A student must follow the registration procedures established by the College to register initially for a course or to change his or her schedule after initial registration.
Continuing students may register via the web on MyTNCC (https://tncc.my.vccs.edu/jsp/home.jsp). Information about the use of MyTNCC is available on the web. All students have access to MyTNCC for general information and for tuition payment, and each student should access the system at least once to change his or her personal identification number (PIN) to a unique 6-10 character alphanumeric PIN. The PIN is preset to the date of birth (MMDDYY format).
Change of Registration
Adding a course: Usually students may not enter a new class after the first week of a session. Any request for entry after that time must be approved by the instructor of the class and the division dean or appropriate academic administrator.
Withdrawal from a course: Students are obligated to initiate their own withdrawals from classes. A student may withdraw from a course without academic penalty only if the student initiates the withdrawal via the Student Information System (SIS) prior to the completion of 60% of the session. In this case, the student will receive a grade of “W.” After 60% of the session, the student will receive a grade of “F.” Exceptions to this policy may be made under mitigating circumstances, which must be documented and approved by the instructor, division dean, and Vice President for Academic Affairs. A copy of the documentation must be placed in the student’s academic file.
In order to remain in compliance with Title IV funding regulations, Financial Aid personnel will review the last date of attendance and may take necessary withdrawal action on behalf of the student.
Attendance
Regular attendance is required in all classes. Students who enroll in a course but do not attend a minimum of one class meeting or the distance learning equivalent by the drop with a refund date, or earlier date as defined and published in the academic calendar, will be administratively deleted from the course by the College. When absence from a class becomes necessary, it is the responsibility of the student to inform the instructor prior to the absence whenever possible. The student is responsible for the subsequent completion of all study missed during an absence. Any instructional material missed and not subsequently obtained will affect the grade of the student, regardless of the reason for the absence. It is the responsibility of each instructor to explain his or her attendance policy in the course syllabus.
The Responsibility of Late Registrants
The student who enrolls and enters a course after the first class meeting should note that attendance records are being kept from the first day the class meets and not the first day of the new student’s attendance. All class days missed before and after the student’s entry into the class will be considered as absences on the instructor’s roll.
The student is also responsible for the completion of all assignments, quizzes, and classes missed during the absence. All course work missed and not subsequently completed may affect the student’s grade in the course.
Release of Student Information
All requests for official information on students should be referred to the Office of Enrollment Services. Student records are treated as confidential information available for the student’s personal inspection and the student’s personally authorized release, with very limited lawful exceptions. The College reserves the right to arrange mutually convenient appointments for student inspection of records and to impose reasonable charges for copies, should they be requested.
Name, address, telephone number, major field of study, dates of attendance, degrees and awards received, and names of previous institutions attended can be released upon request unless a student notifies the Office of Enrollment Services by the end of the first week of classes that such directory information should remain confidential. Emergency requests for information will be handled by the Office of the Vice President for Student Affairs or another appropriate college official. The College is obligated to notify its students annually of its compliance with The Family Educational Rights and Privacy Act of 1974, Section 438, PUBL. 90-247, as amended, which sets forth requirements governing protection of students’ right to privacy in their educational records. The U.S. Department of Education has published regulations implementing this act.
If any student in attendance believes that the College has failed to comply with the above act and/or regulations, the student may file a complaint with the U.S. Department of Education; alternatively, the student may follow procedures established by the college.
Student Records Retention Policy
The academic transcript is the only official record of a student’s academic history, and the only document used for record reconciliation. All other student documents are subject to disposal by the college in accordance with Virginia Community College System policy.
The College will maintain student folder data for a three-year period from the date of separation from the College. Registration data, withdrawal data, and faculty grade reports will be maintained for three years from the date of origination.
Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act (FERPA) grants students certain rights with respect to their education records. They are:
- The right to inspect and review the student’s education records within 45 days of the day the College receives a request for access. Students should submit a written request to the Office of Enrollment Services, Room 208 Griffin Hall Hampton campus; identifying the record(s) they wish to inspect. The Enrollment Services staff will make arrangements for access and notify the student of the time and place where the records may be inspected.
- The right to request the amendment of the student’s education records that the student believes is inaccurate or misleading.
To amend a record they believe is inaccurate or misleading, students should write the college official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.
If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
- The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the college in an administrative, supervisory, academic, research, or support-staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent), a person serving on the college’s board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by the college to comply with the requirements of FERPA.
The name and address of the Office that administers FERPA are:
FAMILY POLICY
COMPLIANCE OFFICE
U.S. DEPARTMENT OF EDUCATION
400 Maryland Avenue SW
Washington DC 20202-8520
Notice Regarding Directory Information
FERPA designates certain information as “directory information,” which may be released upon request without the student’s express written consent. It is the policy of the College not to publish a student directory; however, name, address, telephone number, major field of study, dates of attendance, degrees and awards received, and names of previous institutions attended can be released upon request, unless a student notifies the Office of Enrollment Services by the end of the first week of classes that such directory information should remain confidential.
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