General College Contents

Student Transactions

Advancement Placement

Students may qualify for advanced placement at the college through any of the following means:

1. Successfully completing certain advanced placement tests at the high school level.

2. Passing a departmental proficiency examination.

3. Attaining at least a minimum score on certain College Level Examination Program (CLEP) subject tests.

Advanced Placement Program (AP) Offered at High Schools

Students can earn credit or advanced placement for college course work while they are still in high school. The Advanced Placement program (AP) offers 35 college-level courses and 35 exams in 20 subject areas.

The college grants academic credit or advanced placement to incoming students with qualifying AP grades on the exams. Although the AP course information should be on students’ high school transcripts, it is the responsibility of students to present supporting documentation to the college’s Admissions Office for possible course credit.

Departmental Proficiency Examinations

By following the procedures listed below, students may request to take proficiency examinations for credit for courses during the first five school days of a semester.

1. Students should consult with and receive permission from the program/department chair to take the examination and must give evidence of adequate preparation (Attachment 11). Credit by proficiency exam is not available for all courses.

2. Students must complete the registration process.

3. Regular tuition rates apply to all credit hours earned by proficiency examinations. Students pay the tuition at the Business Office and present a validated receipt to the instructor responsible for the challenged course. The instructor may then arrange a date and time for the examination, which may be written, oral, or both.

4. To successfully challenge a course, students must obtain a minimum score of “C” on the exam. Grades received on proficiency exams are recorded on students’ permanent records. Students who do not successfully pass a proficiency examination for a course have to continue in the course in order to receive credit. If students do not wish to continue in the course, they should complete the official withdrawal form in the Student Services Department. Students who do not officially withdraw from the course receive an “F” on their permanent record, and the grade is included in their grade point average.

5. Proficiency exams are given only for courses offered on the schedule that particular semester.

6. Students who fail or receive a “WF” in a course are not eligible to earn credit by proficiency examinations.

7. Credit by proficiency exam taken at another institution may be accepted for credit at Edgecombe Community College. Credit by proficiency exam taken at Edgecombe Community College may not be accepted at certain four-year institutions.

8. Students receiving veterans benefits need to see the counselor in the Veterans’ Office prior to taking any proficiency exam.

College Level Examination Program

The College Level Examination Program (CLEP) is a national testing program of the College Entrance Examination Board through which a person may obtain college credit in a particular subject area by demonstrating proficiency on an examination. The CLEP General and Subject exams are administered by area colleges and public libraries. Information about test sites is available in the Library. There is a charge for each exam, and pre-registration is required. The college awards credit for the subject area exams only. A grade of “T” (Transfer) and credit hours for the course are awarded. No quality points are awarded, and the grade is not included in the grade point average.

Course Information

Course Audits

Students who wish to audit courses must register through regular registration procedures. Audit students do not receive credit but are encouraged to attend classes regularly, participate in class discussions, and take all examinations.

Audit courses cannot be changed to credit courses after the drop/add period, nor can credit courses be changed to audit courses. Audit work cannot be used toward diploma or degree requirements.

In the event of limited classroom space, first priority for a classroom seat must go to students enrolled for credit. The fees for audit courses are the same as those for courses taken for credit.

Course Failures/Prerequisites

If students fail a prerequisite course, they must repeat and successfully complete the prerequisite before beginning the next course. This course repetition could result in students being enrolled for a longer period than is normally required to complete the requirements for graduation.

Drop/Adds

Students are expected to carefully plan their schedules in advance with the assistance of their advisors. All changes in schedules (drop/adds or section changes) must be adjusted during the first five school days of the semester and must be approved by the Student Services Department and the faculty advisor (Attachment 12). During the summer term, the schedule must be adjusted within the first three days of class. The following additional guidelines apply:

1. Students withdrawing from a class after the 75 percent point receive a grade of “WF” regardless of class standing unless the withdrawal is for unavoidable reasons.

2. Students who officially withdraw from a non-developmental course after 10 percent of the semester receive a grade of “WP” or “WF”. Students who officially withdraw from a developmental course automatically receive a “WP.”

3. Students are not allowed to change a course initially taken for credit to audit status after the drop/add period.

4. Students who stop attending a course but do not officially drop receive an “F” in that course.

5. All veterans should contact the college counselor in the Veterans’ Office prior to dropping any course.

A standard semester is 16 weeks.

Independent Study

Independent study is an opportunity for students to complete a course or courses independent of the classroom setting.

Students requesting to take a course by independent study must complete the “Request for Independent Study” form and have it approved by the Vice President of Instruction prior to the first day of registration (Attachment 13).

Students are permitted to enroll in a course offered through independent study when the following conditions are met:

1. The course in question will not be offered before the student’s scheduled graduation date.

2. The course is not offered or is in schedule conflict with another required course and is needed for the student to qualify for graduation or transfer.

3. The student has a cumulative grade point average of not less than 2.0.

4. The student selects a full-time faculty member, who with the approval of the program/department chair, agrees to serve as the instructor for the semester of independent study.

5. The student has completed 50 percent of the credit hours required in his/her academic program.

6. The course instructor, program/department chair, and advisor have recommended that the student be allowed to register for the course by independent study.

7. The Vice President of Instruction gives final approval.

The regulations that apply to Independent Study are as follows:

1. The student meets with the instructor at least one hour per week.

2. Arrangements must be made with the instructor for any laboratory experience required for the course.

3. Work schedules do not constitute justification for taking a class by independent study.

4. No faculty member is allowed to supervise more than one student enrolled through independent study during a given semester.

5. No student is allowed to accumulate credit for more than two courses taken by independent study.

Any deviation from this procedure or regulations must be justified by special circumstances judged by the Vice President of Instruction to be in the best interest of a given student.

Repetition of Courses

Students who receive a grade of “C” or better on a curriculum course may repeat the course once. Students who receive a grade below “C” on a curriculum course may repeat the course until a grade of “C” or better has been obtained.

No course may be counted more than once in calculating the total number of hours toward graduation. For any course repeated, the highest grade earned is used in calculating the major grade point average hours toward graduation. At the time a higher grade is earned, students are responsible for notifying the Registrar to have the higher grade computed in the grade point average. The lowest grade comes out of the grade point average but remains on the official transcript.

Veterans who wish to repeat a course for which a passing grade has been earned do not receive educational benefits for repeating a course unless a “C” is required for progression in the program.

Financial aid cannot be received for repeating courses which students have already passed with a grade of “C” or better.

Course Substitutions

Under special circumstances, course substitutions may be made in a program. Any course substitution must have the written approval of the department chairperson of the program involved and the Vice President of Instruction (Attachment 14). In the event a course has been deleted from a particular program, a course substitution may be used to meet the requirement.

Grades

Grade Changes

A grade may be changed only through mutual agreement of the Vice President of Instruction and the faculty member who gave the grade (Attachment 15). Students have the right to appeal grades through due process. (See p. 47 of this handbook.)

Incomplete Grades

A grade of “I” may be awarded only when students have not completed the requirements of a course. If a grade of “I” is not removed within the following semester, the “I” grade is automatically changed by the Registrar to a grade of “F.”

At the time a grade of “I” is awarded, the instructor completes a Notice of Requirements for Removal of an “Incomplete” form (Attachment 16). That form includes the following information:

1. Specific requirements for the completion of the course.

2. The student’s grade standing at the time the “I” grade is awarded.

3. The time period allowed by the instructor for the completion of the course.

It is the student’s responsibility to contact the instructor concerning the removal of an “I” grade.

The form for the removal of incompletes is approved by the appropriate instructor and the Vice President of Instruction. No additional tuition is paid when the “I” grade is replaced with a permanent grade.

Removal of Incomplete Grades

All instructors must complete a “Removal of an “Incomplete” form (Attachment 17) once students have met all the requirements for the course. This form is sent to the Registrar with the appropriate grade for the course. Students are sent a new grade report reflecting the change.

In-Progress Grades

A grade of “IP” may be awarded when students have not substantially completed the requirements for a developmental course, although they were enrolled the entire semester. In such cases, students must enroll in the course again to complete the requirements for the course.

Tuition and student activities fees must be paid by students in order for them to re-enroll in classes for which they received the grade of “IP.”

Attendance Policy

Students are expected to attend all classes, laboratories, and shop sessions and have full responsibility for accounting to their instructors for absences. Make-up work may be allowed at the discretion of instructors. Students who have missed more than 20 percent of a course will not receive credit for a course. Students are withdrawn from courses by instructors when they have been absent more than 20 percent of the class hours scheduled. Instructors determine whether the grade is a “WP” or “WF,” based on the students’ performance in the class up to the time they were dropped. Students may appeal instructors’ decisions to the Attendance Committee.

An appeal to the Attendance Committee must be within three class days of notification of withdrawal. To be considered for reinstatement in the class, students must appear before the Attendance Committee in person and submit a letter to the Attendance Committee stating the number and dates of each absence. The Attendance Committee consists of three instructors. There is a separate committee appointed for the Tarboro campus and the Rocky Mount campus. Students’ right to appeal is limited to one appeal per course per semester.

Students are allowed to attend the courses from which they were dropped until the Attendance Committee has rendered its decision to reinstate them in the classes or to sustain the drop. The Attendance Committee must meet within three class days after an appeal has been filed. The decision of the Attendance Committee is final.

Each curriculum department can be more stringent in its attendance requirements than stated in this policy but cannot be more lenient than this attendance policy. If a department decides to have more stringent attendance requirements, then all instructors in the department should advise their students in writing of these requirements at the first class meeting of each course.

Note: Attendance begins with the first day of class.

Academic Standing

To be in good academic standing, beginning students must have earned a grade point average (GPA) of 2.0 by the end of the first semester and must maintain a cumulative GPA of 2.0 thereafter. All students are required to have a major GPA of 2.0 for graduation.

When students fail to maintain a 2.0 cumulative GPA, they are placed on academic probation for the following semester of enrollment. At the end of the one-semester probationary period, students who do not have a 2.0 cumulative GPA or who have withdrawn during the probationary semester are determined to have made unsatisfactory progress. These students are required to register for a reduced load or may be encouraged to withdraw from the program and be directed through counseling to a more suitable curriculum.

Students on academic probation whose work has improved to the point where they meet the required cumulative GPA are automatically removed from probation.

This policy is used as the basis for determining and communicating students’ status for certification purposes to any public or private agency requiring such information. Students enrolled in the college are expected to be aware of their academic status and to be responsible for knowing they have failed to meet the requirements as outlined above.

Due Process

Instructors, faculty, advisors, and counselors are available for student conferences in reference to academic problems. Students who desire more formal appeals are entitled to due process. The Board officially declares that all students have the right of due process of law as supported by the Fourteenth Amendment to the Constitution of the United States. Three categories of appeal are available.

Appeals of Disciplinary Decisions

1. Students have the right to appeal any disciplinary decisions to the Vice President of Student Services within ten days of the disciplinary action.

2. Should the student not wish to accept the decision of the Vice President of Student Services as final, he/she may appeal the decision to the President within ten days of the Vice President’s decision.

3. Should the student not wish to accept the decision of the President as final, he/she, within ten days, may appeal to the Personnel Committee of the Board of Trustees by expressing the wish in writing to the President indicating the number and identity of those persons who will accompany him/her to the hearing. Failure to request a hearing within the time limit is deemed a waiver of the opportunity to have such a hearing.

4. Upon receipt of the request for a hearing, the President immediately refers the request to the Personnel Committee. The committee establishes a date for the hearing and notifies the student of that date. The date is not less than 10 nor more than 20 days from the date of the request by the student.

5. Should the student not wish to accept the decision of the Personnel Committee of the Board of Trustees as final, he/she may appeal directly to the Board of Trustees with the same procedures followed as in Steps 1 and 2 above.

Grade Appeals

Students enrolled in classes at the college have the right to appeal grades assigned to them. The following procedure is followed by students who desire to appeal grades:

1. The student must schedule an appointment with the instructor who has assigned the grade and discuss the matter with him/her, asking for a review of the basis for assigning the grade. This discussion must be held within ten days after the posting of the grade. (If Step 1 has already been taken, the student may proceed to Step 2.) If the disagreement about the grade is resolved in this discussion, grade change action, where needed, should originate through the instructor.

2. If the disagreement is not resolved by the instructor in the above discussion, the student must, within ten school days of notification of the instructor’s decision, submit to the instructor’s division chairperson a written appeal stating his/her reasons for appealing the grade. Counselors and academic advisors are available to assist the student in developing a written appeal. The student schedules an appointment with the chairperson to discuss the appeal. If the instructor is the division chairperson, this step should be directed to the Vice President of Instruction.

3. If the matter is still not resolved, the student must, within ten school days of notification by the chairperson, request in writing that a final review be made by the Vice President of Instruction. The Vice President of Instruction consults with all individuals involved. Upon recommendation by the Vice President of Instruction, the grade in question may be set aside and declared invalid, in which case the student may be re-evaluated by the division involved in order to establish a grade of record. The decision of the Vice President of Instruction is final.

Civil Rights Complaints

Students who believe a college employee or another college student has discriminated against them because of their gender should register their complaints with Susan Roberson, Student Counselor, at 823-5166, ext. 259. Students who believe they have experienced discrimination because of a handicap or disability should register their complaints with Cathy Stephenson, Student Counselor, at 823-5166, ext. 331. Those who believe they have been discriminated against because of their race, age, religion, or national origin should register their complaints with Janice Tolson, Personnel Director, at 823-5166, ext. 262.

Readmission

Academic Forgiveness Policy

The Academic Forgiveness Policy applies to students who have failing grades at Edgecombe Community College at least five years old and have not been enrolled two consecutive years at the college.

Upon readmission, when students complete 12 hours of academic work with a 2.0 grade point average or better, their previous grades of “F” are forgiven in the computation of the overall grade point average. Financial aid can be reinstated at the successful completion of 12 hours of academic work.

Catalog of Record

The catalog that is current when students enroll in the college is the catalog of record. Students who are in continuous attendance (except summer term) may graduate under the provisions of their catalog of record or a subsequent issue. Students who are not enrolled for a period of two consecutive semesters must graduate under the provisions of the catalog in effect on their last reentry date or a subsequent issue.

Students who change their program of study come under the provisions of the catalog in effect at the time of the change or a subsequent issue.

Drops, Suspension, Expulsions

Students who have been suspended or expelled from the college may request clarification at the time of withdrawal regarding when they may re-enter.

Students who have been dropped from class may re-enroll the next semester. Students who are readmitted after an absence of at least two consecutive semesters must meet the requirements of the catalog in use at the time they apply for readmission to the college.

Withdrawal from the College

Students who transfer or withdraw from the college during the semester should consult with the Vice President of Student Services or his/her designee and a faculty advisor. Consultation protects the students’ academic records, their right to re-enroll, and their right to transfer to another college. No student records are released until the students’ financial records are cleared.

Withdrawal from Courses

Once students have duly enrolled in a class and paid the registration fee, students maintain membership in that class until one of the following occurs:

1. Student Withdrawal

A. Students must complete the official withdrawal forms (Attachment 12). Withdrawal is effective as of the date forms are received in the Student Services Department.

B. Students withdrawing after the 10 percent point and before the end of the semester receive grades of “WP” or “WF” as determined by the instructor. A “WP” is not counted in the computation of students’ grade point averages. The grade of “WF” is used in the computation of students’ grade point averages.

C. All veterans should contact the counselor in the Veterans’ Office prior to dropping any course.

2. Administrative Withdrawal (Attachment 18)

A. Administrative withdrawal from courses occurs when the responsible instructional personnel are reasonably assured that students do not intend to pursue the learning activities of the class or the students fail to meet the requirements established by the attendance policy.

B. Administrative withdrawal may also occur when students complete the course requirements before the allotted time or transfer to another class with permission from the instructor and the Vice President of Instruction.

C. Students may be withdrawn for improper conduct by the Vice President of Student Services, the President, or the designated representative.

Academic Support System

Career Services

The career counselor at the college assists student with the career exploration process. Advisors can refer students who need assistance in choosing a major, changing a major, assessing skills and interests, exploring information about jobs/careers, analyzing résumés, developing interview skills, and assisting with job-hunting strategies. Students seeking assistance from the career counselor should schedule an appointment.

Curriculum Learning Center (CLC)

The Curriculum Learning Center offers academic support for students who are enrolled in curriculum courses and who are having difficulty mastering the English, math, or computer skills essential to successful completion of those courses. The centers are located on the Tarboro campus in Building C, Room 6 (Library) and on the Rocky Mount campus in Room 141. Advisors can refer students to the CLC, instructors can refer students, or students may initiate the referral. There is no fee for the service.

Early Intervention

The college is committed to the success of student retention and encourages the practice of early prevention as a method of retaining students. Early intervention with students may be necessary because of a number of concerns, such as transportation difficulties, poor class attendance, excessive tardiness, poor performance on tests, or single parenting problems.

The college requests that all faculty identify students experiencing difficulties in individual classes by completing the “Early Intervention Form” and submitting it to the Student Support Services counselor (Attachment 19). The counselor contacts the students to discuss the situation and assess action to eliminate/resolve the issue/problem. Strategies could be in the form of tutoring, personal counseling, appropriate referral, or simply promotion of discussion and resolution between the instructor and student.

Finally, the instructor is notified by the Student Support Services counselor as to the action taken by the counselor regarding the early intervention problem.

Each person involved in the process outlined above plays an intricate role.

Role of Instructors

· Identify students experiencing difficulties in individual classes

· Complete the “Early Intervention Form”

· Submit the “Early Intervention Form” to the advisor and Student Support Services counselor

Role of Advisors

· Ensure that students who do not show up for class or who have poor class attendance are referred to the Student Support Services counselor

· Follow up on assigned advisees identified through the Early Academic Intervention System

· Check with the Student Support Services counselor to determine action taken regarding the early intervention problem

· Monitor student progress of advisees who are on probation/suspension due to the college policy

Role of Student Support Services Counselor

· Follow up with the referred student

· Notify the advisor and instructor as to the action taken regarding the early intervention problem

After the “Early Intervention Form” has been submitted and action is taken through the Early Intervention process, both instructors and advisors are notified by the Student Support Services counselor. Advisors should follow up upon receiving the “Early Intervention Form” to assist advisees by providing further guidance or direction. Instructors are also notified of the action taken regarding the Early Intervention problem so that they are aware of the situation and can assist further in the classroom environment.

Students with Disabilities

The college has responsibility under Section 504 of the Rehabilitation Act of 1973 to provide equal access to education for students with disabilities. Support services are available to the student who is hearing impaired, visually impaired, orthopedically handicapped, or learning disabled or who has other health impairments/disabilities. Students can refer themselves to the Disability Counselor, or advisors can refer students. All documentations of a disability must be on file before accommodations can be provided.

Tutoring

The tutoring program at the college is designed to assist students who are experiencing academic difficulties in curriculum courses. Advisors should refer students in need to the Student Support Services counselor (Attachment 20) so that tutoring can be scheduled. There is no fee for tutoring services (individual or group tutoring). Tutors can provide assistance with study skills, test taking skills, and class content.

Financial Aid

The Financial Aid Office is the area of the college that has specific responsibility for helping students secure funds needed for expenses directly related to attending college. However, as part of assisting students during the advising process, advisors should be aware of the kinds of financial aid available to students, the college’s expectations for students who are awarded financial aid, and special limitations on courses for which financial aid recipients can register. The basic information included below should be helpful.

General Information

Three principal kinds of financial aid available to students attending the college are as follows:

1. Scholarships or grants, which are awarded to students and which do not have to be repaid.

2. Loans, which students must repay after leaving college.

3. Employment or work-study, which in some instances may be in work that is related to students’ fields of study.

To meet students’ financial needs, the college makes aid available in a combination of loans, grants, and work. Awards for campus-based programs are made on the basis of demonstrated financial need as reflected by the Student Aid Report for the Pell Grant. Need is defined as the difference between the cost to students for attending the college and the resources available to them to meet such cost. For instructions on how to apply, students should contact the Director of Financial Aid.

Specific Financial Aid Programs

Federal Pell Grant Program

This program awards grants directly to students with payment made through the college. Federal Pell Grants, which do not have to be repaid, are the foundation of student aid. Students must complete the Free Application for Federal Student Aid (FAFSA).

Scholarships

The college offers a variety of local or institutional scholarships. Students should contact the Financial Aid Office for additional information.

The Federal Stafford Loan Program

This program offers low interest loans principally through a central lender, College Foundation, Inc. The North Carolina State Assistance Authority insures loans. Repayment must begin six months after enrollment ceases.

Note – The following policy applies to the return of Title IV funds: Students are required to repay a portion of Title IV funds if they withdraw from all classes prior to the 60 per cent point of the enrollment period. Title IV funds include Federal Pell Grants, Federal Supplemental Educational Opportunity Grants (FSEOG), Federal Stafford Subsidized Loans, Federal Stafford Unsubsidized Loans, and Federal PLUS Loans.

Policy for Determination of Satisfactory Academic Progress for Financial Aid Eligibility

Measurable Satisfactory Academic Progress

1. Full-time students are defined as those who are registered for 12 or more credit hours each semester; three-quarter time students are those who are registered for 9-11 credit hours; one-half time students are those who are registered for 6-8 credit hours.

2. To remain eligible to receive Title IV financial aid funds and to remain in good academic standing with the college, students must maintain a 2.0 grade point average (GPA). Students whose GPAs fall below 2.0 are placed on probation—but still receive financial aid—for one semester.

Financial Aid Time Increments

1. In addition to No. 2 above, students must maintain minimum standards to show progress toward completing degree requirements.

2. The Department of Education’s regulations require students to complete their degrees within a timeframe established by the institution.

3. Regulations covering satisfactory progress apply although students may not have received Title IV funds for the entire period of enrollment.

Financial Aid Probation/Termination

1. Recipients of financial aid who are placed on academic probation continue to receive aid for the next semester of enrollment. Students who do not raise their overall grade point averages above the probation level by the end of this probationary semester are not eligible to receive aid during the following semester of enrollment.

2. Students whose financial aid is terminated at the end of the probation semester do not receive additional aid until they meet the requirements for reinstatement.

3. Retroactive payments of financial aid for semesters when students were ineligible are prohibited.

4. Students on probation do not receive payment at the beginning of the next semester until the time that all grade point averages can be calculated. Federal Pell Grant payment is reinstated after the Financial Aid Office has an opportunity to average grades, provided that the students’ averages are 2.0 or better.

5. Students who withdraw during the semester must notify the Financial Aid Office and may be expected to repay a prorated amount of their financial aid awards.

6. The Director of Financial Aid advises students in writing when they are placed on financial aid probation and/or termination.

Miscellaneous Information

1. Students must reapply for financial aid annually. Aid does not continue automatically from year to year.

2. Students are permitted to take developmental courses for a maximum of 30 semester hours and receive Title IV funds while doing so. Students can retake courses in order to improve grade point averages, provided that the initial grade received was an “F,” “D,” or “IP.” However, under no circumstances can students retake courses and have those courses counted toward credit hour requirements for Title IV funds.

3. Students who register for classes and receive Federal Pell Grant funds but do not attend classes are required to repay in full the amount of Federal Grant funds received, less any amount of credit for tuition and books, before qualifying for additional funds.

4. Students must take courses required in their major field of study and have those courses count toward credit hour requirements to receive Title IV funds.

5. Mitigating circumstances may prevent students from adhering to the college’s policy of satisfactory progress and/or time increments. Circumstances may include, but are not limited to, illness of students or immediate family members, death of a family member, full-time employment, and change of career objectives. Any mitigating circumstances may require documentation and should be directed to the Director of Financial Aid or his/her designee. In instances where students are allowed additional increments of time to make satisfactory progress, they are given a semester of probationary time to meet academic standards.

6. Students applying for the Federal Pell Grant may use any of the following methods:

a. Apply on-line @ www.cfnc.org

b. Mail application in to the Federal Government

c. Have the college electronically file the application

(Note: Steps a and c are most preferred and timely.)

7. Applicants should have all financial aid in prior to the beginning of the semester.

8. Financial aid refunds are given out after the 10 percent point of each semester. (It is most important for all instructors to have the 10 percent rosters returned to the Registrar in a timely manner to assure this process.)

9. Student loans are processed in the Fall semester after classes have begun.

10. Some applicants may be given an emergency loan to cover tuition until all financial aid is processed.

11. Financial aid is awarded two of three semesters. If students enroll less than full-time, they may have a remaining financial aid award to use the third semester in the academic year. Students are notified if they have remaining funds.

Transfer of Credits

Into the College

The college allows transfer credit for students from other recognized and accredited post-secondary institutions, provided that certain conditions are met:

1. The course is required for graduation at the college.

2. The course was passed with a “C” or better.*

3. The course closely parallels the content of that which it replaces at the college.

*Credits that transfer to the college with a “T” grade are not included in students’ overall grade point averages.

The college may grant credit where applicable for military service schools in accordance with the recommendations of the American Council on Education’s Guide to the Evaluation of Educational Experiences in the Armed Services when consistent with students’ program requirements. The college does not allow credit for experiential learning.

Transfer credit is awarded only upon approval by the department head. Applications for transfer credit are handled on an individual basis. Once an evaluation is completed, the Registrar sends a copy to the advisor and to the student, and one is kept in the academic file in Student Services. Advisors can view transfer credits on students in the Colleague file.

Between Programs at the College

Credit for subjects earned with a grade of “D” or better at the college is accepted in cases when students transfer from one curriculum to another within the college. Courses transferred must be comparable in content and contact hours to the courses for which credit is given. Transfer of credits from one curriculum to another is granted under the following conditions:

1. The course(s) is/are required for graduation in both programs.

2. Those credit hours designated “elective” in the major curriculum may be transferred from one curriculum area to another; this policy applies only to the number of credit hours designated as elective hours in those curriculum areas into which students transfer.

3. When students re-enter a curriculum in which they have been previously enrolled, all previous grades earned (including “F”s) in that curriculum are included in the cumulative grade point average at the time of re-entry.

4. Continuing education courses may be transferable to curriculum programs.

5. The Nursing Program has separate policies for transfer of courses between programs.

To Four-Year Colleges and Universities

Comprehensive Articulation Agreement with the University of North Carolina System

In an effort to simplify and facilitate transfer of credit between community colleges and the University of North Carolina System, the University’s Board of Governors and the State Board of Community Colleges have developed and approved a Comprehensive Articulation Agreement (Attachment 21). This agreement addresses the transfer of students between institutions in the North Carolina Community College System and from that system to constituent institutions of the University of North Carolina. It applies to all North Carolina community colleges and all constituent institutions of the University of North Carolina.

As one provision of the Comprehensive Articulation Agreement, students who complete the A.A. or A.S. degree requirements at any community college are able to transfer to constituent institutions of the University of North Carolina with junior status and are considered to have fulfilled the institution-wide, lower division general education requirements of the receiving institution. Community college graduates of these programs normally receive 64 semester hours of academic credit upon admission to the university.

Other provisions of the Comprehensive Articulation Agreement address the transfer of general education core courses for non-graduates and transfer agreements for major or professional specialties. For more information about the Comprehensive Articulation Agreement, advisors should contact the College Transfer Program Coordinator.

The Associate in Arts Degree is granted for a planned program of study consisting of a minimum of 64 and a maximum of 65 semester hours of college transfer courses. (Ref. 23 NCAC 2E.0204). Within the degree program, the institution includes opportunities for the achievement of competence in reading, writing, oral communication, fundamental mathematical skills, and the basic use of computers.

Courses are approved for transfer through the Comprehensive Articulation Agreement. Community college graduates who have earned 64 semester hours of academic credit in approved college transfer courses with a grade of "C" or better in each course and an overall GPA of at least 2.0 on a 4.0 scale receive at least 64 semester hours of academic credit upon admission to a university. Courses may also transfer through bilateral agreements between institutions. Courses offered through bilateral agreements may not transfer to all receiving institutions.

Transfer Assured Admissions Policy (TAAP)

The Comprehensive Articulation Agreement (CAA) addresses the admission of community college graduates to UNC institutions and the transfer of credits between institutions with the North Carolina Community College System and institutions within the University of North Carolina.

The CAA assures admission to one of the 16 UNC institutions with the following stipulations:

1. Admission is not assured to a specific campus or specific program or major.

2. Students must have graduated from a North Carolina Community College with an Associate in Arts or Associate in Science degree.

3. Students must meet all requirements of the Comprehensive Articulation Agreement.

4. Students must have an overall GPA of at least 2.0 on a 4.0 scale, as calculated by the college from which they graduated, and a grade of “C” or better in all CAA courses.

5. Students must be academically eligible for re-admission to the last institution attended.

6. Students must meet judicial requirements of the institutions to which they apply.

7. Students must meet all application requirements at the receiving institution including the submission of all required documentation by stated deadlines.

If students are denied admission to a UNC institution, then they receive a letter from that institution directing them to the College Foundation of North Carolina (CFNC) website. At the CFNC website (CFNC.org), students are presented with the conditions of the TAAP (specified above), and if these conditions are met, students are given information regarding space availability and contacts within the UNC system. Students should contact those institutions to get specific information about admissions and available majors.

In the rare instance that the previous steps do not result in admission to a UNC institution, then students should contact the CFNC Resource Center at 1-866-866-CFNC.

Comprehensive Articulation Agreement (CAA) Grievance Procedure

Students may file a grievance within the first six weeks of the beginning of the term for which admission was offered at the college or university. Students may terminate the grievance procedure at any point.

Step 1: Students obtain a CAA Student Grievance Form from the Admissions Office of the college or university to which they were admitted (Attachment 22).

Step 2: On the form, students specify the nature of the complaint, citing specific language of the CAA which is in contention, and submit the form with any relevant supporting documents to their transfer counselor or advisor at the community college. This individual routes the form to the community college’s designated grievance official (CC-DGO) for signature and comments. Depending of the structure at the community college, this official is likely either the Chief of Student Affairs Officer or Chief Academic Affairs Officer. The CC-DGO completes the appropriate section with signature and comments and forwards the form, along with any relevant supporting documents, back to the Director of Admissions at the college or university (copy to the Chief Academic Affairs Officer at the university).

Step 3: Upon receipt of the form, the Director of Admissions conducts a thorough investigation to include contacting students and the CC-DGO.

Step 4: The director forwards the form with a consensus interpretation and recommendation for action to the Associate Vice President for Academic and Student Affairs of the UNC (AVP-UNC).

Step 5: After a discussion with the Director of Admissions, the CC-DGO and/or students, the AVP-UNC proposes a final decision to the Transfer Advisory Committee (TAC) co-chairs. If the chairs concur with the recommendation, the matter is resolved, and the AVP-UNC informs all interested parties. If the TAC chairs do not concur, the matter is referred to the full TAC for action.

Step 6: On at least an annual basis, the AVP-UNC presents a report to the TAC on the number and nature of these grievances, discussions, and the decisions. If the CAA needs to be modified to reflect any actions taken, the TAC does so in a timely fashion.

Transfer Agreements with Private Four-Year Colleges and Universities

The college has formal transfer agreements with many private four-year colleges and universities in North Carolina. These agreements list programs and courses which are accepted for transfer. For information about transfer to a specific college or university, advisors should contact the College Transfer Program Coordinator.

Graduation Application Process

Degree, Diploma, and Certificate Requirements

The following minimum requirements have been established for the Associate in Arts, Associate in Science, and Associate in Applied Science degrees; the Vocational diploma; and certificates.

1. Students must complete all course requirements as outlined in their curricula. Graduates must have earned at least a 2.0 grade point average in courses presented for graduation.

2. Students must have completed a minimum of 25 percent of the hours required in a particular curriculum program at the college, if they transfer from another institution and intend to graduate from Edgecombe Community College.

3. Students must be recommended by the chair of the department in which they complete their major work.

4. Students must fulfill all financial obligations to the college and return all borrowed library books and materials.

5. Students participating in graduation activities must wear the appropriate cap and gown attire.

Advisor Responsibilities

The following steps in the graduation application process must be completed:

1. Advisors maintain accurate student files or Individual Graduation Plans on course requirements for completion of any degree, diploma, or certificate program.

2. Advisors check students’ advising and registration forms prior to early registration or registration to determine if students will complete graduation requirements the next semester of attendance. If students will complete the requirements, advisors submit to Student Services a “Graduation Request Form” (Attachment 23), with the “Graduate Survey” (Attachment 24) attached.

3. Student Services verifies whether or not the students are approved for graduation. If approved for graduation, advisors are notified and students are sent the necessary information to proceed with participation in graduation; advisors are notified that students have met the necessary requirements.

4. If students are not approved for graduation, advisors are notified of what process to follow that will enable students to fulfill the requirements.