The quality of performance in any academic course is reported by a letter grade assigned by the course instructor. The significance and value of each grade is:
||4 grade points per credit
||3 grade points per credit
||2 grade points per credit
||1 grade point per credit
||0 grade point per credit
||No credit; applies only to developmental education courses, ESL courses numbered 11-29, and specialized courses and seminars at the discretion of the college.
||No grade point credit.
A grade of “W” is awarded to students who withdraw or are withdrawn from a course after the add/drop period but prior to the completion of 60% of the session. After that time, the students shall receive a grade of “F” except under mitigating circumstances which must be documented and a copy of the documentation must be placed in the student’s academic file.
For purposes of enrollment reporting, the following procedures shall apply:
- If a student withdraws from a class prior to the census date for the session, the student is removed from the class roster and no grade is awarded.
- After the add/drop period, but prior to completion of 60% of a session, a student who withdraws or is withdrawn from a course shall be assigned a grade of “W”.
- After that time, if a student withdraws or is withdrawn from a course, a grade of “F” shall be assigned. Exceptions to this policy may be made under mitigating circumstances; such circumstances must be documented and a copy of the documentation placed in the student’s academic file. Only the chief academic officer of the campus or his/her designee can approve an exception to this policy under mitigating circumstances.
||No grade point credit.
The “I” grade is to be used only for verifiable unavoidable reasons that a student is unable to complete a course within the normal course time. To be eligible to receive an “I” grade, the student must (1) have satisfactorily completed more than 60% of the course requirements and attendance and (2) must request the faculty member to assign the “I” grade and indicate why it is warranted. The faculty member has the discretion to decide whether the “I” grade will be awarded. Since the “incomplete” extends enrollment in the course, requirements for satisfactory completion shall be established through consultation between the faculty member and the student.
In assigning the “I” grade, the faculty member must complete documentation that (1) states the reason for assigning the grade; (2) specifies the work to be completed and indicates its percentage in relation to the total work of the course; (3) specifies the date by which the work must be completed; and (4) identifies the default (B, C, D, F, P, R, or U) based upon course work already completed. Completion dates may not be set beyond the last day of the subsequent semester (to include summer term) without written approval of the chief academic officer of the campus. The student will be provided a copy of the documentation.
Colleges will establish procedures to ensure that all “I” grades that have not been changed by the faculty member through the normal grade change processes are subsequently changed to the default grade assigned by the faculty member. An “I” grade will be changed to a “W” only under documented mitigating circumstances which must be approved by the Chief Academic Officer of the campus.
||The “R” grade may be used as an option, interim in nature, in courses which employ a mode of instruction characterized by explicit terminal objectives covering the various content areas in such a way that specific determination of student progress toward total course completion can be made (e.g., individualized, self- paced instruction; modularized, group-paced instruction). The “R” grade may be given only in courses which will be offered in any semester and which will employ a mode of instruction described above. The courses in which this methodology will be used will be designated by their applicability to the established procedures for the “R” grade and will be identified by the division dean and approved by the vice president.
||No grade point credit
The “P” applies only to specialized courses and seminars at the discretion of the college. Does not apply to developmental education courses.
||No grade point credit
Used only for developmental education and ESL courses.
Grading for Developmental Education
A grade of “S” (Satisfactory) will be assigned for satisfactory completion of each course in developmental education (courses numbered 01-09). Students making satisfactory progress but not completing all of the instructional objectives for courses in developmental education courses will be graded with an “R” (Re-Enroll) and must re-enroll in the course to complete the instructional objectives. Students not making satisfactory progress in developmental education courses will be graded “U” (Unsatisfactory). Grades “S, “R” and “U” have no credit value and are not computed in the student’s grade point average.
Grade Point Average (GPA)
The grade point average (GPA) is determined by dividing the total number of grade points earned in courses by the total number of credits attempted.
Semester Grade Point Average: Semester GPA is determined by dividing the total number of grade points earned in courses attempted for the semester by the total number of credits attempted.
Cumulative Grade Point Average: Cumulative GPA, which includes all courses attempted, is computed each semester and is maintained on a continuing basis as a record of the student’s academic standing. When students repeat a course taken summer 1988 or later generally only the last grade earned is counted in the computation of the cumulative GPA. Grades of “W”, “X”, and “I” do not count as first or subsequent attempts in this instance. See “Repeated Course Policy” below for full description of criteria which apply.
Curriculum Grade Point Average: A curriculum GPA, which includes only those courses applicable to the student’s curriculum, is computed in order to ensure that the student satisfies the graduation requirement for that curriculum. When students repeat a course, only the last grade earned is counted in the computation of the curriculum GPA.
Policy for Repeating Courses
Students are normally limited to two (2) enrollments in the same course. Exceptions to this policy must be approved by the Vice President for Academic and Student Success Services.
Some courses are exempt from normal limitations as repeats and may be repeated without specific approval. Exempted courses are those numbered in the 90’s, 95’s, 97’s, 98’s and 99’s, courses identified as “may be repeated for credit,” and selected other courses.
Questions about this policy should be referred to the Registrar or Coordinator of Admissions and Records.
Repeated Course Grade Forgiveness Policy
Students should consult with a faculty advisor before repeating a course. All grades earned for all courses taken one or more times are shown on the student’s permanent academic record, but only the last grade earned is used in calculating the students’ cumulative grade point average and for satisfying curricular requirements for graduation. This policy applies only to courses taken and repeated summer 1988 and later.
Some courses are exempt from consideration as repeats and an adjustment to the GPA is NOT made. Exempted courses are those numbered in the 90’s, 95’s, 97’s, 98’s and 99’s, developmental education courses, courses identified as “may be repeated for credit,” and selected other courses.
Periodically, the VCCS will rename or renumber courses but they remain equivalent to the previous named and numbered courses. Completion of a renamed or renumbered course may be determined to be a repeat of a course completed previously under another department and/or course number. Determinations are made on a campus-wide basis, and exceptions cannot be made for an individual student.
Implementation of this policy does not affect any GPA calculations for prior terms or any academic, financial, or administrative events that have occurred in the past. Additionally, adjustments made as a part of “academic renewal” (see Admission Procedures ) is not affected. As always, only the latest attempt is used in determining if graduation requirements are met.
Any questions should be directed to the Coordinator of Admissions and Records. Repeating VCCS courses may negatively affect financial aid eligibility.
Final grades are provided by data entry at the end of each semester or as reported to the Registrar by faculty. Grades can be reviewed and printed by students using their individual access to their academic record. This access is provided via myPHCC options on the college website, www.patrickhenry.edu. Students should examine the recorded grades carefully and immediately upon completion. Students who discover an error should contact the faculty member immediately for the opportunity to correct their records. See the Grade Appeal Procedures in the Student Handbook.
Honor’s and Dean’s Lists
Those students who have attained a cumulative grade point average of 3.5 or higher, and who have completed 30 or more credits and who are enrolled for 12 or more college credits are recognized by being placed on the Honor’s List. Students who have earned a grade-point average of 3.2 or higher for the semester and who are enrolled for 12 or more college credits are recognized by being placed on the Dean’s List. Names of students who meet the requirements for each list will be released for publication to local newspapers and radio stations.
Developmental courses do not count towards the credit total requirements.
Students who have fulfilled the requirements of degree, diploma, or certificate programs (with the exception of career studies certificates), are eligible for graduation honors.
|Cumulative Grade Point Average
||Cum laude (with honor)
||Magna cum laude (with high honor)
||Summa cum laude (with highest honor)
Students who fail to attain a minimum GPA of 2.00 for any semester shall be placed on academic warning. Students on academic warning should be encouraged to consult with their advisor and take advantage of academic support services provided by the college. The statement “Academic Warning” will appear on the student’s grade report.
Students who fail to maintain a cumulative GPA of 1.50 shall be on academic probation until such time as their cumulative average is 1.75 or better. The statement “Academic Probation” shall be placed on their permanent records. Students on probation are ineligible for appointive or elective office in student organizations unless special permission is granted by the Dean of Student Success & Enrollment Services or another appropriate college administrator. Students may be required to carry less than a normal load the following semester and are required to consult with their advisor. Students shall be placed on probation only after they have attempted 12 semester credits.
Students on academic probation who fail to attain a semester GPA of 1.50 or better shall be placed on suspension only after they have attempted 24 semester credits. Academic suspension shall be for one semester.
The statement “Academic Suspension” shall be placed on the student’s permanent record.
Students who are placed on academic suspension and wish to appeal should follow the appeal process established by the college. Suspended students may be reinstated at the conclusion of the suspension period by following the process established by the college.
Students who have been reinstated from academic suspension must achieve a 2.00 GPA for the semester of their reinstatement and must earn at least a 1.75 GPA in each subsequent semester of attendance. The statement “Subject to Dismissal” shall be placed on the student’s permanent records. Students who have been reinstated from academic suspension will remain subject to dismissal until their cumulative GPA is raised to a minimum of 1.75. Reinstated students may be required to carry less than a normal course load the following semester and are required to consult with their advisor.
Students who do not attain at least a 2.00 GPA for the semester of reinstatement following academic suspension shall be academically dismissed. Students who achieve at least a 2.00 GPA for the semester of their reinstatement following academic suspension must earn at least a 1.75 GPA in each subsequent semester of enrollment. Failure to attain a 1.75 GPA in each subsequent semester until the cumulative GPA reaches 1.75 shall result in academic dismissal. The statement “Academic Dismissal” shall be placed on the student’s permanent record. Academic dismissal is normally permanent. In exceptional circumstances, students may appeal and be reinstated, after being separated from the college for at least one year. Students who have been reinstated after academic dismissal will remain subject to dismissal until their cumulative GPA is raised to a minimum of 1.75. Reinstated students may be required to carry less than a normal course load the following semester and are required to consult with their advisor.
Requirement Term (Catalog Year) for Graduation
The Requirement Term (Catalog Year) used to determine graduation requirements is the one in effect at the time the student declares their major. Students who wish to graduate under current catalog requirements may do so by completing the academic program change form. Students may not meet graduation requirements based on any catalog that is prior to their initial enrollment in a declared major.
Graduation requirements for students who remain actively enrolled in a program of study will be determined by the catalog current upon initial enrollment in a declared major. Students who have not enrolled for a calendar year or longer must meet the requirements of the catalog current at the time the student re-enrolls unless otherwise approved by the Vice President of Academic and Student Success Services.
Students intending to receive a degree, diploma, certificate, or career studies certificate must file an “Application to Graduate” via the Student Information Center (SIS) prior to the established deadline. Students who do not submit an application for graduation may be awarded the degree or certificate at the college’s discretion unless a graduation opt-out form is completed in the Office of the Registrar by the end of the term for which the student will satisfy program requirements.
To be awarded an Associate degree, Certificate, or Career studies certificate at PHCC, a student must have been admitted to a curriculum; and
- have fulfilled all of the course and credit hour requirements of the program as set forth in the college catalog
- have acquired at least 25% of program requirements for an associate degree or diploma through course completion at PHCC
- have demonstrated computer competency skills as defined by the college
- have acquired at least 25% of the credits in a specialized course for a certificate through course completion at PHCC
- have been recommended for graduation by the appropriate instructional authority in the program of study
- have earned a grade point average of at least 2.0 in all course attempted which are applicable toward graduation in the program of study
- have filed an application for graduation through myPHCC Student Center by the established deadline
- have resolved all financial obligations to the college and returned all library and other college materials
Students may be eligible to graduate with multiple degrees and certificates if the content of the curricula differ from one another by at least 25 percent. Questions regarding the awarding of multiple degrees should be directed to the appropriate Academic Dean or to the Registrar. Students are not eligible to earn more than one degree in the same curriculum. For example, students who earn degrees in a curriculum with a specialization (i.e., an A.A./S.) in General Studies with a specialization in Human Services) will not be eligible to receive a second degree in the same curriculum (i.e., an A.A./S.) in Teacher Education Prep).
PHCC will issue replacement degrees, diplomas, certificates, and career studies certificates previously awarded to students for a $10 fee provided the graduate does not have an outstanding debt to the college.
All of the information required to identify a student and describe the student’s academic progress is recorded on a permanent record, including courses failed and repeated and courses not applicable to the curriculum of graduation. When a transcript is issued, all of this information is included and accompanied by explanation, if necessary. The Registrar issues transcripts upon the student’s written or electronic request options found on the college’s website under academics/transcripts.
A student file folder apart from the permanent record may be kept for each student. The folder shall be developed cooperatively by college staff members and may include the following information: college achievement and experience; results of standardized tests; health records; in-school and out-of-school activities; and educational and vocational plans.
Retention of records and specific records retained are outlined in the VCCS Policy Manual, Section 6.2.6.
Privacy of Information
Privacy of Information
PHCC abides by the Family Educational Rights and Privacy Act of 1974 as amended, and the U. S. Department of Education’s regulations implementing this act. Student records are treated as confidential information available only for the student’s personal inspection and upon the student’s personally authorized release, with very limited lawful exceptions.
“Directory Information” includes student’s name, participation in officially recognized activities and sports, weight and height of members of athletic teams, degrees, honors, and awards received, major field of study, dates of attendance, grade level, the most recent educational agency or institution attended, and course credit load. Students must provide official notification to the office of the college’s registrar to prevent the disclosure of directory information.
The college shall not disclose the address, telephone number, or email address of a student as directory information or pursuant to a Freedom of Information Act (FOIA) request without the prior written consent of the student. Students must provide official notification to the office of the college’s registrar to opt-in to the disclosure of such information without prior written consent.
Use and disclosure of student records shall be limited to those officials within the College who have access, consistent with the Family Educational Rights and Privacy Act, to such information and only in conjunction with an official purpose. The College, however, may disclose such information in response to a properly-served subpoena.
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:
• Inspect and review their educational records;
• Request an amendment to records that are believed to be inaccurate;
• Require the school to obtain written consent prior to the disclosure of personally identifiable information, except those items noted herein;
• File a complaint with the U.S. Department of Education concerning alleged failures by the college to comply with FERPA.
“Educational information” refers to any record maintained by an educational institution, including files, documents, and materials of any type which contain information directly related to students, and which allows a student to be identified. What is not included in the Educational Information is:
• Sole possession records or private notes held by educational personnel which are not accessible or released to other personnel;
• Law enforcement or campus security records which enforcement purposes are solely for the law
• Records related to individuals who are employed by the institution
• Records related to treatment provided by a physician, psychiatrist, psychologist, or other recognized professional
• Records of an institution which contain only information about an individual obtained after that person is no longer a student at the institution (i.e., alumni records)
Students who are protected under FERPA are those students who are currently enrolled or formerly enrolled, regardless of their age or status in regard to parental dependency. Students who have applied but have not attended an institution and deceased students do not come under FERPA guidelines.
Information about college policy, rights of students under the Act, and procedure for handling alleged violations of the Act and/or regulations may be obtained from the Coordinator of Admissions and Records.
Parents’ Rights Under FERPA
Parents lose their FERPA rights when their child turns 18 or starts attending or taking classes in college (or any post-secondary institution), whichever happens first.
Under 20 U.S.C. § 1232g (d) all rights of parents (including the right to inspect educational records and to consent to the disclosure of personally identifiable information) “transfers to the student when he or she reaches the age of 18 or attends a school beyond the high school level.”
Parents of a financially dependent student (defined by the IRS) may obtain their child’s records but must submit proof of the student’s dependency (via most recent tax form) prior to receiving the requested information. As far as FERPA is concerned, a student’s spouse is an “unrelated third party,” and therefore, has no rights under FERPA. While there is an exception that allows a college to disclose educational information to parents of a financially dependent student in the absence of consent, there is no such exception for spouses, even if the spouse is supporting the student.
In compliance with policies of the Virginia Community College System, the Virginia State Library and Archives, and guidelines of the American Association of Collegiate Registrars and Admissions Officers, the college maintains records listed:
Student Permanent Record. This includes:
- credits transferred from other institutions, including the number of credit hours given
- semester in which the student is currently enrolled
- student social security number or ID number
- curriculum code
- course number, the course title, the hours attempted, the hours completed, and grade for each course
- grade point average for each semester attended
- cumulative grade point average of the student
- academic action taken against the student including academic probation, suspension, and dismissal
Disciplinary probation and disciplinary dismissal are not placed on student permanent records except in instances of Title IX Sexual Misconduct (see Policy on Sexual Violence, Domestic Violence, Dating Violence, and Stalking ). If students request that transcripts of their records be sent to another college during the period in which they are involved in disciplinary action, statements may be placed on the transcripts stating “additional information available upon request from the Vice President of Academic and Student Success Services.”
Student Academic File. A student academic file, apart from the permanent record, may be kept for each student. The file may include, but is not limited to, the following information: college application; course substitution forms; results of standardized tests and college placement tests; demographic information; and changes in curriculum.
Retention of Student Records
Academic records shall be retained either on a paper copy or electronically for permanent, three-year, and one-year periods at least as indicated below:
- Permanent Retention - from date of student graduation or transfer from the college.
- Student Permanent Record - the record is retained electronically and the original may be destroyed afterward.
- Three-Year Retention - from the date of student graduation or withdrawal from the college. These documents, which generally comprise the Student Admissions files, shall not be microfilmed.
- Application forms (Matriculated students)
- Letter(s) of acceptance
- Relevant admission correspondence
- Transcripts - other colleges
- Transcripts - high schools
- Immigration and Naturalization Service forms
- Advanced Placement information
- Readmission forms
- Withdrawal from college forms
- Residency classification forms
- Requests and disclosures of information (only transactions without student’s permission)
- Three-Year Retention - From the date of origination. These documents shall not be microfilmed.
- Registration/Identification forms (hard copy)
- Add/Drop forms (hard copy)
- Withdrawal from class forms (hard copy)
- Faculty grade reports (Registrar’s copy)
- Educational placement tests results
- One-Year Retention - From date of origination. These documents shall not be microfilmed.
- Transcript request forms
- Graduation request forms
- Application forms (Non-matriculated students)
- Change of Grade forms
- Curriculum acceptance/change forms
- Graduation certifications
- Graduation checklists
- Name change requests and authorizations
Disposal/destruction of original records will be done by shredding, burning, pulping, or any combination thereof. The Student Permanent Record shall be the only official document of a student’s academic history and for records reconciliation.