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 roster and no grade is awarded.
2. After the add/drop period, but prior to completion of 60% of a session, a student shall be assigned a grade of “W” who withdraws or is withdrawn from a course .
3. After that time, if a student withdraws or is withdrawn from a course, a grade of "F" shall be assigned.
4. 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. Only the chief academic officer of the campus or his/her designee can approve an exception to this policy under mitigating circumstances.
Late Addition of a Course. A student may not enter a new course after the add deadline of the semester. Any request for entry after that period must be approved by the Vice President of Academic and Student Success
Services. The student must complete an official P&HCC Registration Request form. This form must be approved by an advisor, the Vice President for Academic and Student Success Services (if appropriate), and recorded in the registrar’s office.
Withdrawal from the College. A student who wishes to withdraw from the college should contact the Coordinator of Admissions to determine the appropriate procedure. Failure to follow established procedures to formally withdraw from college will result in the grade of “F” for each course of enrollment for the semester.
Auditing a Course. Students desiring to attend a course without taking the examination or receiving credit for the course may do so by registering to audit through the usual registration process and paying the normal tuition. Permission of the division dean or another appropriate academic administrator is required to audit a course.
Audited courses carry no credit and do not count as a part of the student’s course load. Students desiring to change status in a course from audit to credit or from credit to audit must do so within the add/drop period for the course.
Students who desire to earn credit for a previously audited course must re-enroll in the course for credit and pay normal tuition to earn a grade other than “X.” Advanced standing credit should not be awarded for a previously audited course.
Credits are assigned to each course based on the time required to complete its requirements. This may consist of lectures, out- of-class study, laboratory and shop study, or combinations as follows:
One hour of lecture (including lecture, seminar, discussion or other similar experiences) per week for 16 weeks including the examination period = 1 collegiate semester hour credit.
Two or three hours, depending on the academic discipline, of laboratory (including laboratory, shop, clinical training, supervised work experience, coordinated internship, or other similar experiences) per week for 16 weeks including the examination period = 1 collegiate semester hour credit.
One to five credits with variable hours for the general usage courses: coordinated internship, cooperative education, seminar and project, and supervised study.
Provided certain criteria are met, the college routinely accepts credit from similarly accredited institutions.
Credits earned at institutions not accredited can be evaluated provided detailed information regarding course content, texts, evaluation methods, faculty credentials, etc. are provided. Transfer credit evaluations are based on official transcripts from the previous institutions. No credit is given for courses with grades lower than “C.”
A transfer student may be advised to repeat a course if it is clearly to the student’s advantage in order to make satisfactory progress in the curriculum. Students with a minimum of 20 semester hours of transferred credit from a four-year college or university may be exempt from SDV 108.
Students with educational credentials from foreign countries who wish to receive transfer credit for any of that work must have a credit evaluation provided to the admissions office from a college-approved foreign credential evaluation service (see page 15). The student must absorb all costs. P&HCC faculty makes the final decisions on the granting of credit at P&HCC.
Questions about any of these policies may be referred to the Coordinator of Admissions 276-656-0285.
A student’s military training, courses, and occupational specialty may all be considered for college credit. As a participating member of Service-members Opportunity Colleges (SOC), Patrick & Henry follows the American Council on Education’s (ACE) Guide to the Evaluation of Educational Experiences in the Armed Services in determining the value of learning acquired in military service when applicable to the service member’s program of study. Military service credit in the occupational/ technical areas (i.e., Engineering, Health Technology) may require approval by the appropriate school dean prior to award.
In order to receive credit for military training, the student must submit a military transcript which includes the ACE recommended credit and initiate a request for evaluation to the P&HCC Records.
NOTE: If the student submits only the DD214 and no military transcript, only credit for HLT 110 will be awarded. Students who have completed basic training, regardless of the date of military experience, and have been honorably discharged may receive up to three credits for HLT 110.
Army, Coast Guard, Marines and Navy. Patrick & Henry Community College receives official Joint Services Transcripts (JST) electronically from the DoD Joint Services Transcript System. The JST is used by the Army, Navy, Marines, and Coast Guard. Requests received by the JST System are processed and sent electronically to P&HCC within one business day. To request this transcript, please do the following:
• complete a JST request available at this website: https://jst.doded.mil/official.html;
• submit the on-line Request to Evaluate Previous Educational Experiences form and submit it to our office electronically.
NOTE: If you need to have an AARTS or Coast Guard Institute Transcript sent to us, please see the links below and be sure to complete and submit our on-line Request to Evaluate Previous Educational Experiences form as well.
Air Force. Air Force members should request an official Community College of the Air Force/Air University transcript from the following web site: www.au.af.mil/au/ccaf/transcripts.asp then complete the P&HCC on-line Request to Evaluate Previous Educational Experiences form and submit electronically to the Admissions Office.
Additional questions or concerns regarding the evaluation of military transcripts should be directed via email to jcarter@patrickhenry.edu or by telephone at 276-656-0312.
A student who believes that previous educational studies, training programs, work experience, or acceptable nationally recognized proficiency examination scores may justify an adjustment in the course work required in a particular curriculum should contact the Registrar to determine the required procedures for credit evaluation before registering for classes.
Course credit may be granted for completion of proficiency exams including but not limited to College Level Examination Program (CLEP), DANTES Subject Standardized Test (DSST) of the Defense Activity for Non-Traditional Education Support (DANTES), Excelsior Credit by Exam (ECE), the College Entrance Examination Board (CEEB), Advanced Placement (AP) program, and the International Baccalaureate (IB) program. Official documentation must be provided to the Coordinator of Admissions (276) 656.0285.
Credit by examination is an internal method of achieving advanced standing in a course through satisfactorily demonstrating mastery of a course’s objectives by means of either a comprehensive examination and/or a summative assignment administered by the college. The student must attain a grade of C or higher on the examination and/or assignment to gain credit. The comprehensive exam and/or summative assignment may be obtained by completing the required application and submitting it to the division dean for approval.
If approved, students must pay $50 prior to testing or submission of the assignment for every course for which credit by examination is undertaken. A student who earns credit through a comprehensive examination and/or summative assignment will only receive credit and will not receive a course grade.
Credit for training provided by non-collegiate institutions and for professional certification will be considered on an individual basis. Students must contact their division dean and provide official documentation of training and certification.
Students who have successfully completed the Certified Professional Secretary (CPS) or the Professional Legal Secretary (PLS) exams may be awarded credit for certain related courses in appropriate programs subject to current statewide articulations.
Students who have completed the Virginia State Police Academy Basic Course, or the Law Enforcement Officers, Corrections Officers, or Jailers programs certified by the Virginia Department of Criminal Justice Services may be awarded credit for certain related courses in appropriate programs subject to current statewide articulations.
Licensed Practical Nurses enrolling in the Nursing Program may receive partial credit for their prior training under conditions outlined in the Nursing Program section of this catalog.
Students entering the Emergency Medical Services- Paramedic or Intermediate program may receive credit for current Virginia or National Registry EMT certifications as outlined in the EMS program section of this catalog.
Students entering the Emergency Medical Services-Paramedic or Intermediate program may receive credit for Virginia or National Registry EMT certifications as outlined in the EMS program section of this catalog.
It is important to remember that a minimum of 25% of curriculum credit requirements must be earned through instruction by P&HCC in order to receive a degree, diploma, or certificate from P&HCC.
Questions about any of these policies may be referred to the Coordinator of Records 276-656-0312.
Under certain conditions, students may receive a waiver of a specific curriculum course requirement. In such cases, credits are not awarded; the student is certified as having the requirements waived and is required to substitute other course work for the requirement. To complete a curriculum, the student still needs to complete the minimum number of required credits. Application for granting a waiver should be made well in advance of the beginning of the semester by contacting the division dean responsible for the curriculum.
In some instances, courses required in the program outline may not be available or a different course may be appropriate as a substitution for the required course. To use a different course for one ordinarily required, the faculty advisor must complete an “Authorized Student Exception” form, available in the office of each division dean, and have it approved by both the dean and chief academic officer. Any deviation from the requirements outlined in this catalog must be approved by the advisor, division dean and the Academic Vice President, and recorded by the Registrar before the student exception course is officially approved.
The normal academic load for a student is 15 to 17 credits. The minimum full-time load is 12 credits, and the normal maximum full-time load is 18 credits excluding College Survival Skills (SDV 108). A student wishing to enroll for more than 18 credits must have the approval of the Vice President of Academic and Success Services. Students on academic warning or academic probation may be required to take less than the normal semester course load.
It is extremely important for students to attend classes and laboratory sessions. When absence from a class becomes necessary, it is the responsibility of the student to inform the instructor prior to the absence. Each instructor will establish an attendance policy. The student is responsible for making up all work missed during an absence.
In the event that a student has not reported to class (or logged into Blackboard and completed the syllabus assignment for a web course) by the Census Date for the course, the instructor may submit the proper form to administratively drop the student from the course. The Census Date is the point at which enrollment in the course is locked for financial aid purposes. For regular semester courses, it typically coincides with the last date you can drop classes for a full tuition refund.
Students are expected to take tests and examinations when scheduled. Students may arrange with the instructor to postpone or reschedule a test; such arrangements must be made prior to the day or time of the test.
The quality of performance in any academic course is reported by a letter grade assigned by the course instructor. The significance and value of each grade is:
| A | (Excellent) | 4 grade points per credit |
| B | (Good) | 3 grade points per credit |
| C | (Average) | 2 grade points per credit |
| D | (Poor) | 1grade point per credit |
| F | (Failure) | 0 grade point per credit |
| U | (Unsatisfactory) | No credit; applies only to developmental education courses, ESL courses numbered 11-29, and specialized courses and seminars at the discretion of the college. |
| W | (Withdrawal) | No grade point credit. A grade of "W" is awarded to students who withdraw or are withdrawn from a course after the add/drop period but prior to the completion of 60% of the session. After that time, the students shall receive a grade of "F" except under mitigating circumstances which must be documented and a copy of the documentation must be placed in the students’ academic files. For purposes of enrollment reporting, the following procedures shall apply: 1. If a student withdraws from a class prior to the census date for the session, the student is removed from the class roster 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 shall be assigned a grade of “W”. 3. After that time, if a student withdraws or is withdrawn from a course, a grade of "F" shall be 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. Only the chief academic officer of the campus or his/her designee can approve an exception to this policy under mitigating circumstances. |
| I | (Incomplete) | No grade point credit.
The “I” grade is to be used only for verifiable unavoidable reasons that a student is unable to complete a course within the normal course time. To be eligible to receive an “I” grade, the student must (1) have satisfactorily completed more than 60% of the course requirements and attendance and (2) must request the faculty member to assign the “I” grade and indicate why it is warranted. The faculty member has the discretion to decide whether the “I” grade will be awarded. Since the "incomplete" extends enrollment in the course, requirements for satisfactory completion shall be established through consultation between the faculty member and the student. In assigning the “I” grade, the faculty member must complete documentation that (1) states the reason for assigning the grade; (2) specifies the work to be completed and indicates its percentage in relation to the total work of the course; (3) specifies the date by which the work must be completed; and (4) identifies the default (B, C, D, F, P, R, or U) based upon course work already completed. Completion dates may not be set beyond the last day of the subsequent semester (to include summer term) without written approval of the chief academic officer of the campus. The student will be provided a copy of the documentation. Colleges will establish procedures to ensure that all “I” grades that have not been changed by the faculty member through the normal grade change processes are subsequently changed to the default grade assigned by the faculty member. An “I” grade will be changed to a “W” only under documented mitigating circumstances which must be approved by the Chief Academic Officer of the campus. |
| X | (Audit) | No credit |
| R | (Re-enroll) | The “R” grade may be used as an option, interim in nature, in courses which employ a mode of instruction characterized by explicit terminal objectives covering the various content areas in such a way that specific determination of student progress toward total course completion can be made (e.g., individualized, self- paced instruction; modularized, group-paced instruction). The “R” grade may be given only in courses which will be offered in any semester and which will employ a mode of instruction described above. The courses in which this methodology will be used will be designated by their applicability to the established procedures for the “R” grade and will be identified by the division dean and approved by the vice president. |
| P | (Pass) | No grade point credit The “P” applies only to specialized courses and seminars at the discretion of the college. Does not apply to developmental education courses. |
| S | (Satisfactory) | No grade point credit Used only for developmental education and ESL courses. |
A grade of “S” (Satisfactory) will be assigned for satisfactory completion of each course in developmental education (courses numbered 01-09). Students making satisfactory progress but not completing all of the instructional objectives for courses in developmental education courses will be graded with an “R” (Re-Enroll) and must re-enroll in the course to complete the instructional objectives. Students not making satisfactory progress in developmental education courses will be graded “U” (Unsatisfactory). Grades “S, “R” and “U” have no credit value and are not computed in the student’s 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.
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 taken summer 1988 or later generally only the last grade earned is counted in the computation of the cumulative GPA. Grades of “W”, “X”, and “I” do not count as first or subsequent attempts in this instance. See “Repeated Course Policy” below for full description of criteria which apply.
Curriculum Grade Point Average: A curriculum GPA, which includes only those courses applicable to the student’s curriculum, is computed in order 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.
Students are normally limited to two (2) enrollments in the same course. Exceptions to this policy must be approved by the Vice President for Academic and Student Success Services.
Some courses are exempt from normal limitations as repeats and may be repeated without specific approval. Exempted courses are those numbered in the 90’s, 95’s, 97’s, 98’s and 99’s, courses identified as “may be repeated for credit,” and selected other courses.
Questions about this policy should be referred to the Registrar or Coordinator of Admissions and Records.
Students should consult with a faculty advisor before repeating a course. All grades earned for all courses taken one or more times are shown on the student’s permanent academic record, but only the last grade earned is used in calculating the students’ cumulative grade point average and for satisfying curricular requirements for graduation. This policy applies only to courses taken and repeated summer 1988 and later.
Some courses are exempt from consideration as repeats and an adjustment to the GPA is NOT made. Exempted courses are those numbered in the 90’s, 95’s, 97’s, 98’s and 99’s, developmental education courses, courses identified as “may be repeated for credit,” and selected other courses.
Periodically, the VCCS will rename or renumber courses but they remain equivalent to the previous named and numbered courses. Completion of a renamed or renumbered course may be determined to be a repeat of a course completed previously under another department and/or course number. Determinations are made on a campus-wide basis, and exceptions cannot be made for an individual student.
Implementation of this policy does not affect any GPA calculations for prior terms or any academic, financial, or administrative events that have occurred in the past.
Additionally, adjustments made as a part of “academic renewal” (see p. 17) is not affected. As always, only the latest attempt is used in determining if graduation requirements are met.
Any questions should be directed to the Coordinator of Admissions, (276) 656-0285. Repeating VCCS courses may negatively affect financial aid eligibility.
Final grades are provided by data entry at the end of each semester or as reported to the Registrar by faculty.
Grades can be reviewed and printed by students using their individual access to their academic record. This access is provided via myP&HCC options on the college website, www.patrickhenry.edu. Students should examine the recorded grades carefully and immediately upon completion. Students who discover an error should contact the faculty member immediately for the opportunity to correct their records. See the Grade Appeal Procedures in the Student Handbook.
Those students who have attained a cumulative grade point average of 3.5 or higher, and who have completed 30 or more credits and who are enrolled for 12 or more college credits are recognized by being placed on the Honor’s List. Students who have earned a grade point average of 3.2 or higher for the semester and who are enrolled for 12 or more college credits are recognized by being placed on the Dean’s List. Names of students who meet the requirements for each list will be released for publication to local newspapers and radio stations.
Developmental courses do not count towards the credit total requirements.
Students who have fulfilled the requirements of degree, diploma, or certificate programs (with the exception of career studies certificates), are eligible for graduation honors.
| Cumulative Grade Point Average | Honor |
| 3.2 | Cum laude (with honor) |
| 3.5 | Magna cum laude (with high honor) |
| 3.8 | Summa cum laude (with highest honor) |
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 academic support services provided by the college. The statement “Academic Warning” will appear on the student’s grade report.
Students who fail to maintain a cumulative GPA of 1.50 shall be on academic probation until such time as their cumulative 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 Success & Enrollment Services or another appropriate college administrator. Students may be required to carry less than a normal load the following semester and are required to consult with their advisor. Students shall be placed on probation only after they have attempted 12 semester credits.
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 following the process established by the college.
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 students’ 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 may be required to carry less than a normal course load the following semester and are required to consult with their advisor.
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 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 following processes established by the college. 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 may be required to carry less than a normal course load the following semester and are required to consult with their advisor.
The Requirement Term (Catalog Year) used to determine graduation requirements is the one in effect at the time the student declares their major. Students who wish to graduate under current catalog requirements may do so by completing the student information change form. Students may not meet graduation requirements based on any catalog that is prior to their initial enrollment in a declared major.
Graduation requirements for students who remain actively enrolled in a program of study will be determined by the catalog current upon initial enrollment in a declared major. Students who have not enrolled for a calendar year or longer must meet the requirements of the catalog current at the time the student re-enrolls, unless otherwise approved by the Vice President of Academic and Student Success Services.
Students intending to receive a degree, diploma, certificate, or career studies certificate must file an “Application to Graduate” via the Student Information Center (SIS) prior to the established deadline. Students who do not submit an application for graduation may be awarded the degree or certificate at the college’s discretion unless a graduation opt-out form is completed in the Office of the Registrar by the end of the term for which the student will satisfy program requirements.
To be awarded an Associate degree, Certificate, or Career studies certificate at P&HCC, a student must have been admitted to a curriculum; and
• have fulfilled all of the course and credit hour requirements of the program as set forth in the college catalog; and
• have acquired at least 25% of program requirements for an associate degree or diploma through course completion at P&HCC; and
• have demonstrated computer competency skills as defined by the college; and
• have acquired at least 25% of the credits in specialized course for a certificate through course completion at P&HCC, and
• have been recommended for graduation by the appropriate instructional authority in the program of study; and
• have earned a grade point average of at least 2.0 in all course attempted which are applicable toward graduation in the program of study; and
• have filed an application for graduation through myP&HCC Student Center by the established deadline; and
• have resolved all financial obligations to the college and returned all library and other college materials.
Students may be eligible to graduate with multiple degrees and certificates if the content of the curricula differs from one another by at least 25 percent. Questions regarding the awarding of multiple degrees should be directed to the appropriate Academic Dean or to the Registrar.
P&HCC will issue replacement degrees, diplomas, certificates, and career studies certificates previously awarded to students for a $10 fee provided the graduate does not have an outstanding debt to the college.
All of the information required to identify a student and describe the student’s academic progress is recorded on a permanent record, including courses failed and repeated and courses not applicable to the curriculum of graduation. When a transcript is issued, all of this information is included and accompanied by explanation, if necessary.
The Registrar issues transcripts upon the student’s written or electronic request options found on the college’s website under academics/transcript request.
A student file folder apart from the permanent record may be kept for each student. The folder shall be developed cooperatively by college staff members and may include the following information: college achievement and experience; results of standardized tests; health records; in-school and out- of-school activities; and educational and vocational plans.
Retention of records and specific records retained are outlined in the VCCS Policy Manual, Section 6.2.6.
P&HCC abides by the Family Educational Rights and Privacy Act of 1974 as amended, and the U. S. Department of Education’s regulations implementing this act. Student records are treated as confidential information available only for the student’s personal inspection and upon the student’s personally authorized release, with very limited lawful exceptions.
“Directory Information” includes 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, and course credit load. This information will be released unless a student notifies the Registrar in writing that this information is to remain confidential.
Additionally, P&HCC designates college-issued student electronic mail addresses, photographs, videos, or other media containing a student’s image or likeness (collectively “Student Images”), and telephone listings as limited directory information. This information will not be provided to external parties not contractually affiliated with the College. Use and disclosure of this information shall be limited to those officials within the College who have access, consistent with the Family Educational Rights and Privacy Act, to such information and only in conjunction with an official purpose. The College, however, may disclose such information in response to a properly-served subpoena.
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:
• Inspect and review their educational records;
• Request an amendment to records that are believed to be inaccurate;
• Require the school to obtain written consent prior to disclosure of personally identifiable information, except those items noted herein;
• File a complaint with the U.S. Department of Education concerning alleged failures by the college to comply with FERPA.
“Educational information” refers to any record maintained by an educational institution, including files, documents, and materials of any type which contain information directly related to students, and which allows a student to be identified. What is not included in the Educational Information is:
• Sole possession records or private notes held by educational personnel which are not accessible or released to other personnel;
• Law enforcement or campus security records which enforcement purposes are solely for the law;
• Records related to individuals who are employed by the institution;
• Records related to treatment provided by a physician, psychiatrist, psychologist, or other recognized professional;
• Records of an institution which contain only information about an individual obtained after that person is no longer a student at the institution (i.e., alumni records).
Students who are protected under FERPA are those students who are currently enrolled or formerly enrolled, regardless of their age or status in regard to parental dependency. Students who have applied but have not attended an institution, and deceased students do not come under FERPA guidelines.
Information about college policy, rights of students under the Act, and procedure for handling alleged violations of the Act and/or regulations may be obtained from the Records Office, (276) 656-0312.
Parents lose their FERPA rights when their child turns 18 or starts attending or taking classes in college (or any post- secondary institution), whichever happens first.
Under 20 U.S.C. § 1232g (d) all rights of parents (including the right to inspect educational records and to consent to the disclosure of personally identifiable information) “transfers to the student when he or she reaches the age of 18 or attends a school beyond the high school level.”
However, as stated later in this document, parents of a financially dependent student (defined by the IRS) may obtain their child’s records, but must submit proof of the student’s dependency (via most recent tax form) prior to receiving the requested information. As far as FERPA is concerned, a student’s spouse is an “unrelated third party,” and therefore, has no rights under FERPA. While there is an exception that allows a college to disclose educational information to parents of a financially dependent student in the absence of consent, there is no such exception for spouses, even if the spouse is supporting the student.
In compliance with policies of the Virginia Community College System, the Virginia State Library and Archives, and guidelines of the American Association of Collegiate Registrars and Admissions Officers, the college maintains records listed:
Student Permanent Record. This includes:
• credits transferred from other institutions, including the number of credit hours given;
• semester in which the student is currently enrolled;
• student social security number or ID number;
• curriculum code;
• course number, the course title, the hours attempted, the hours completed, and grade for each course;
• grade point average for each semester attended;
• cumulative grade point average of the student; and
• academic action taken against the student including academic probation, suspension, and dismissal.
Disciplinary probation and disciplinary dismissal are not placed on student permanent records except in instances of Title IX Sexual Misconduct (see page 236). If students request that transcripts of their records be sent to another college during the period in which they are involved in disciplinary action, statements may be placed on the transcripts stating “additional information available upon request from the Vice President of Academic and Student Success Services.”
Student Academic File. A student academic file, apart from the permanent record, may be kept for each student. The file may include, but is not limited to, the following information: college application; course substitution forms; results of standardized tests and college placement tests; demographic information; and changes in curriculum.
Academic records shall be retained either on paper copy or electronically for permanent, three-year, and one-year periods at least as indicated below:
• Permanent Retention — from date of student graduation or transfer from the college.
• Student Permanent Record — the record is retained electronically and the original may be destroyed afterward.
• Three-Year Retention — from the date of student graduation or withdrawal from the college. These documents, which generally comprise the Student Admissions files, shall not be microfilmed.
1. Application forms (Matriculated students)
2. Letter(s) of acceptance
3. Relevant admission correspondence
4. Transcripts – other colleges
5. Transcripts – high schools
6. Immigration and Naturalization Service forms
7. Advanced Placement information
8. Readmission forms
9. Withdrawal from college forms
10. Residency classification forms
11. Requests and disclosures of information (only transactions without student’s permission)
· Three-Year Retention — From date of origination. These documents shall not be microfilmed.
1. Registration/Identification forms (hard copy)
2. Add/Drop forms (hard copy)
3. Withdrawal from class forms (hard copy)
4. Faculty grade reports (Registrar’s copy)
5. Educational placement tests results
• One-Year Retention — From date of origination. These documents shall not be microfilmed.
1. Transcript request forms
2. Graduation request forms
3. Application forms (Non-matriculated students)
4. Change of Grade forms
5. Curriculum acceptance/change forms
6. Graduation certifications
7. Graduation checklists
8. Name change requests and authorizations
Disposal/destruction of original records will be done by shredding, burning, pulping, or any combination thereof. The Student Permanent Record shall be the only official document of a student’s academic history and for records reconciliation.
Patrick & Henry Community College |
645 Patriot Avenue
Martinsville, Virginia 24112 |
Phone: 276.638.8777
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Patrick & Henry Community College |
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