May 22, 2024  
2023-2024 College Catalog 
    
2023-2024 College Catalog [ARCHIVED CATALOG]

Registration Information


Attendance

Directory Information

Family Educational Rights to Privacy Act (FERPA)

Late Registration Responsibilities

Prohibited Disclosures

Registration
   Withdrawal from a course

Release of Student Information

Student Records Retention Policy


Registration

The registration process is facilitated through an online registration system. New and continuing students may access the registration system via MyVPCC. Information about the use of MyVPCC is available on the College’s website.  Students can add, drop, and change classes during the published dates on the Academic Calendar.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 last day to drop with a grade of “W” as posted on the Academic Calendar. In this case, the student will receive a grade of “W.” 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.  

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 eCampus equivalent by the drop with a refund date, or earlier date as defined and published in the academic calendar, will be administratively dropped 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 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. 
 

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 Enrollment Management Office, Griffin Hall Hampton campus; identifying the record(s) they wish to inspect. The Enrollment Management 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. 
  •  Students have 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 is:

         STUDENT PRIVACY POLICY OFFICE
         U.S. DEPARTMENT OF EDUCATION
         400 Maryland Avenue SW
         Washington DC 20202-8520

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. 

Notice Regarding Directory Information

The Family Educational Rights and Privacy Act (FERPA) designates certain information as “directory information,” which may be released upon request without the student’s express written consent. As provided by FERPA and Virginia law, Virginia Peninsula may disclose the following types of directory information:

  • 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
  • The most recent educational agency or institutions attended
  • Number of credit hours enrolled

Students may restrict disclosure of directory information by officially notifying Enrollment Management that such directory information should remain confidential. Notification must be submitted prior to the end of the first week of classes.

Prohibited Disclosures

Virginia Peninsula Community College shall not disclose the address, telephone number, or email address of a student as directory information pursuant to a Freedom of Information Act (FOIA) request without the prior written consent of the student, unless the disclosure is to students enrolled in the college for educational purposes or institution business and the student has not opted out of such disclosure. Virginia Peninsula may establish policies that allow students to opt-in to the disclosure of such information without prior written consent for other purposes, e.g., disclosures to foundations or honor societies.   

Release of Student Information

All requests for official information on students should be referred to Enrollment Management. 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, 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 Enrollment Management by the end of the first week of classes that such directory information should remain confidential. Students may also restrict access to directory information by activating the FERPA restrictions via MyVPCC.  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. All other student documents are subject to disposal by the College in accordance with Virginia Community College System and the Library of Virginia Records Retention Schedule.