Category: Academic Policies and Procedures

Student Handbook

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 and Program Managers can obtain the Grade Change form from the Academic Advising and Registration Office (AARO). The instructor and Department Chair must sign the form, and it is then sent to the Office of Academic Affairs who return the approved form to the AARO. 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.

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Faculty will begin to receive a weekly “drop notice” via email to inform you of any student who has officially withdrawn from your class(es).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.

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.

Academic Advising and Registration Office

The Registrar and the Director of Academic Advising manage the Academic Advising and Registration Office. The Academic Advising and Registration Office advises students on all aspects of their academic programs. It also is responsible for processing registration forms, enrollment verification forms, deferments, mid-term and final grades, grade changes, name and address changes, transcript requests, waivers, curriculum change forms, and degree audit files. The office produces schedule books for the fall, winter, and summer semesters, evaluates academic credits for transferability, audits prospective graduates’ files, maintains student records, oversees Veterans’ eligibility, maintains course equivalency guides, and maintains attendance records.

Dean’s or President’s List

Undergraduate 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.

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. Work from previous attempts at the course cannot be reused in future attempts without written approval from the faculty member teaching the repeated course.

Academic Advising and Registration Office Forms

A list of helpful Academic Advising and Registration forms available on the College’s Campus Offices page follows:

  • 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.
  • Registration Permission – An online 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.
  • Drop Request – An online form that the student must complete in order to begin the process of dropping (withdrawing) a course. The student’s Academic Advisor must sign the form for drops. If the student is changing section numbers no Advisor’s signature is needed.
  • Curriculum Change – An online form completed by a Department Chair advising Registration to alter a student’s curriculum in some way. Contact the Academic Advising and Registration Office to obtain the appropriate form.
  • Change of Major – A form with which a student may transfer from one program to another. The student must present their portfolio to the proposed new Department Chair for acceptance. The new Department Chair will sign and date the form, which indicates acceptance of the student into the major and confirms the assignment of studio credit.
  • Declaration of Minor – A form with which an undergraduate student may declare a minor.
  • 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 Program 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.

Code of Student Conduct

The Code of Student Conduct is in place to ensure students are aware of the behavior expected of them as members of the CCS community. The purpose of this Code is to create an environment that fosters civility, personal responsibility, and mutual respect of others and their differences.

Any student who commits a violation of the Code of Student Conduct is subject to disciplinary sanction, up to and including dismissal from CCS. The following actions/behaviors shall constitute violations of the Code of Student Conduct:

  1. Violating published CCS policies, rules, or regulations including, but not limited to, the policies on nondiscrimination, sexual harassment, smoking, drugs/controlled substance and alcohol.
  2. Violating federal, state or local laws on CCS premises or while in attendance at CCS sponsored, approved, or supervised events/programs or committing off-campus violations of federal, state or local law that adversely affect CCS, the pursuit of its objectives and/or a CCS community member (defined as, but not limited to: administrators, faculty, staff, students, guests, visitors, vendors or contractors).
  3. Committing acts of sexual assault (stranger, date, or acquaintance rape), or other forms of coerced sexual activity.
  4. Engaging in acts of physical abuse and/or actions that intimidate, harass, threaten, coerce, or otherwise endanger the health and safety of one’s self or another.
  5. Engaging in disorderly conduct or fighting, which is defined to include, but is not limited to, behaviors which are viewed as intoxicated, lewd, indecent, obscene, slanderous or threatening to others.
  6. Interrupting or disturbing the day-to-day academic and operational functions of CCS or committing intentional acts that obstruct, disrupt, or physically interfere with the use of CCS premises, buildings, or passages.
  7. Possessing, duplicating, or using keys/IDs to any CCS building or facility without authorization by appropriate CCS officials or committing an act of unauthorized entry into or use of CCS buildings or facilities by use of key, ID card or force.
  8. Engaging or participating in acts of unauthorized possession, use, removal, defacing, tampering, damage, or destruction of CCS owned or leased property, equipment, computer programs, or materials, or that of any CCS community member.
  9. Posting, affixing, or otherwise attaching unauthorized written or printed messages or materials, e.g. posters, signs, handbills, brochures, or pamphlets. Posting, affixing, or otherwise attaching authorized afore mentioned materials on or in unauthorized places including but not limited to trees, shrubbery, sidewalks, buildings, and lawn areas without permission from the appropriate CCS official.
  10. Engaging or participating in unauthorized possession or use of explosives, firearms, dangerous weapons, or other hazardous objects or substances. Weapons, explosives, and other hazardous objects or substances covered by this regulation shall include, but not be limited to, the following:
    • all handguns, rifles, and shotguns;
    • all longbows, crossbows, and arrows;
    • all knives having a blade length of three inches or more that are not solely used for the purpose of creating art or for the preparation and eating of meals;
    • all BB guns, pellet guns, air/CO2 guns, blow guns, paint guns, splat balls and altered toy guns;
    • all fireworks;
    • all explosives, laboratory chemicals, dangerous compounds, gunpowder, firearm ammunition, and flammable petroleum fuels;
    • any martial arts weapons, e.g., numb chucks and throwing stars;
    • any substance that is considered poisonous:
    • any item used as a weapon in the commission of a crime; and
    • any operative animal trap or other device that is used to ensnare animals.
  11. Committing acts of arson, creating a fire hazard, or possessing or using, for purposes other than academic, inflammable materials or hazardous substances on CCS property, or failing to properly store, use, clean-up and dispose of hazardous substances that have been approved for academic use.
  12. Committing acts that endanger the property of CCS (including but not limited to altering or misusing any firefighting equipment, safety equipment, or emergency device).
  13. Making false reports of a fire, bomb threat, or other dangerous condition; failing to report a fire, or interfering with the response of CCS or municipal officials to emergency calls.
  14. Failing to comply with the directions of CCS officials acting in the performance of their duties and/or failing to positively identify oneself to a CCS official when requested to do so. The preferred form of identification shall be a current, valid CCS identification card.
  15. Aiding and abetting another person in committing an act that violates the Code of Student Conduct.
  16. Committing acts of dishonesty including but not limited to the following:
    • engaging or participating in cheating, plagiarism, or other forms of academic dishonesty (students committing acts of academic dishonesty are also subject to academic sanctions).
    • furnishing false information to any CCS official/office or outside source regarding CCS or a CCS community member.
    • forging, altering, or misusing any CCS document, record, or instrument of identification.
    • tampering with the election of any CCS-recognized student organization.
    • attempting to represent CCS, any recognized student organization, or any official CCS group without the explicit prior consent of the officials of that group.
  17. Gambling on CCS property or engaging in unauthorized canvassing or solicitation.
  18. Engaging in acts of theft, misuse or abuse of the CCS computer network, including but not limited to:
    • unauthorized entry into a file, to use, read, or change its contents.
    • unauthorized transfer, deletion or storage of a file(s).
    • unauthorized use of another person’s login/password.
    • use of computing facilities/networks to interfere with the work of another.
    • use of computing facilities/networks to send inappropriate or obscene messages.
    • use of computing facilities/networks to interfere with the normal operation of CCS.
  19. Possessing, distributing or being under the influence of cannabis (marijuana) or any State or Federally controlled substance except as expressly permitted by law.
  20. Possessing, distributing or being under the influence alcohol except as expressly permitted by law and CCS policy.
  21. Engaging or participating in abuse of the campus judicial system, including but not limited to:
    • falsifying or misrepresenting information before a CCS official.
    • disrupting or interfering with the orderly conduct of a judicial proceeding.
    • instituting a judicial complaint knowingly without cause.
    • attempting to discourage an individual’s proper participation in, or use of, the judicial proceeding.
    • attempting to influence the impartiality of a CCS official prior to, during, and/or after a judicial proceeding.
    • harassing (verbal or physical) and/or intimidating a CCS official prior to, during, and/or after a judicial proceeding.
    • failing to comply with the sanction(s) imposed under the Code of Student Conduct.
    • influencing or attempting to influence another person to commit an abuse of the campus judicial system.
  22. Planning, directing, or committing acts of hazing, defined as any activity which willfully or recklessly endangers the physical or mental health of an individual or subjects an individual to ridicule, embarrassment, or unlawful activity for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in, an officially or unofficially recognized group or organization.
  23. Committing violations of rules and regulations duly established and promulgated by other CCS departments.
  24. Desktop (non-portable) vaporizers are not permitted to be used inside CCS Academic Facilities or Residence Halls. Portable vaporizers are permitted to be used in common areas of the building provided that the do not create a distraction or nuisance to the educational environment or other CCS community members.
  25. The deletion or destruction of digital files, another student’s artwork or college property is prohibited. Students must refrain from altering work that does not belong to them, regardless of the date the piece was created or location.

Attendance

Regular class attendance is essential for learning and academic success. Students are expected to attend all class meetings, on time and for the full duration, and be prepared to work on that day’s assignment. Faculty are responsible for establishing an attendance policy for each of their classes and for outlining that policy on the course syllabus. Students are responsible for knowing the attendance policy for their class and adhering to those requirements. Exceptions to an instructor’s attendance policy should be discussed with that instructor.

CCS Students using veterans’ benefits will have attendance monitored throughout the semester for reporting purposes to the Department of Veterans Affairs (DVA).

Related Forms

ABSENCE EXPLANATION FORM