Academic Information

Academic Information

The academic transcript is the official record of a student’s academic history at Virginia Peninsula Community College. The academic transcript is the student’s registration record, earned credits and grades, grade point average (GPA), academic standing, academic program and plan, and other information as deemed important.

Course Numbering System

Credit courses are listed with a course prefix, course number, credits, course description, pre/co-requisites, lecture/lab hours, and the total number of hours per week.

1-9 Developmental courses.

Credits earned in these courses are not applicable toward associate degree programs; however, upon approval by the chief academic officer, some developmental courses may provide credit appropriate for certificate programs.

10-99 Basic non-degree courses for certificate programs.

Credits earned in these courses are applicable toward certificate programs but are not applicable toward an associate degree. (ESL courses may also be numbered 10-99 but are not applicable to a certificate or degree.)

100-199 Freshman-level courses applicable toward associate degrees and certificate programs.

200-299 Sophomore-level courses applicable toward associate degrees and certificate programs.

Course Credits

Each semester hour of credit given for a course is based on the “academic hour,” which is 50 minutes of formalized, structured instructional time in a course weekly for fifteen weeks, for a total of 750 minutes (15 hours) of instruction. Courses may include lectures (instruction, discussion), laboratory (including clinical training, studio, or internship), out-of-class study/activities or a combination thereof, depending on the discipline. In addition to instructional time, an appropriate evaluation/examination is required for each course. If the final evaluation is a final examination, a minimum of 50 minutes is required but examinations should not exceed a total of 150 minutes (2.5 hours) per course. Credits may be assigned to courses as follows:

• Lecture - One academic hour of lecture per week, generally for 15 weeks, plus an evaluation or examination, equates to one semester-hour (credit).
• Laboratory - Two to five academic hours, depending on the discipline, may include laboratory, clinical training, supervised work experience, internship, or other similar activities. Usually for 15 weeks, plus an evaluation or examination period, equates to one semester-hour (credit).
• Asynchronous Distance Learning or Hybrid - Use a mix of traditional contact hours and learning activities with students and faculty separated by time and place.
• General Usage Courses - Variable academic hours from one to five credits.

Grading System

The quality of performance in any academic course is reported by a letter grade, the assignment of which is the responsibility of the instructor. These grades denote the character of study and are assigned quality points as follows:

The grades of A, B, C, D, P, and S are passing grades. Grades of F and U are failing grades. R and I are interim grades. Grades of W and X are final grades carrying no credit.

 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. Grade points are computed by multiplying the number of credits completed by the points for the grades earned.

Semester Grade Point Average 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 includes all courses attempted, is computed each semester, and is maintained as a record of the student’s academic standing. When students repeat a course, the grade counted in the GPA calculation will depend on the semester of the initial attempt and the semester of the subsequent attempt. Refer to the section on repeating a course for specific details. In instances of courses designated as repeatable, all grades/credits are counted in the computation of the GPA. Grades of “S” “P” “U” “W” “X” and “I” shall not count as first or subsequent attempts when calculating the cumulative GPA. Courses that do not generate grade points are not included in the credits attempted. 

Curriculum Grade Point Average only includes courses applicable to the student’s curriculum and is computed to ensure that the student satisfies the graduation requirement for that curriculum. Review the catalog section “Repeating a Class” for detailed information on grade replacement for repeated courses. 

Grade points are computed by multiplying the number of credits completed by the points for the grades earned. For example, for BIO 102-01 (4 credits), the student earned a B grade (3 points) = 12 grade points.

Final Grades

Final grades are available to the student after the end of each semester via their MyVPCC account. Final grades are a part of the student’s permanent academic record. The evaluation of a student’s work and assignment of a grade are the responsibility and the prerogative of the individual instructor. If you think, however, that the final grade you received in a course was assigned in a manner inconsistent with the course syllabus or was assigned using a method other than that used to compute other students’ grades in that course, you may resolve the matter through an informal or a formal procedure. Details regarding the grade appeal process are available in our Student Handbook.

Transcripts

A student may request a copy of their permanent record from the College be forwarded to other educational institutions, employers, or any person(s) designated by the student. If the student attended Virginia Peninsula Community College after 1977, requests to send transcripts to another member of the Virginia Community College System (VCCS) are not necessary. Electronic transcripts available via the VCCS Student Information System will be sufficient for colleges within the VCCS.

Beginning July 1, 2024, all requests for official transcripts will incur a $10 processing fee and will be processed through our Parchment storefront. Visit our website to access our Parchment storefront. Students may visit Enrollment Management to request an official transcript; the $10 transcript fee will be due prior to receipt. Telephone and third-party requests for transcripts are denied. 

Classification of Students

All students are classified according to the following categories:

Curricular student: a student who has satisfied the following college admission requirements and has been admitted to a degree or certificate program.

• holds a high school diploma, a GED, or its equivalent, or is otherwise determined qualified for admission,
• all required documents for general admission to a curricular program have been received in the Admissions Office
• admission into one of the curricula programs

Non-curricular student: a student who is not formally admitted to one of the curricula but who is classified according to one of the following student goals or conditions:

• updating employment skills for present job
• developing skills for new job
• career exploration
• personal satisfaction and general knowledge
• visiting student
• high school student (with college approval only)
• auditing a course (with college approval only)

Freshman: a student who has fewer than 30 credits.

Sophomore: a student who has 30 or more credits.

Enrollment Status

Full-time: a student enrolled in 12 or more credit hours in a semester.

Part-time: a student enrolled less than 12 credit hours in a semester.

Academic Load

A minimum full-time load is 12 credits, and the normal maximum full-time load is 18 credits, excluding Student Development (SDV 100 or SDV 101) courses. Students wishing to carry an academic load exceeding 18 credits must have a 3.0 cumulative GPA or higher, and the approval of their Academic Dean.

Students placed on academic warning or academic probation may be required to take less than the normal course load.

Final Examinations

All students shall be expected to take their final examinations at regularly scheduled times. No exceptions shall be made for a student without the Academic Dean and the instructor’s permission.

Repeating a Course

A student will be limited to two (2) enrollments in the same credit course that is not designated as repeatable for credit or is not a general usage course. Students requesting to enroll in the same course more than twice must complete the Third Attempt Request Form available on our website under Student Forms. If the student has an overall GPA of 2.0 or higher at the time of the request, the Dean of Retention and Student Success will approve the request. If the student does not have an overall GPA of 2.0 or higher, the request will be denied. The Dean may require the student to wait until final grades are posted from the previous term to ensure the 2.0 GPA has been achieved.

Credit courses that are designated as repeatable for credit in the Master Course File or are identified as General Usage courses in the Master Course File may be repeated for credit. (General Usage courses include those numbered 90-190-290; 93-193-293; 95-195-295; 96-196-296; 97-197-297; 98-198-298; 99-199-299.) Other than general usage courses, only those courses designed to develop and maintain proficiency in the visual and performing arts, or to meet requirements for certification or re-certification in allied health or applied technology fields, may be designated as repeatable for credit. Students should be limited to 10 credits earned through multiple enrollments in the same course.

Repeated courses affect the cumulative grade point average (GPA) in the following way(s):

• For courses taken fall 2021 and repeated after fall 2021 only the highest grade earned is counted in the computation of the cumulative GPA and for satisfying curricular requirements unless the course is designated repeatable for credit in the Master Course File or is a General Usage course. (Please note that grades of “S”, “P”, “U”, “X”, “I”, and “W” will not count as first or subsequent attempt for the purpose of GPA calculation, although they do count as attempts toward the two enrollment limit rule.
• For courses taken beginning fall 1996 and before fall 2021 only the most recent course attempt was calculated into the cumulative GPA, and credit for all previous attempts were forfeited.
• For courses taken the first time during or after summer 1994 and repeated before or during summer 1996, only the most recent course attempt was calculated into the cumulative GPA, and credit for all previous attempts was forfeited.
• When both/all attempts were made before summer 1994, all semester grades were averaged into the cumulative GPA, and all semester credits earned were retained.
• For courses taken before summer 1994 and repeated once during or after summer 1994 (but before fall 1996), all semester grades were averaged into the cumulative GPA, and all semester credits earned were retained.
• Certain courses, including general usage courses and those identified as “may be repeated for credit,” are exempt from this procedure.

Auditing a Course

With permission of the appropriate Academic Dean, students desiring to attend a course without taking the examination or receiving credit for the course may do so by registering to audit through the registration process and paying the normal tuition. Priority will be given to students taking the course for credit. Audited courses carry no credit and do not count as part of one’s course load.

Students desiring to change status in a course from audit to credit or from credit to audit must do so by the last day to add/change classes, posted on the Academic Calendar. Please note that auditing a course is considered an “attempt” for the purpose of repeating the course.

Students who desire to earn credit for a previously audited course must re-enroll in the course for credit and pay normal tuition to earn a grade other than “X.” Advanced standing credit should not be awarded for a previously audited course.

Academic Programs

College Transfer Education

College transfer programs are designed to include the first two years of a four-year program in arts and sciences and pre-professional programs meeting standards acceptable for transfer to baccalaureate degree programs. These programs are equal in content and quality to those provided in four-year, degree-granting institutions to facilitate the transfer of students from the community college to four-year colleges and universities. 

The Virginia Community College System (VCCS) and Virginia Peninsula Community College (VPCC) have entered into articulation agreements with many of the four-year colleges and universities in Virginia. Visit the Transfer/Articulation Programs and Admission Agreements for detailed information. Transfer awards offered by VPCC include:

• Associate of Arts degree (AA): A two-year degree program that parallels the first two years of a Bachelor of Arts degree at a four-year institution. Liberal studies focus on the fine arts, languages, literature, philosophy, humanities, and the development of critical thinking skills.
• Associate of Science degree (AS): A two-year degree program that parallels the first two years of a Bachelor of Science degree at a four-year institution. Courses focus on preparing students for entry into education, business, science, engineering, and social science fields.
• Associate of Fine Arts (AFA): A two-year degree program that parallels the first two years of a Bachelor of Fine Arts degree at a four-year institution. Courses are selected for ease of transfer to most four-year colleges and universities.

Career/Technical Education (CTE)

Career/technical education programs are designed to meet the increasing demand for technicians, semi-professional workers, apprentices, and skilled crafts persons for employment in industry, business, the professions, and government. These programs normally require two years or less of training beyond high school. They may include preparation for business, engineering technology, health and medical professions, industrial, public service, and other technical and occupational fields. CTE awards offered by Virginia Peninsula Community College include:

• Associate of Applied Arts degree (AAA): A two-year degree designed to give students a strong foundation in one of the arts-related curricula as preparation for employment immediately following graduation from Virginia Peninsula Community College.
• Associate of Applied Science degree (AAS): A two-year degree designed to give students a strong foundation in one of the career and technical fields as preparation for employment immediately following graduation from Virginia Peninsula Community College.
• Certificate (C): An award representing less than two years of study (30-59 credits) designed to prepare students for entry-level positions and/or advancement in a variety of technical, semi-professional and skilled craft fields in business and industry.
• Career Studies Certificate (CSC): An award representing less than one year of study (9-29 credits) designed to provide just-in-time training and prepare students for certification and/or immediate employment in a number of technical fields.

Graduation and Commencement

Catalog of Record

The catalog to be used in determining graduation requirements is the one in effect at the time of the student’s initial program placement into the curriculum, or any subsequent catalog of the student’s choice. If the student separates from the college and reapplies for admission, the student will follow the catalog in effect at the time of application.  The catalog to be used in certifying the student’s graduation shall have been in effect no more than seven years prior to the time of graduation. 

Application for Graduation

Students must apply online for graduation via MyVPCC by the published deadline listed on the Academic Calendar. Applications for graduation will be available two months prior to the deadline. Annual commencement ceremonies are held in May. Visit our website for commencement related activities. 

Graduation Requirements

To be eligible for graduation with an associate degree, certificate, or career studies certificate from the College, students must:

• Successfully satisfy all curriculum requirements as described in the catalog of record. The Academic Dean must approve substitutions.
• Fulfill all of course and credit-hour requirements of the curriculum with at least 25% of credit semester hours acquired at VPCC.
• Be certified by an appropriate college official for graduation.
• Earn a GPA of at least 2.0 in all studies attempted which are applicable toward graduation in their curricula.
• Participate in additional activities of the academic program as required. Some academic programs may choose to require students to participate in exit interviews, complete surveys, license exams, or prepare portfolios.
• Submit an Application for Graduation online via MyVPCC by the published deadline on the Academic Calendar.
• Resolve all financial obligations to the College and return all library and college materials.

Second Degree or Certificate

In awarding students an additional degree, diploma, certificate, or career studies certificate, the college may grant credit for all completed applicable courses which are requirements of the additional degree, diploma, certificate, or career studies certificate. However, the awards must differ from one another by at least 25% of the credits. 

The College reserves the right to graduate students who have completed all requirements for an associate degree, certificate, or career studies certificate but have not applied for graduation.

Commencement

The College has one formal commencement ceremony in May. Students who graduated the prior Summer and Fall, as well as Spring candidates for graduation, will receive a notification letter via their VCCS email account in April concerning commencement, caps and gowns, invitations, and class rings. Students should ensure their mailing address is up-to-date and are checking their email account frequently for updates.

Participation Requirements:

The Commencement ceremony at Virginia Peninsula takes place in May. Students who graduated in the previous Summer or Fall semesters, as well as those completing their requirements in the Spring semester, are eligible to participate in the ceremony.  Generally, after Commencement, students who graduate in the summer or fall are invited to participate in the following year’s ceremony.

Eligibility Criteria:

• Students are eligible to participate if they have no more than six (6) credit hours or two (2) classes remaining to complete their program requirements.
• Remaining requirements must be completed by the end of the summer.

Spring candidates who meet the above criteria must submit the Application for Graduation by February 15.

Students who do not meet the above criteria must seek an exception.  

Exception Request:

• To request an exception, students must complete the Commencement Participation Exception Form along with the Application for Graduation and submit it to the Graduation Specialist by February 15.

Honors and Awards

Graduation Honors

Students who have attended Virginia Peninsula Community College for a minimum of 25% of the total credits acquired and who have fulfilled the requirements of degree, diploma, or certificate programs (with the exception of career studies certificates) are eligible for graduation honors. Appropriate honors based upon scholastic achievement are recorded on the student’s permanent record as follows: 

3.2 Grade Point Average: Cum Laude (with honor)

3.5 Grade Point Average: Magna Cum Laude (with high honor)

3.8 Grade Point Average: Summa Cum Laude (with highest honor)

President’s Award and Vice President’s Award

The President’s and the Vice President’s Awards are presented at the commencement ceremony each spring to a student who has excelled academically (earning a 3.9 GPA), contributed time and talents on campus and off campus, and who has been recommended by a faculty member. The selection process begins in the fall of each year, and the selection is made in the spring semester. The award recipients represent the highest standards of academic achievement and social responsiveness within the graduating class. The President’s Award recipient will receive a certificate and $1000. The Vice President’s Award recipient will receive a certificate and $500. All students who have 60 or more credits earned at Virginia Peninsula with no repeated courses and no course substitutions, who have earned a 3.9 Grade Point Average (GPA), and who will receive an associate degree in the current academic year (summer, fall, or spring) will be invited to apply for the award. Students are required to complete an application, submit a letter of recommendation from one faculty member, and write a 500-word essay on their experience at Virginia Peninsula. The complete application packet must be submitted to the Office of the Vice President of Student Affairs. The Selection Panel, composed of representatives from across the College and led by the Vice President of Student Affairs, will evaluate the applications based on a rubric. Finalists will be given a certificate of achievement at the Student Awards Ceremony. 

President’s Honor Roll

Students who have accumulated 24 grade point credit hours or more at Virginia Peninsula Community College and whose cumulative GPA is 3.8 or above will be placed on the College President’s Honor Roll. 

Vice President’s List

Students who earned a cumulative GPA of 3.5 or above without any “F” or “U” grades during a semester in which they completed 12 or more grade point credit hours will be placed on the Vice President’s List. 

Merit List

Students who enroll for fewer than 12 grade point credits during a semester and earn a GPA of 3.2 or above without any “F” or “U” grades will be placed on the Merit List. 

Academic Standing

Students are expected to maintain a 2.0 GPA and make normal academic progress toward graduation. The College keeps students informed of their academic standing by placing appropriate statements on their unofficial transcript when they are academically deficient and when they have regained acceptable academic standing.

Good Academic Standing

Students are considered to be ‘in good academic standing’ when they maintain a minimum GPA of 2.0 per semester. 

Academic Warning

Students who fail to attain a minimum 2.0 GPA for any semester shall receive a notification of academic warning indicating they are at risk of incurring negative academic standings in subsequent terms. Academic warning is not an official standing. 

Academic Probation

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 but shall not be placed on the students’ official transcripts. 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.   

While a GPA between 1.75 and 1.99 may not result in formal academic probation, the student must earn a minimum of 2.0 in his/her curriculum to receive an associate degree, certificate, or career studies certificate. Students placed on academic probation are ineligible for any appointive or elective office in student organizations unless special permission is granted by the   Vice President for Enrollment Management and Student Success or an appointed designee. 

Academic Suspension

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. Students will receive notification in writing and may receive it verbally. Academic suspension shall be for one semester (not including summer). The statement “Academic Suspension” shall be placed on the students’ permanent records but shall not be placed on the students’ official transcripts.  

At the conclusion of the suspension period, the student should submit an Application for Admission or Readmission after Academic Suspension or Dismissal. Upon review the student is notified in writing of their enrollment eligibility for the semester requested. The student may be required to enroll in SDV 100 . Any student whose appeal is denied may request a review by the Vice President for Enrollment Management and Student Success.

Following the student’s reinstatement after academic suspension, the student must earn a minimum 2.0 GPA for the semester in which he/she enrolls. The student must maintain a minimum 1.75 GPA for each subsequent semester of attendance. The statement “Subject to Dismissal” shall be placed on the student’s permanent record. Students who have been reinstated from academic suspension will remain subject to dismissal until the cumulative GPA is raised to a minimum of 1.75. Reinstated students may also be required to carry less than a normal course load the following semester and are required to consult with their advisor or the appropriate designee.  A minimum cumulative GPA of 2.0 is required to graduate. Failure to attain a 1.75 GPA in each subsequent semester will result in academic dismissal. 

Academic Dismissal

Students who do not attain at least a 2.00 GPA for the semester of reinstatement following academic suspension shall be academically dismissed. Students will receive notification in writing and may receive it verbally. The statement ”Academic Dismissal” will appear on the student’s permanent record. 

Academic dismissal is normally permanent. In exceptional circumstances, students may appeal to the Dean of Retention and Student Success and may be reinstated.

To appeal the dismissal, the student may submit an Application for Admission or Readmission after Academic Suspension or Dismissal. The student is notified in writing of their enrollment eligibility for the semester requested. The student may be required to enroll in SDV 100 . Any student whose appeal is denied may request a review by the Vice President for Enrollment Management and Student Success.

Students readmitted following academic dismissal must follow the same requirements for continued enrollment as those readmitted following academic suspension.

Academic Suspension or Dismissal from another Institution

Students who were placed on Academic Dismissal or Academic Suspension at their previous institution and are seeking to attend Virginia Peninsula Community College must follow the policies outlined in the Academic Suspension and Academic Dismissal section and submit an Application for Admission after a Suspension or Dismissal along with the required documentation.

Academic Renewal 

Students who return VPCC after a separation of five (5) years or more may petition for academic renewal. The Petition for Academic Renewal form is available on our website under Student Forms. 

If a student is determined to be eligible for academic renewal, “D” and “F” grades earned prior to re-enrollment will be deleted from the cumulative and curricular grade point average (GPA), subject to the following conditions:

• Prior to petitioning for academic renewal, the student must demonstrate a renewed academic interest and effort by earning at least a 2.5 GPA in the first 12 grade point credit hours completed after re-enrollment. 
• All grades earned at the College remain a part of the student’s official transcript. 
• Students will receive degree credit only for courses in which grades of “C” or better were earned prior to academic renewal, providing that such courses meet current curriculum requirements. 
• Total graduation hours will be based on all course work taken at the college after readmission, as well as former course work for which a grade of “C” or better was earned, and credits transferred from other colleges or universities. 
• Academic renewal may be granted only once and cannot be revoked once approved. 
• Academic renewal may affect financial aid or leadership eligibility. These issues should be explored before the student petitions for academic renewal.