Student Handbook

Students have an opportunity to participate in the college’s governance processes through membership on campus committees, the College Senate, and the Student Government Association. Students are encouraged to seek appointment to committees with student representation, since student input is important in developing issues and concerns that affect the PVCC community.

For more information on these committees contact the office of the Dean of Student Affairs.

STUDENT SERVICES

The purpose of the student services is to assist students in achieving their educational and career goals and to provide opportunity to enhance interpersonal skills, expand personal awareness, and promote community involvement.

Student Development Services Objectives:

The Dean of Student Affairs manages the functions and services listed with assistance from the Senior Director of Advising and Transfer, Director of Financial Aid, the Registrar, the Senior Director of Student Success, the senior Director of Outreach and Admissions.

The Dean of Student Affairs reports to the Vice President for Instruction and Student Affairs, who administers both academic and Student Affairs policies college wide.

Admissions and Advising Center

MyPVCC

MyPVCC, the student information system (SIS), enables students to complete numerous transactions online. A student’s ID (EMPLID) and passwords are provided at the time that the student completes an application and allow access to online services. Online services are convenient and secure.

Using MyPVCC students may:

ADMISSIONS AND DOMICILE

Please refer to the section on Tuition Appeal Process.

ENROLLMENT

Enrollment procedures and class times are published each semester in the schedule of classes, available online at www.pvcc.edu several weeks before enrollment. The schedule is usually available about four to six weeks prior to the beginning of classes. Questions about enrollment not answered in the schedule of classes should be directed to the Admissions and Advising Center. Students are responsible for assuring that their enrollments are what they intend and that adds, drops, swaps, and withdrawals are implemented as expected.

The enrollment period begins several weeks to several months prior to the beginning of classes and is available online for students who have completed the admissions process. Students are encouraged to enroll early. Schedules may be adjusted by adding, dropping, and/or swapping classes throughout the enrollment period. After the add/drop period, a student may drop classes or withdraw completely only in accordance with regulations stated in the current college catalog.

Students are urged to promptly report any changes in status online using MyPVCC or at the Admissions and Advising Center so official records are accurate and up to date. Address and telephone number changes are especially important so that correspondence from the college can reach you without delay. Please note that international students are required to notify the dean of Student Affairs and the Immigration and Naturalization Service of any address changes within five days.

Advising Services

The college provides a strong advising program to assist students in making sound decisions regarding occupational, educational, and personal goals. Advisors are trained professionals that help both new and continuing students explore their options, help monitor academic programs, and suggest strategies to improve student success. Advising services are provided by full time advising staff and faculty advisors that rotate through the Admissions and Advising Center

All students are also encouraged to seek information and assistance from the Admissions and Advising Center with academic, career planning and curricular planning for graduation.

Advisors provide support services by aiding in a student’s curriculum choice, by providing individual and group counseling sessions, and by acting as a resource to faculty in their advising and instructional functions.

If students should require assistance beyond the scope of the services of the counseling staff, referral to other qualified persons or agencies will be offered.

CRISIS MANAGEMENT AND REFERRAL

PVCC has a plan that ensures that any student in the midst of a crisis will receive intervention and, if necessary, referral to appropriate agencies and healthcare providers.

Student Affairs staff are also available to assist students in recognizing and dealing with problems that may affect their academic progress. Students that are experiencing symptoms should go to the Admissions and Advising Center to schedule an appointment. The college also maintains a virtual teletherapy program through TimelyCare that is available to students at www.timelycare.com/vccs. The college has also established a cross-disciplinary Threat Assessment Team that identifies potential threats and concerns and provides interventions, support, and referrals.

Orientation/Student Success Course (SDV)

An orientation program is offered to assist students in making a success of their experience at Piedmont Virginia Community College. The orientation program generally begins before enrollment when students are asked to meet with an advisor for an intake session.

Students in all associate degree programs and some certificate programs are required to take a one-credit SDV elective. First-time college students should take a student development course during their first semester. SDV courses provide information and skills to help students succeed at college and assist in students’ educational, career, and life planning. Staff and faculty members serve as instructors of student development courses.

New Student/Undecided Student Advising

New students and undecided students receive their general course advising through the Admissions and Advising Center. Student Affairs specialists provide assistance in general advising and course selection. Admissions and Program Advisors, faculty and counselor also assist students in developing an educational goal and in selecting appropriate courses.

Transfer Planning

Students can access comprehensive transfer services in the Admissions and Advising Center. Advisors help students choose a transfer institution, select an appropriate PVCC program of study, make application to 4-year schools and select transfer courses. The Director of the Advising and Transfer Programs supervises these transfer services. For a complete list of transfer services go to: www.pvcc.edu/transfer/transfer.asp .

STUDENT ACCESIBILITY & ACCOMODATIONS DISABILITY SERVICES

The college is committed to the goal of providing each qualified student an equal opportunity to pursue a college education regardless of disability. Efforts will be made toward meeting reasonable requests for services to students with disabilities eligible under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA).

In order to qualify for accomodations, the student must provide clear and specific evidence that documents a formal diagnosis of a disability from a qualified professional.

All information obtained in diagnostic and medical reports will be maintained and used in accordance with applicable confidentiality requirements. College policy reclassifies any student not enrolled for three full years as inactive. Records of inactive students will not be maintained.

Requests for academic accommodations need to be received with sufficient notice to consider the request and arrange for appropriate services. Students should make every effort to submit requests at least two weeks prior to the time they will need the service. Students requesting sign language interpretation for their classes are asked to make requests at least four weeks prior to the time that classes begin.

Further information is available at the Admissions and Advising Center.

VETERANS BENEFITS AND SERVICES

PVCC provides educational opportunities for qualifying veterans, active-duty military personnel, Selected Reserves, National Guard, Coast Guard, military family members and Department of Defense employees. All associate degree programs, certificate and career studies certificates (credit programs) at PVCC are approved by the Virginia Department of Education for the payment of veterans educational benefits as allowed by the U.S. Department of Veterans Affairs (VA).

The Veterans Services Office at PVCC orients military and veteran students to anu unique admissions and registration requiremnets, makes referrals to appropriate services and helps make connections to both college and community resources. The VSO provides a wide variety of veterans education and transition services to help students succeed in their educational endeavors. Assistance in acquiring, completing, and submitting necessary forms to the VA is available. Support includes coordination of services related to assistance with VA education benefits, domicile determination, placement, course registration and certification of enrollment to VA. Questions related to veteran’s education and transition services can be addressed by contacting the Veterans Services Office in the Admissions and Advising Center and speaking with the Military & Veterans Advisor. The Military & Veterans Advisor also assists students with developing an educational plan to meet with goals, provides guidance for maintaining VA requirements for benefits, advises GI Bill recipients on the required courses consistent with VA regulations and monitors academic progress toward degree or certificate completion.

Specific questions regarding individual eligibility for educational benefits or VA policies and procedures may also be directed to: Department of Veteran Affairs, P.O. Box 4616, Buffalo, NY 14240-4616. Telephone: 1-888-442-4551. Website: www.gibill.va.gov.

To be certified for VA educational benefits, eligible students will be required to submit required documents and forms. Students using their benefits for the first time must complete the Application for VA Educational Benefits (VA Form 22-1990) and provide an original certified copy of their discharge papers (DD-214). Students who believe they are eligible for dependent’s educational benefits should complete an Application for Survivors’ and Dependents Educational Assistance (VA Form 22-5490). Veterans who have used their benefits at another school must complete a Request for Change of Program or Place of Training (VA Form 22-1995). All applications can be completed online via the GI-Bill web site: www.gibill.va.gov.

VA Educational Benefits:

More information about VA educational benefits, veterans’ education and transition services is available in the Veterans Services Office. Student should contact the Veterans Advisor for more information on these programs. Additionally, the current college catalog provides more details on admissions to a curriculum, credit for prior training, satisfactory progress, and other area of concerns to all students.

The Veterans Services Office is located in room M132E next to the Financial Aid Office during college general operating hours and the Veterans Advisor is available by appointment. Appointments may be scheduled by visiting the Admissions and Advising Center or via phone at 434.961.5264. Please visit our webpage at: www.pvcc.edu/admissions/veterans_educational_benefits.php.

CAREER SERVICES

Career Services at PVCC offers a comprehensive program to help students realize their academic and career goals through career assessment and exploration activities. Career Services will assist students in both understanding their strengths, interests, personality, values, and skills in relation to potential career options and programs of study offered at PVCC. Career Services include career counseling, seminars and workshops, , resume writing, career and job fairs, portfolio preparation and on-campus recruitment. Contact Career Services at careers@pvcc.edu or call 434.961.5264.

Employment

In addition, Career Services will assist students in preparing for the workforce by developing job seeking skills and participating in experiential learning activities. Whether students are seeking an internship, work study opportunity, or a job, Career Services will help them connect with area businesses. Career Services provides various job search resources including PVCC JobNet where students can post their resume and search for employment.

ADMISSIONS AND ADVISING CENTER

The Admissions and Advising Center is the central point of contact for admissions and academic advising services for new and current students at the college. The Admissions and Advising Center staff welcomes and orients new students to the admissions and registration process, refers students to appropriate services, and helps all students make connections to college resources. The staff assists current students with monitoring their academic progress and degree or certificate completion and advises them during the course selection process. Any student who is interested in transferring to a 4-year college or university is encouraged to visit the Admissions and Advising Center to explore the transfer opportunities and learn more about the transfer requirements of specific colleges and universities. An advisor is available in the center by appointment or walk-in during regular business hours. The Admissions and Advising Center is located near the south entrance of the Main Building.

STUDENT FINANCIAL AID

General

It is the desire of the college that no qualified student should be denied the opportunity of enrollment because of financial need.

The Financial Aid Office and campus financial aid specialists provide students with counseling, applications, and information about state, federal, and institutional sources of financial assistance including loans, grants, scholarships, and work-study. Assistance is available to qualified students who enroll in at least one course of an eligible academic plan. Application for state, federal, and most institutional programs require completion of the Free Application for Federal Student Aid (FAFSA) for the appropriate award year.

Detailed information on scholarships, grants, loans, on- and off-campus and community service employment, and applications may be obtained from the Financial Aid Office. Information may also be found in the current college catalog and on PVCC Web site.

Financial Aid Policy of Satisfactory Academic Progress

To be academically eligible for student financial assistance, a student must be making satisfactory academic progress toward his/her degree or certificate program. To accurately measure a student’s progress, the PVCC Financial Aid Policy of Satisfactory Academic Progress will incorporate a qualitative (GPA) measure of progress, a quantitative (Completion Rate) measure of progress, and a time (150% Rule) measure of progress. This policy became effective July 12, 2005.

GPA Requirements (GPA Rule)

In order to remain eligible for financial aid, students must meet minimum cumulative grade point average requirements. Only non-developmental courses with grades of A, B, C, D, and F are included in this calculation. Transfer credits are excluded. In order to graduate, a minimum cumulative grade point average of 2.0 is required.

Total Number of Credits Attempted

Completion Rate (67% Rule)

Students must receive satisfactory grades in 67% of cumulative credits attempted. This evaluation is made prior to financial aid being awarded and after grades are posted at the end of each semester a student is enrolled at the College. Credits with satisfactory grades are those for which a grade of A, B, C, D, S or P is earned. Developmental and ESL coursework are included in this calculation. Accepted transfer credits will be counted as both attempted and completed.

Maximum Hours (150% Rule)

In order to continue to receive financial aid, a student must complete his or her program of study before 150% of the credits required have been attempted. Developmental and ESL course work are excluded in this calculation. Attempted credits from all enrollment periods plus all accepted transfer credits are counted. All terms of enrollment are included whether or not the student received financial aid and regardless of the age of the coursework.

Developmental and ESL Courses

Students may receive financial aid for a maximum of 30 semester hours of Developmental Studies courses as long as the courses are required as a result of placement testing, the student is in an eligible program of study, and satisfactory academic progress (SAP) requirements continue to be met. ESL credits are unlimited in numbers as long as they are taken as part of an eligible program and SAP requirements continue to be met.

Financial Aid Warning Status (WS)

Students who fail to meet satisfactory academic progress (SAP) for the first time will be automatically placed in a Warning Status for one (1) term and are expected to meet satisfactory academic progress (SAP) requirements by the end of that term. Students who fail to meet satisfactory academic progress requirements at the end of the warning status term will lose their eligibility for financial aid.

Financial Aid Probation Status (PS)

Students who have successfully appealed the loss of their financial aid are placed on probation. Students on probation are eligible to receive financial aid for one (1) semester, after which they MUST be meeting all of the satisfactory academic progress standards OR the requirements of an academic progress plan that was pre‐approved by the Financial Aid Office.

Financial Aid Suspension Status (SS)

Students who do not meet the credit progress schedule and/or the cumulative grade point average standard, or who fail to meet the requirements of their pre‐approved academic progress plan will be placed in suspension status and are not eligible for financial aid.

Repeated Coursework

Students can repeat courses with financial aid until successfully completed. There is no limit assuming all other SAP requirements are met. Students may only repeat a passed course once as long as it is in order to meet an academic standard (i.e., a higher grade is required for their program of study). Repeated coursework will be included in the evaluation of completion rate and maximum timeframe. Only the latest grade will count towards the cumulative grade point average.

Appeals

Under certain circumstances, students who fail to meet satisfactory academic progress (SAP) standards and lose eligibility for financial aid can appeal the financial aid suspension (SS). Appeals will be evaluated by the Financial Aid Office and all decisions are final.

A link to the complete Satisfactory Academic Progress (SAP) Policy can be found at: http://www.pvcc.edu/docs/policies/policy_satisfactory_academic_progress.pdf

PRIOR PERIODS OF ENROLLMENT

All of the qualitative and quantitative standards of progress must be applied to all prior period(s) of enrollment. Federal regulations require that a student must be in compliance with the school’s satisfactory academic progress policy before receiving a financial aid award. These guidelines must be applied to any student requesting financial aid, even if the student did not receive financial aid in the past.

PLEASE NOTE: Students who have defaulted on a federal student loan or owe a refund on a federal grant will not be eligible, nor will they receive any future financial aid until the loan or grant obligation is satisfied.

ADDITIONAL POLICIES GOVERNING SATISFACTORY ACADEMIC PROGRESS (SAP) AT PIEDMONT VIRGINIA COMMUNITY COLLEGE

When a Title IV (Federal Student Aid) recipient completely withdraws, drops out, or is expelled after receiving a disbursement, the college will determine whether the student has received an overpayment. If the federal aid disbursed exceeds the amount earned, the unearned funds must be returned. The college will calculate this amount based on a federally mandated formula and will notify the student. The percentage of federal aid earned is equal to the percentage of the period of enrollment completed as of the student’s withdrawal date. If this date occurs after the 60 percent point, 100 percent of the aid is considered to have been earned. Federal work-study earnings are not included. Loans will be repaid by the student in accordance with the terms of the promissory note.

The college will notify the student of the amount owed and will attempt to collect the repayment to federal student aid programs. If the student does not pay the determined amount, he or she will be ineligible for further federal student aid and will be reported as being an overpayment. The student may be referred to the U. S. Department of Education for collection for failure to pay or failure to make payment arrangements. Payments that are collected from the student will be returned to the appropriate program accounts within 30 days of receiving the student’s repayment. Repayments will be distributed in the following order: Unsubsidized Stafford Federal Direct Loans; Subsidized Stafford Direct Loans; Federal Direct PLUS Loan Program; Federal Pell Grant Program; Federal Supplemental Educational Opportunity Grants Program; and other Title IV programs.

Students withdrawing will have their academic progress evaluated and, even though a student may have repaid part or all of an award, failure to make satisfactory academic progress could result in loss of aid in future semesters.

Recalculation of Awards/Repayment for Non-Attendance

If a student fails to begin attending any class, financial aid awards will be recalculated. This may occur at any point during the semester/term that the Financial Aid Office is made aware of the situation, and it may affect a student’s enrollment status. In most cases, however, calculation of the award will be based on enrollment status on the last day to drop with a tuition refund.

Work-Study Opportunities

The college offers both on- and off-campus, part-time employment opportunities for students who qualify for the federal or work-study programs. Federal work-study is a need-based program and students are awarded work-study based on eligibility and funding. Student who has been awarded work-study may access a list of available positions at http://www.pvcc.edu/career_services/work_study_orientation.php

STUDENT ACTIVITIES

The student activities program seeks to assist students and the faculty in reaching the goal of integrating a variety of educational, cultural, recreational, and social experiences with the college instructional program.

Types of student activities include the following: student government, publications, intramurals and recreation, dramatic activities, political organizations, professional and service organizations, and music activities. All student clubs and organizations work with an advisor or sponsor from the faculty and administration.

ACTIVITIES CALENDAR

The Office of Student Engagement and College Life maintains an activities calendar. All campus-wide activities and events of interest to the college generally appear on the calendars. All events sponsored by campus groups must be scheduled through that group’s advisor. These will appear on the activities calendar. Dates of activities will also be posted on the college Web site calendar.

PUBLICITY

Student organizations are responsible for their own on-campus publicity for activities. On-campus publicity must be approved by the organization advisor. Students should check with the Student Activities Office for details concerning other publicity policies. The avenues for publicity include flyers on bulletin boards, AXIS TV, The Forum, and occasionally student wide emails.

PUBLICATIONS

A student, group, or organization of the college may not distribute written material on campus without prior approval of the faculty advisor or Coordinator of Student Engagement and College Life. Approval shall be granted unless the material is libelous, obscene, or preaches the disruption of normal college activities. Editorial freedom of the student press entails a corollary obligation under the canons of responsible journalism. All student communication shall explicitly state on the editorial page that the opinions expressed are not necessarily those of the college or its student body.

EXPRESSIVE ACTIVITY POLICY

The purpose of this policy is to set out the policy and procedures that will govern all expressive activities on campus. This policy applies to all buildings, grounds, and other spaces owned or controlled by Piedmont Virginia Community College (PVCC). The term “expressive activity” includes:

College property is primarily dedicated to academic, student life, and administrative functions. However, it also represents the vitally-important function of providing a “marketplace of ideas,” and especially for students, many areas of campus represent a public forum for speech and other expressive activities. PVCC will place restrictions on expressive activities occurring indoors that are likely to create a significant disruption to normal college operations, but the outdoor areas of campus remain venues for free expression, including speeches, demonstrations, and the distribution of literature.

Indoors or outdoors, PVCC shall not interfere with the rights of individuals and groups to the free expression of their views or regulate their speech based on its content or viewpoint. Even though PVCC has established reasonable time, place, and manner restrictions on expressive activity in order to prevent significant disruption of normal college operations, such restrictions are content-neutral, narrowly tailored to serve a significant college operational interest, and allow ample alternative channels for communication of the information.

No event or expressive activity shall be permitted to violate or hinder the rights of others within the campus community or substantially disrupt normal college operations. Hindering the rights of others, however, shall not be defined as promoting ideas that others find disagreeable, offensive, or even repulsive. Promoting unpopular ideas is fully protected. Examples of hindering the rights of others include, but are not limited to, preventing others from expressing their views; threatening violence against another person (something more than hypothetical) or engaging in violent acts; acting aggressively to try to force others to take leaflets or brochures after the person has declined; blocking others’ paths anywhere on campus; and other similar acts to deprive others of their rights.

(a)Responsibilities

The Vice President for Finance and Administrative Services shall be responsible for implementing the policy and is the appropriate official to receive inquiries about the policy.

(b)Procedures For Reserving Campus Facilities

1) If students, student organizations, or college employees desire to reserve campus facilities, they shall submit their requests to the office of the Vice President for Finance and Administrative Services. Requests must be made with at least 48 hours’ notice. Under extraordinary and rare circumstances, more notice may be required to allow for sufficient logistical support and to ensure the safety and security of the campus. No facility request will be denied due to the nature of the topic to be discussed. Requests may only be denied for the reasons listed under #5 below.

2) If individuals or organizations who are not members of the college community (i.e., not students, student organizations, or college employees) desire to reserve campus facilities, they must be sponsored and/or approved by a recognized student organization or the College to conduct expressive activities or events on campus. These individuals or organizations shall submit their requests for sponsorship or approval consistent with PVCC Policy II-100.0. No facility request will be denied due to the nature of the topic to be discussed. Requests may only be denied for the reasons listed under #5 below.

3) The college will assess appropriate fees for equipment and facility use to users who are not members of the campus community, as per PVCC Policy II-100.0. Reasonable security fees will be assessed to defray the actual costs of providing security when the size of the audience may pose a risk to safety. Security fees shall not be assessed based on the anticipated reaction to the expressive activity.

4) Facilities available for use are available only during normal operating hours or as otherwise posted. Any and all expressive activities must not create noise levels that interfere with students’ ability to study and learn in the classroom, library, and other rooms or that interfere with the ability of the college to conduct normal operations on behalf of students.

5) Students, student organizations, and college employees may request to reserve cam­pus facilities on a first-come, first served basis. These requests may be denied for the following reasons only:

a. The requested venue is an indoor facility that the college has designated as not available for expressive activity as listed below;

b. The requested venue is an indoor facility and the request conflicts with restrictions enacted pursuant to #4 above;

c. The venue is already reserved for another event;

d. The activity will attract a crowd larger than the venue can safely contain;

e. The activity will substantially disrupt another event being held at a neighboring venue [1];

f. The activity will substantially disrupt college operations (including classes);

g. The activity is a clear and present threat to public safety, according to the col­lege’s police or security department;

h. The activity will occur during college examination periods; or

i. The activity is unlawful.

6) During an event, the student, student organization, or college employee requesting the reservation is responsible for preserving and maintaining the facility it reserved. If it causes any damage to those facilities, the person(s) or organization (and its officers, if applicable) shall assume full responsibility.

7) When assessing a request to reserve campus facilities, the college will not under any circumstances consider the content or viewpoint of the expression or the possible reac­tion to that expression. The college will not impose restrictions on external groups, students, student organizations, or college employees due to the content or view­point of their expression or the possible reaction to that expression. In the event that other persons react negatively to a student’s, student organization’s, college em­ployee’s, or external group ‘s expression, college officials (including college police or security) shall take all necessary steps to ensure public safety while allowing the expressive activity to continue.

(c)Spontaneous Expressive Activity

1) For outdoor campus facilities and areas, students, student organizations, and their sponsored guests may freely engage in spontaneous expressive activities as long as they do not (a) block access to campus buildings, (b) obstruct vehicular or pedestrian traffic, (c) substantially disrupt previously scheduled campus events, (d) substantially disrupt college operations, (e) constitute unlawful activity; or (f) create a clear and present threat to public safety, according to the college’s police or security department.

2) The Bolick Student Center, North Mall Meeting Room, Dickinson Theater, and Fried Community Room are indoor areas that are available for spontaneous expressive activity, as long as noise levels do not become excessive to the degree that it interferes with classrooms and labs, the library, and offices in their ability to operate efficiently. Because of the configuration of the Bolick Student Center, it will not be available for any expressive activity, spontaneous or otherwise, that requires it to be blocked off from other areas during the activity because of the significant disruption in college operations this would create.

(d)Areas Not Available For Expressive Activity

The following indoor areas/facilities are not available for expressive activity:

(e)Banners And Distribution of Commercial Materials

1) Banners used in expressing speech should be stand-alone, should comply with the provisions of this policy, and cannot be used to block, obstruct, or otherwise deny access to any pedestrian, block or obstruct vehicular traffic, deface any college or private property, create safety hazards, or require employees to assist with their deployment.

2) Distribution of commercial as well as non-commercial advocacy advertising or the placement of commercial and non-commercial material must follow PVCC Policy II-40.0, and is prohibited in the following areas:

STUDENT ACTIVITY FUNDING

Student activity funding is established to support all entities of the student activity program. The funds are derived from the college local revenue account which is in part generated from student activity fees. This fund is operated and controlled by the PVCC Board under methods and procedures established by the Virginia Community College System and approved by the state auditor. During spring semester, budget requests are submitted and upon approval by the president’s cabinet and the PVCC Board, monies are allocated for the ensuing year.

STUDENT GOVERNANCE

Students at the college are involved in student governance in many different ways. College-wide committees consisting of faculty, staff, and administration also include student members. The College Senate has three permanent seats for students and one for a student alternate.

In addition, students are primarily represented by the Student Government Association. The SGA has representation from all student clubs/organizations, the College Senate, and at-large student members. The Student Government constitution describes in detail the purpose and structure of this organization.

STUDENT ORGANIZATIONS

Organizations may be established, as hereinafter provided, within the college for any legal purpose. Affiliation with an extramural organization such as a national society shall not, in itself, disqualify the college branch or chapter from institutional privileges.

  1. Full membership lists, including a list of officers of each student organization and copies of the organization’s mission statement will be filed and maintained with the college student activities director.
  2. Private clubs, private associations, social fraternities, and social sororities will not be recognized by the college.
  3. All organization funds will be deposited with and expended through the PVCC Business Office and are subject to policies, procedures, and regulation pertaining to such funds as established by the State Board for Community Colleges.
  4. Recognition of an organization implies neither college approval nor disapproval of the aims, objectives, and policies of the organization. Recognition means only that the organization may use college facilities and receive other support as provided by college policies.
  5. Any organization that engages in illegal activities on or off campus may have sanctions imposed against it including admonition, probation, or withdrawal of college recognition.
  6. There must be a full-time faculty or staff advisor for each student organization.
  7. College facilities may be assigned to student organizations and community civic groups for regular business meetings, social programs, and all programs open to the public, unless in the opinion of the president, the group or the planned program poses a serious threat to the continued well-being and safety of the college.
  8. Reasonable conditions may be imposed to regulate the timeliness of requests, to determine the appropriateness of the space assigned, to regulate time and use, and to insure proper maintenance.
  9. An individual, group, or organization may use the college name only with the expressed authority of the college.
  10. Student organizations, including their officers and members, have no authority to speak for the college or commit the college to any agreement or undertaking. The college reserves the right to supervise on-campus activity but does not assume any obligations to do so.

POLICIES AND PROCEDURE FOR RECOGNITION OF STUDENT GROUPS

The following policies and procedures regarding the development of student groups are established to provide an orderly and timely process of official recognition to those groups organized to provide a particular service in keeping with the college’s missions and goals. It is recognized that small groups of students may wish to meet, often on a short-term basis, to support a particular curricular or service interest. Because of the informal or temporary nature of the group, development of a mission statement may not be necessary. Such an interest group may be formed as noted in Section A of the following procedures. Those student groups anticipating a more continuing function and seeking college funding will go through a process of official recognition as a college organization.

Recognition as a College Organization

1. Initiating the Process

  1. Any group of students wishing to form a recognized club or organization should contact the Coordinator of Student Engagement and College Life and obtain the necessary forms from the student activities director and manual.
  2. An application for full recognition and a mission statement shall be completed and approved by the student activities director and the dean of Student Affairs. Notice of approval or disapproval of the application will be made by the student activities director.
  3. An organization advisor designated from the full-time college teaching, administrative faculty, or staff will be required.
  4. Until recognition has been granted, the group will not be allowed to use the college name in its title and no college funds or services will be provided to the group. However, the campus locations for meetings and activities may be designated.
  5. The group may sponsor revenue-producing activities.
  6. Funds collected or disbursed must be accounted for according to college and state fiscal policies.

2. Final Processing

  1. As soon as the mission statement is reviewed, and an advisor is secured the club may become active and enjoy all the privileges for clubs and organizations.
  2. Once an organization has been fully recognized, it may utilize funds for approved purposes. If a club missed the deadline for requesting funds for an academic year it may request seed money from the Office of Student Activities.
  3. Approved use of money and activities and all other information pertinent to having a successful club can be found in the student activity manual. This manual can be obtained from the Coordinator of Student Engagement and College Life.
  4. Accountability of aforementioned funds is critical and as stated in the student activities manual is a major parameter for disbursement of funds the following year.

Loss of Recognition

Possible reasons for loss of recognition are:

Procedure Following Loss of Recognition

Funds accrued in the organization’s account will revert back to the student activities account. An organization may be declared inactive and lose recognition by the Dean of Student Affairs and Coordinator of Student. Engagement and College Life. Appeal of this action may be submitted to the Student Government Association, Dean of Student Affairs and Coordinator of Student. Engagement and College Life.

OFFICE OF CAMPUS ENGAGEMENT AND STUDENT LIFE

This office is responsible for coordinating and implementing the policies and procedures pertaining to the operation of campus organizations and activities. In addition to assisting the Student Government (where applicable), student publications, and clubs, the Student Activities Office helps individual students, informal groups, and faculty and staff to develop new activities and services to meet the needs of the campus community. Contact this office to find out what types of programs have been established at PVCC.

If students see a need that is not being met, they are encouraged to tell someone about it, or better yet, DO something about it. Suggestions and requests for social, cultural, recreational, and co-curricular activities are most welcome.

STUDENT PUBLICATIONS

Students are responsible for developing student publications that respond to the needs of the College. PVCC has a newspaper, The FORUM.

PRIVACY OF STUDENT RECORDS

The college is obligated to annually notify students of the Family Educational Rights and Privacy Act of 1974, Sec. 438, Publ. L. 90-247, as amended, which sets forth requirements governing protection of a student’s right to privacy in educational records, and which affords students the right to inspect such records.

If a student believes the college has failed to comply with the above Act and/or regulations, he/she may file a complaint with the U. S. Department of Education; or alternatively, he/she may follow the college’s procedures by contacting the dean of Student Affairs. The college has adopted a policy that summarizes in greater detail student rights under the Act and regulations and describes a procedure for handling alleged violations of the above Act and/or regulations. Upon written request, a student may obtain a copy of the policy (or any page of his/her records, except transcripts from other institutions). Such requests shall be filed with the Admissions and Advising Center.

Every effort is made to protect the privacy and confidentiality of student records. A student’s official academic records, supporting documents, and other records are maintained by appropriate members of the college administration. Separate files are maintained for academic and general education records, records of disciplinary procedures, medical records, job placement records, financial aid records of disciplinary procedures, medical records, job placement records, financial aid records, and student activities records. The registrar is responsible for the maintenance of all records.

STUDENT RECORDS DISCLOSURE TO FACULTY AND ADMINISTRATION

Disclosure of student records to faculty and administrative officers shall be only for (1) internal educational purposes, (2) routine administrative and statistical purposes, or (3) legitimate inquiries made by faculty instructors pertinent to the specific instructor’s need to review a student’s background information in order to adequately instruct and guide the student in a specific academic area.

STUDENT RECORDS DISCLOSURE TO PERSONS OUTSIDE THE COLLEGE

The following is considered “directory” information and may be given to any inquirer unless a student specifically requests the Admissions and Advising Center to withhold such information by completing campus personal information - privacy settings in the Student Information System. Additional information is available in the Admissions and Advising Center.

  1. Whether or not a student is or has been admitted and/or enrolled at PVCC. Beginning and ending dates of attendance may be given.
  2. Credit enrollment status, i.e., less than ½ time, ½ time or full-time.
  3. Curriculum in which the student is currently enrolled.
  4. Degrees or certificates awarded
  5. Honors received
  6. Date of graduation.

Other information that is part of a student’s records will not be released to anyone outside the college without the student’s prior written consent except as noted here:

  1. Information requested under a court order or subpoena (an effort will be made to contact the student prior to the release of such information).
  2. Certain federal and state authorities as noted in the Family Education Rights andPrivacy Act of 1974 (including the secretary of the Department of Education, the comptroller general of the United States, and certain state educational authorities).
  3. In connection with a student’s application for or receipt of financial aid.

Requests from research agencies or individuals making institutionally approved statistical studies may be approved without a student’s prior approval, provided no information revealing a name or Social Security number is to be published.

STUDENT REVIEW OF RECORDS

A student is guaranteed access to his/her permanent educational record, subject only to reasonable regulation as to time, place, and supervision. A student should direct requests to review educational records to the Admissions and Advising Center. Please note that copies of transcripts from other institutions may not be given to a student but that review of such transcripts is possible.

Students should contact the Admissions and Advising Center to question the content of their educational records. Further appeal should be directed in writing to the dean of Student Affairs as a final appeal. Student access to the financial records of parents through the student financial aid file is not permitted.

STUDENT RECORDS RETENTION

Official student academic records, financial aid data and applicant materials and documents are maintained by the college during a student’s enrollment and for a specified period after enrollment. Some records such as courses attempted, grades, etc., are maintained permanently (electronically) in the college’s computer systems. Documents related to admission and enrollment, such as the application for admissions, are maintained by the college. The retention period varies by document, with the longest retention period being five years subject to audit. Contact the Admissions and Advising Center for details on this policy.

USE OF STUDENT PHOTOGRAPHS

Photographs taken of an individual student or groups of students, for example, in classrooms, student lounge areas, and outdoors on campus, may be used by the college for release to newspapers or other media and for reproduction in PVCC publications. If a student is included in such photographs, he/she will not be identified by name or position and will not have his/her name released to outside individuals or organizations without prior written permission.

MYPVCC STUDENT ID NUMBER

The MyPVCC student ID number is used throughout a student’s college career to identity him/her in the Student Information System (SIS) and college records. The SIS assigns 7-digit Student ID number at the time students apply for admission.

Applicants for financial aid are required to provide Social Security numbers. Pell Grant program applicants are advised that Social Security numbers are required by the U. S. Department of Education when processing applications. Also, student requesting deferments for previous loans are advised that the Social Security number is required.

GENERAL INFORMATION

ACADEMIC HONORS

Vice President’s List

Students will be placed on the Vice President’s List for achieving a semester grade point average of 3.2 or higher and earning a minimum of 12 credit hours, with no grades less than C.

President’s List

Students will be placed on the President’s List for achieving a semester grade point average of 3.8 or higher and earning a minimum of 12 credit hours, with no grades less than C.

To be eligible for grading term honors, students must have 12 credits in graded courses (A, B, C).

Students achieving grade honors listed on PVCC’s website and announced in the Daily Progress newspaper.

ACADEMIC STANDING

Students are considered in good academic standing if they maintained a semester minimum GPA of 2.00, are eligible to re-enroll at the college, and are not on academic suspension or dismissal status.

The college will send students official notification by letter when they are having academic difficulty. Students will be given an appropriate period of time to show improvement. The college may determine that a student is best served by being prevented from further enrollment for a period of time if he/she shows no academic improvement.

The college provides the following official indications of academic difficulty:

If a student fails to maintain a minimum GPA of 2.00 for any semester or fails any course, he/she will receive an academic warning.

If a student fails to maintain a minimum cumulative GPA of 1.50, he/she will be placed on academic probation until his/her GPA reaches 1.50 or better. The statement “Placed on Academic Probation” will be included on the student’s permanent record. The student will be ineligible for appointive or elective office in student organizations and usually will be required to carry less than a normal course load the following semester. While on academic probation the student is required to consult a counselor. An average between 1.50 and 1.99 may not result in formal academic probation; nevertheless, a minimum of 2.00 in a student’s curriculum is a prerequisite to the receipt of an associate. Part-time students will not be placed on academic probation until they have attempted 12 semester credit hours.

If a student is on academic probation and fails to attain a minimum GPA of 1.50 for the next semester, he/she will be placed on academic suspension. Academic suspension normally will be for one semester unless the student applies and is accepted for readmission to another curriculum of the college. The statement “Placed on Academic Suspension” will be included on the student’s permanent record.

If a student is informer that he/she is on academic suspension, he/she may submit an appeal in writing to the dean of Student Affairs for reconsideration of the case. After termination of the suspension period, a student must meet with the dean of Student Affairs to be reinstated. Students will not be placed on suspension until 24 semester credit hours have been attempted.

Following reinstatement after academic suspension, a student must achieve a minimum 2.00 GPA for the semester. He/she must maintain at least a 1.50 GPA in each subsequent semester of attendance. A student remains on probation until his/her overall GPA is raised to a minimum of 1.50

If a student does not maintain at least a 2.00 GPA for the semester of reinstatement to the college when on academic suspension, he/she will be academically dismissed. If a student has been placed on academic suspension and achieves a 2.00 GPA for the semester of his/her reinstatement, he/she must maintain at least a cumulative 1.50 GPA in each subsequent semester of attendance. The student will remain on probation until his/her cumulative GPA is raised to a minimum of 1.50. Failure to attain a cumulative 1.50 GPA in each subsequent semester until a student’s cumulative GPA reaches 1.50 will result in academic dismissal.

Academic dismissal normally is permanent unless, with good cause, the student reapplies and is accepted under special consideration for readmission by the dean of Student Affairs. The statement “Academic Dismissal” will be placed on the student’s permanent record.

  1. College Procedures for Students Academically Suspended or Dismissed

The procedures listed below apply to students who have been academically suspended or dismissed:

  1. The student is notified of the academic suspension/dismissal through both the PVCC grade report, and a letter sent from the college that describes the suspension/dismissal policy and the steps available for an appeal.
  2. A “hold” will be placed on the student’s records so that he/she cannot enroll. The hold will indicate “academic suspension” or “academic dismissal” and is a part of your academic record.
  3. If the student chooses to appeal, he/she is required to write a letter to the dean of Student Affairs requesting an exception to the policy. The letter should detail the causes for academic difficulties and describe remedies the student proposes to improve academic performance.
  4. If the student is requesting reinstatement to the college, he/she must meet with a counselor and/or dean of Student Affairs.
  5. The dean of Student Affairs makes the reinstatement decision.
  6. The dean of Student Affairs’ reinstatement decision may be appealed to the vice president of instruction and Student Affairs.

ALCOHOLIC BEVERAGE POLICY

The serving, possessing, and consuming of alcoholic beverages is prohibited at all college-sponsored student events or activities.

BOOKSTORE

Students may purchase books and other supplies at the bookstore during their regular posted hours. Students may purchase/rent textbooks and purchase some supplies at the bookstore’s web site 24/7. The address for the web site is www.pvcc.bkstr.com . Additional operating hours are provided during the beginning weeks of each semester allowing more flexible hours to purchase books. The bookstore is operated by a private company under an agreement with the college. Sometime during the last few weeks of each semester, the bookstore may buy back books at its discretion. Exact dates of “buy back” will be posted in advance. Questions concerning bookstore services should be directed to the bookstore manager.

Please Note:

  1. Basic textbooks are selected and ordered by the academic divisions of the college.
  2. Supplementary materials may be used to accompany a basic textbook. Such materials may be selected and ordered for an individual instructor. These types of materials may or may not be required for a subsequent term.
  3. Save cash register receipts on book purchases. They are required for refunds when returning books due to add/drop/swap or class cancellation. Students should not write or mark in a book until they are sure they will need the book.

CHILDREN ON CAMPUS

College facilities, including the library, cannot accommodate the care of children while parents are working or attending class. Since the college and its staff cannot be responsible for the safety and welfare of a student’s children, the student must make arrangements for them off campus. Children may not be brought into classrooms or laboratories without permission of the instructor.

COLLEGE CATALOG

The PVCC Catalog is available online at www.pvcc.edu.

COPYRIGHT

Students are expected to comply with federal copyright law. The United State Copyright Law protects all copyrighted materials: printed materials such as books and journals, music, sound recordings; films, videocassettes, art works, and computer software. Most Internet sites and all their contents are protected by copyright.

The Copyright Act of 1976 grants copyright owners’ exclusive rights to publish, reproduce, perform, and display their works. Anyone publishing, reproducing, performing, or displaying all or part of a copyrighted work is guilty of infringing the copyright unless the act falls within one of the fair use exceptions, or unless she or he has acquired permission to use the work from the copyright owner. Read the law at http://lcweb.loc.gov/copyright/.

EMAIL

The college’s email system is provided by the Virginia Community College System to all students within the PVCC community. To protect student privacy, instructors may only use a student’s official e-mail address. Students may forward their e-mail to another account if they choose. Instructors are able to issue assignments by e-mail and students are allowed to mail in their work. The college also provides faculty and students with access to Blackboard, a Web-based learning management system. This system allows instructors to post assignments and announcements, have students participate in asynchronous discussions, share written materials, etc.

EMERGENCIES

The college makes every effort to prevent accidents and reduce risks, but emergencies or crisis situations can happen anywhere. College personnel will call the appropriate emergency service in the event of fire, accidents, or severe illnesses on campus. The appropriate emergency services will be called if anyone at PVCC exhibits symptoms of extreme illness, violent or potentially violent behavior, or other extreme or unexplainable behavior.

DISTANCE LEARNING

For students who prefer to study independently, distance learning courses taught by PVCC faculty are comparable to the same courses taught in the traditional classroom format. Distance learning courses have the same content, grading system, and course credit values as traditional courses. PVCC offers a variety of distance learning formats including online, hybrid, Web conferencing and video conferencing.

Online Courses. Online courses and several associate degree programs are offered through technologies that include the Internet, discussion forums, email, online conferencing, and other Web-based instructional strategies.

Students are responsible for providing their own hardware, software, and Internet service. Requirements to be on campus vary among the online courses; some courses require a minimal number of visits to the PVCC campus for orientation and/or testing. Online courses are delivered in a primarily text-based environment; therefore, reasonably good reading and writing skills are critical factors for adequate course participation. Additionally, research has shown that students who are self-directed and manage their time well are more likely to succeed using this delivery model. It is recommended that students carefully evaluate their readiness and abilities in these areas before selecting online courses. Resources to assist students in determining readiness for online courses may be found at www.pvcc.edu/distancelearning.

Hybrid Courses. In addition to online courses, PVCC offers a variety of hybrid courses. A hybrid course is one that blends online and face-to-face delivery. A substantial proportion of the course content is delivered online; the course typically includes online discussions and some face-to-face meeting times. Students are responsible for providing their own hardware, software, and Internet service.

Additional information regarding distance learning and technical requirements maybe found at: www.pvcc.edu/distancelearning

ADVISORS

Students entering college should work with an academic advisor to plan their program for meeting their educational objectives. New and current students can receive advising services in the Admissions and Advising Center. Student Affairs staff, academic advisors, and faculty will work with students each semester to select courses, monitor academic progress and help students meet their academic and career goals.

FIRE ALARMS

When you hear a fire alarm, gather your belongings, and quickly exit the building through the nearest emergency exit. Emergency evacuation plans are posted in all rooms on campus. You should become familiar with the exits for each room you use. Follow the directions of college faculty and staff members and move away from the building and out of the path of responding emergency equipment. Do not return to the building until you are directed to do so by faculty or staff members. Do not ever assume that an alarm is a drill. Treat every alarm as real.

FIREARMS AND OTHER DANGEROUS WEAPONS

The information below outlines current policy:

8VAC95-10-10. Definitions.

The following words and terms when used in this chapter shall have the following meanings unless the context clearly indicates otherwise:

“Police officer” means law-enforcement officials appointed pursuant to Article 3 (§ 15.2-1609 et seq.) of Chapter 16 and Chapter 17 (§ 15.2-1700 et seq.) of Title 15.2, Chapter 17 (§ 23-232 et seq.) of Title 23, Chapter 2 (§ 29.1-200 et seq.) of Title 29.1, or Chapter 1 (§ 52-1 et seq.) of Title 52 of the Code of Virginia or sworn federal law-enforcement officers.

“College property” means any property owned, leased, or controlled by a member college of the Virginia Community College System and the administrative office of the Virginia Community College System.

“Weapon” means (i) any pistol, revolver, or other weapon designed or intended to propel a missile of any kind by action of an explosion of any combustible material; (ii) any dirk, bowie knife, switchblade knife, ballistic knife, machete, razor, slingshot, spring stick, metal knucks , or blackjack; (iii) any flailing instrument consisting of two or more rigid parts connected in such a manner as to allow them to swing freely, which may be known as a nun chahka, nun chuck, nunchaku, shuriken, or fighting chain; (iv) any disc, of whatever configuration, having at least two points or pointed blades which is designed to be thrown or propelled and which may be known as a throwing star or oriental dart; or (v) any weapon of like kind, to include but not limited to, tasers.

“Weapon” does not mean knives or razors used for domestic purposes, pen, or folding knives with blades less than three inches in length, or knives of like kind carried for use in accordance with the purpose intended by the original seller.

8VAC95-10-20. Possession of weapons prohibited.

A. Possession or carrying of any weapon by any person, except a police officer, is prohibited on college property in academic buildings, administrative office buildings, student centers, childcare centers, dining facilities and places of like kind where people congregate, or while attending any sporting, entertainment, or educational events. Entry upon the aforementioned college property in violation of this prohibition is expressly forbidden.

B. Any individual in violation of this prohibition will be asked to remove the weapon immediately. Failure to comply may result in a student conduct referral, an employee disciplinary action, or arrest.

8VAC95-10-30. Exceptions to prohibition.

A. The prohibition in 8VAC95-10-20 shall not apply to current sworn and certified local, state, and federal law enforcement officers with proper identification, nor shall it apply to possession of a weapon when stored securely inside the vehicle of properly permitted students and employees.

B. The chief of the college police department or head of security department, or his designee, may authorize in writing a person to possess, store, or use a weapon: (i) when used for educational or artistic instruction, display, parade, or ceremony sponsored or approved by

the college (unloaded or disabled only and with other specified safeguards, if appropriate); or (ii) for any college-approved training, course, or class.

8VAC95-10-40. Person lawfully in charge.

Campus police officers or security, and other police officers acting pursuant to a mutual aid agreement or by concurrent jurisdiction, are lawfully in charge for the purposes of forbidding entry upon or remaining upon college property while possessing or carrying weapons in violation of this chapter.

GRADUATION

The college awards degrees and certificates at the end of each semester to those who have applied and met graduation requirements. A commencement ceremony is held each year at the end of the spring semester. Applicants for graduation are advised to check with the Admissions and Advising Center for information.

INCLEMENT WEATHER POLICY

Piedmont Virginia Community College remains open when primary and most secondary roads are passable. When delays and closings are announced, the website is the first method of notification, followed by e2Campus text and e-mail emergency notification, local television stations, and then local radio stations (both FM & AM). Information will also be posted on PVCC’s Facebook and Twitter accounts.

Closings and delays will affect all PVCC campus locations unless mentioned otherwise in the notification. The following phone numbers will also have late opening/closing information:

PVCC main phone: 434.977.3900

PVCC inclement weather/emergency message line: 434.971.6673

Due to the unpredictable nature of Virginia’s weather, PVCC may be required to close or open late. The late opening is based on an 8:00 a.m. opening time. In the event of a late opening, you should attend the class that is in progress at the time you arrive at the campus. Examples are listed below: