Institutional Forms and the Catalog

1. Institutional Forms and the Catalog

2. Institutional forms

3. Change of Major Form • Available at all Service Centers • Deadline to change major in a semester • Series 11—it may benefit students to change to a new catalog—use Change of Major form • Do not need advisor signature • Recommend students talk to a counselor or advisor in program before making changes—why could this be helpful?

4. Late Registration Form • Available at Service Centers • Replaces Add/Drop Forms (these do not exist anymore) • Codes: • P: override prereq/coreq • M: override major restriction • C: override capacity • L: override for late registration • T: override time conflict • Advisor must sign for new registrants; does not sign for changes in schedule • Used once week of class begins (or, before this time, for overrides, which could be completed on NOW)

5. Financial Aid Forms • Students should see Financial Aid Office or Service Center for assistance • Commonly needed forms: • FAFSA (www.fafsa.gov—students can also call 800-4-FED-AID if they cannot use a computer) • WVNCC Financial Aid Application • Charge Authorization • Loan requests: • Loan Request form • Master Promissory Note (first-time borrowers, www.studentloans.gov) • Entrance Counseling (first-time borrowers, www.studentloans.gov)

6. WVNCC Financial Aid SAP 150% Appeal Academic Plan • Per Financial Aid SAP, students have 150% of credits required for program (maximum timeframe) to complete degree • Form is available in Financial Aid, Service Center • Student must show progress/plan towards graduation • Student can only take classes that apply to student’s major • Class sequence needs to be very clear to students—how can we help students with this?

7. Course Petition/Waiver Form • Available at Service Center • Student begins the form—Advisor completes and submits • Parts A & C—completed by student • Part A—advisor signs and submits to Records (ATTN: Tracy Jenkins) • For a course transferred in, student should supply copy of course description, master course guide, or syllabus from course • Used commonly to substitute comparable requirements—typically cannot replace requirements with lower level courses (i.e., SS 101 may not always be substituted for SS 255) • Example: Associate in Science—BIO 114, 115, 117

8. Course Learning Contract • Available at Service Center • “Independent study” • Most commonly used for students close to graduation who need a course not offered in the final year/semester • Completed by student and instructor—approved by Division Chair and VPAA

9. Time Planning Sheets Available online (follow links): • Offices/ServicesAcademic Student Support ServiceAcademicAdvisingSchedule Planning Sheet • Students and Faculty can access • Use this as advising tool—students can map their work, class, personal, and study time

10. Northern Access Guides • Available at various locations on campuses and online (Registrar’s site) • Online resources “survival guide” • Information about Registration—searching course offerings, registering courses, waitlisting, adding and dropping • Portal, email, Higher One, etc.

11. Catalog—Key Advising Components

12. Program Sections • Page 93: General Transfer Programs • Associate programs • Page 109: Specialized 2+2 (Transfer) Programs • Associate programs • Page 151: Career-Technical Education Programs • Associate in Applied Science programs • Certificate in Applied Science programs

13. Program Implementation by Campus • See page 84-85 • Chart in Catalog shows codes for whether a program is fully implemented, partially implemented, or gen edonly by campus: • F: fully implemented • P: partially implemented • G: general education core only

14. General Education Core • Associate in Arts: minimum 41hours • Associate in Science: minimum 36hours • Associate in Applied Science: minimum 15hours • Certificate in Applied Science: minimum 6 hours Begin on Page 88

15. Course Descriptions • Begin on page 230 (immediately after Career-Technical programs listing) • Includes: • Courses divided by subject area • Subject, course number, title of course • Brief course description (from MCG) • Credit hours of the course • Prerequisites, corequisites, major restrictions If student tries to register and has prereq/test score error, check course description to see what is required that student may be missing. Then review student’s transcripts.

16. Health Science Information • See page 21 • Includes Health Information Technology, Nursing, Radiology/Radiography, Respiratory Care, Medical Assisting (AAS), Surgical Technology • Selective admission programs requirements (see Health Science Application) • GPA restrictions • Transitional Ed requirements • Other requirements

17. Placement Testing & Transitional Education • See page 47 • Test Scores:

18. Transitional Ed: Consequences • If a student tests into transitional education: • Transitional courses do not count in GPA • Health Science prospective students cannot begin HS program until transitional classes are passed successfully (usually cannot apply until courses are completed) • Students will take longer to graduate (possibly adding years to education)also leads to additional costs in tuition and resources • Transitional courses are prerequisites to many college-level courses, which disrupts the course sequence • Students who cannot finish transitional education within 30 hours of attempts become ineligible for financial aid until they pass these classes

19. Center for Economic and WorkForce Development • Start on page 285 • Board of Governor’s Degree (requirements on page 288) • Occupational Development and Technical Studies • Contact Mike Koon or campus counselors • EDGE: Earn a Degree, Graduate Early • Joint Technical Programs (page 290-291)

20. Standards of Academic Progress Rule • Begin on page 68 • Different from Financial Aid SAP • When cumulative or semester GPA falls below 2.0: • After 1st semester: probation • 1st, 2nd, 3rd consecutive semester on probation: limited to 12 hours in 4th semester (financial aid could be more or less strict) • 4th consecutive semester on probation: limited to 5 hours in 5th semester (fin aid could be more or less strict) • 5th consecutive semester on probation: suspended thereafter for one semester • After returning from suspension: suspended thereafter for one year Rule does not supersede Fin Aid SAP restrictions or Health Science program requirements

21. ‘D’ and ‘F’ Repeat Provisions • Page 72: “…if a student earns a grade of ‘D’ or ‘F’ (including failures because of regular and/or irregular withdrawal) on any course taken no later than the semester or summer term during which the studentattempts the 60th semester hour, and if that student repeats this course prior to the receipt of a baccalaureate degree, the original grade shall be disregarded and the grade or grades earned when the course is repeated shall be used in determining his/her grade point average. The original grade shall not be deleted from the student’s record….”

22. Academic Forgiveness Provisions • Begin page 72 • Deletion of grades (for GPA purposes) under these conditions… • Student not enrolled on full-time basis in any term in last four consecutive years • Only courses taken at least four years prior to request for forgiveness can be deleted for GPA • Grade still appears on transcript • Transferring institutions are not bound to honor this provision

23. Graduation requirements • See pages 73-74 • 2.0 GPA minimum • Other schools may require higher GPA for addition • Other schools may not accept below a ‘B’ or ‘C’ grade for courses, as required by their programs • 15 residency (Northern coursework) hours (except BOG, Occupational degrees) • Completion of transitional courses or proficient scores on placement test • Completion of minimum credit hours required by program • No holds or financial obligations to the college

24. Other Components • Admissions requirements (20) • Financial Aid Satisfactory Academic Progress (40-42) • Student Services (45) • Academic Honors (59) • Rules, Provisions, and Other Regulatory Information (63) • Includes info on plagiarism, cheating, student responsibilities, academic appeals

25. Other Helpful Resources for Advisors • Student Handbook—grade appeals process, appeals process for non-academic matters, more information about services and support • Advisor “Handbook” (in DRAFT form): http://www.wvncc.edu/offices-and-services/academic-advising/2183 • Registrar’s site (electronic copies of forms, including Change of Major, Late Registration, etc., for students; faculty NOW instructions; FERPA) • Record’s Office site (faculty forms, graduation information, student rights related to records)