Grade Change Forms

An instructor may change a student’s grade. The reason for this change may be due to completion of work from the previous semester (grade of “I” being changed to a letter grade) or a review of the student’s work which resulted in a better grade. A student who receives an “I” grade has one semester (Fall or Winter) to complete the work and receive the appropriate grade. After the one semester deadline, the “I” grade will be changed to an “F”. Instructors, Program Managers or the student may pick up the grade change form from the Academic Advising and Registration Office. However, only the instructor may return the form to the Academic Advising and Registration Office. The instructor and Department Chair must sign the form. Instructors must provide complete and accurate information to ensure quick processing.

Students may appeal a grade up to 60 days after the last day of the semester in which the student was enrolled in the course. Appealing students should submit a written request to the Office of Academic Affairs identifying the course, instructor, and an explanation of the circumstances and reason for the request. The request will be reviewed and decided upon by the Academic Performance Committee.

Disciplinary Dismissal from a Class or Course

The sole acceptable cause for dismissal of a properly registered student from a class or course in which that student is enrolled is that her/his behavior is disruptive to the point that it interferes with the right of the teacher to teach or the right of other students to learn.

When a student’s behavior is disruptive to the class the instructor should verbally warn the student about the behavior. If the disruptive behavior continues in the same class session, the instructor may order the student to leave the classroom for the remainder of the class session and should warn the student of the possibility of being dismissed from the course if the disruptive behavior continues. The instructor is under no obligation to allow the dismissed student to make up work or tests missed as a result of the dismissal. The instructor should send a written report of the dismissal to the Dean of Students and to the appropriate academic Dean.

If the disruptive behavior continues to be a problem in future class sessions and the instructor wishes to dismiss the student from the course, the instructor must send written documentation to the Dean of Students and to the appropriate academic Dean. The Dean of Students will discuss the instructor’s request with the appropriate academic Dean and the Vice President for Enrollment and Student Services. These three individuals reach a determination on dismissal. The student may continue to attend class sessions while the instructor’s request for dismissal from the course is being reviewed. However, if the student repeats the disruptive behavior while the case is under review, the instructor may again dismiss the student from the class session, and the student is barred from attending subsequent class sessions until the case has been resolved.

Dismissal from a course will be entered on the student’s permanent record as a “W” grade.

Dean’s or President’s List

Students who complete a minimum of 12 credits during any semester and who attain a grade point average of 3.50 to 3.799 are placed on the Dean’s List. Students who achieve a GPA of 3.80 or above are placed on the President’s List. A notation will be placed on the student’s transcript for each semester that Dean’s List status is achieved. Students on the Dean’s or President’s List for two consecutive semesters will receive a letter of acknowledgement from the Office of Academic Affairs.

Course Repetitions

A student may repeat a course in which credit has been earned in order to improve their grade. When a course is repeated, the higher grade will be used in the calculation of the cumulative grade point average. Any course, or its equivalent transfer course, may be applied only once toward fulfillment of any and all degree requirements, including elective credit.

Academic Advising and Registration Office Forms

  1. Academic Alert Form– This online form was designed to proactively help students who may need additional support with their academic progress. An instructor may submit an Academic Alert Referral for any student in order to address an academic concern. The Academic Alert Referral may be found on the attendance roster on WebAdvisor or on BlackBoard, All faculty Organization, Documents.
  2. Registration Permission – a pink half-sheet form that requires the signature of the Department Chair or Program Manager, granting a student permission to register for a course that is filled or that has some other restriction.
  3. Add/Drop – a blue colored form that the student must complete in order to begin the process of dropping (withdrawing) or adding a course. The student’s Academic Advisor must sign the form for drops but no signature is needed to add a course. If the student is changing section numbers no Advisor’s signature is needed.
  4. Curriculum Change – a form completed by a Department Chair advising Registration to alter a student’s curriculum in some way.
  5. Department Transfer – a form with which a student may transfer from one department to another. The student must present their portfolio to the proposed new department for acceptance. The new Department Chair will sign and date the form, which indicates acceptance of the student into the major and confirms assignment of studio credit.
  6. Declaration of Minor – a form with which a student may declare a minor. Currently, students may minor in Art History, Art Therapy, Creative Writing, Critical Theory, Sustainability or Social Responsibility, Visual Culture or in any studio department.
  7. Complete Withdrawal Form – if a student intends a complete withdrawal from CCS for the semester they must meet with an Advisor in the Academic Advising and Registration Office and then a Financial Aid officer for an exit interview. The Academic Advising and Registration Office processes the Complete Withdrawal Form and distributes it to all concerned departments.

Waived Course

A required course may be waived by the Department Chair only. Waiving a course means only that the specific course is waived, not the credits attached to that course. The student must still plan to take a course to fill the credit deficiency. The Department Chair must complete a curriculum change form to indicate which course will replace the waived course. The curriculum change form is then submitted to the Academic Advising and Registration Office.

Class Rosters

Taking attendance is a mandatory requirement and must be done electronically through the WebAdvisor system (see Appendix L). The preliminary class rosters are passed out as a courtesy for you to have on the first day of class. The first week of each semester is an add/drop period during which students may drop courses for which they previously registered or register for new courses with no penalty. After the add/drop period instructors must access their attendance roster online. Instructors are required to maintain attendance records electronically, which must be submitted at the end of the semester along with final grades. The roster includes all students registered in your class(es) through the end of the add/drop period.

If there is a person in your class who is NOT on your roster, it means the student is NOT REGISTERED for your class. It is imperative that you immediately send them to the Academic Advising and Registration office. Students are not permitted to be in your class unless they have officially registered for that class.

Faculty will begin to receive a weekly “drop notice” via email to inform you of any student who has officially withdrawn from your class(es). If there is a student listed on your roster who is not attending class you must contact the Academic Advising and Registration Office, and they will inquire why he/she has not been attending.

In addition, you may notice a “V” next to the names of some students on your roster. This means the students receive benefits from the U.S. Dept of Veterans Affairs. The VA requires attendance rosters, and it is the instructor’s responsibility to monitor this. The Academic Advising and Registration Office must report non-attendance of these students to the VA within 30 days of the last date of attendance. Instructors must report any “V” student who has missed three (3) weeks of class as soon as he/she misses the third week.

Preliminary Class Rosters

At the beginning of each term, the Academic Advising and Registration Office prepares for each instructor a preliminary class roster that lists which students are enrolled in the course. Program Managers distribute rosters to instructors in their departments. The preliminary class roster is for reference only. All attendance is to be submitted electronically through the WebAdvisor system. Taking attendance is a mandatory requirement, and instructions on how to submit attendance are available to each faculty member via Blackboard CCS has an attendance policy and a requirement that its faculty take attendance ( #6); therefore Faculty must record each student’s attendance during or immediately following each class period. For complete policy, see Appendix L. Attendance should be submitted electronically on a weekly basis. Students are able to check their attendance as faculty submits the information.

Class rosters provide the following information: student ID number, student name, telephone number (local phone number will be printed, if available; otherwise the permanent phone number will be printed), Veterans Administration status, major*, class (indicated as CLS, this indicates whether the student is a freshman, sophomore, etc.), credits earned for this class, add/drop date

*AD=Advertising, AE=Art Education, AP=Art Practice, CD=Communication Design, CR=Crafts, EA= Entertainment Arts, FAD=Fashion Accessories Design, FN= Foundations, GD= Graphic Design, IL=Illustration, IN=Interior Design, LA= Liberal Arts, PH=Photograph, PR=Product Design, TR=Transportation Design, UN=Undeclared DE=Design, TD=Transportation (Graduate Program)

Schedule Book

The Academic Advising and Registration Office produces the schedule book for the fall, winter, and summer semesters. The schedule book contains the academic calendar, course registration information, tuition/fees and financial policies and procedures. The schedule book is available on-line as a downloadable document through Blackboard at The CCS community may also search for course availability using the WebAdvisor system.

Registration Procedures

New Students:
New students receive a letter welcoming them to the College along with their username and password. Students are sent electronic communication from their academic advisor with directions on how to register along with an academic evaluation. New Students are encouraged to register online via WebAdvisor or in person with their Academic Advisor. WebAdvisor is a secure Web interface that allows students and faculty to access information contained in the college’s administrative database. For example, students can view their grades and transcript, search for open classes, view account balance information and print degree audits. Faculty members can view their class rosters, their scheduled classes, student information, and enter grades.

Returning Students:
Returning students are emailed an academic evaluation from the Academic Advising and Registration Office. The Advisor audits the student’s academic evaluation. If the student is on track with their academic program they are free to register in person or on-line. If the Advisor detects a concern with the academic evaluation, they place an advising hold on the student’s record. The student is then required to meet with their Academic Advisor to consult about their schedule. Once the hold is removed, the student may register online or at the Academic Advising and Registration Office. All students must pay a $100 commitment fee in order to register.