Cape Cod Community College - Academic Affairs

Academic Policy Statements

Absence Due to Religious Beliefs

Under the Massachusetts General Laws, Chapter 151C, any community college who cannot attend class or take an exam, study or fulfill work requirements on a particular day, due to his/her religious beliefs shall be excused from such obligations. The student must be provided with an opportunity to make up such exam(s), study or work requirements; provided, however, that such make-up exam(s) or work does not create an unreasonable burden upon the institution. The student may not be charged fro such make-up opportunities, nor may he/she be subject to adverse or prejudicial effects for availing him/herself of the provisions of the law.

Academic Appeals Procedure

The College has established the following system for appeal of an academic dismissal.

1. The Registrar will notify the student of dismissal by mail, explain the right to appeal and the procedures that need to be followed.

2. Students who wish to appeal will write a letter to the Vice President of Academic and Student Affairs explaining their reasons.

3. The student will meet with the Appeals Committee, which will consist of the Deans of Academic and Student Affairs. At the end of the meeting the student will be informed of the committee's decision. The Registrar will serve as resource personnel.

4. The Committee will arrange for student support services as necessary.

5. If a student is not satisfied with the committee's decision, he/she can then appeal to the Vice President of Academic and Student Affairs.

Adding/Dropping Classes

All registered students will be permitted to adjust their schedules during the first seven (7) calendar days of the Fall or Spring semester providing the course has seats available and any prerequisites have been met. Once the course has completed its first class meeting, students must obtain the written permission of the course instructor or, it the instructor cannot be contacted, the appropriate Academic Dean to add into the course. The student is responsible for obtaining any missing course materials.

Change of Schedule forms are available in the Registration Office.

Affirmative Action

Refer to Affirmative Action.

Attendance

All instructors are encouraged to take regular attendance to assist in tracking and counseling students. In certain cases (e.g. financial aid, veterans), the instructor may be required to maintain attendance records.

At the first session of each class or laboratory session, the instructor will furnish a written statement to the students that will include the attendance policy for the course. This policy must address the criteria for withdrawing a student from the course with a grade of Z (absent), the influence of attendance upon the student's final grade, and the policy on make up of exams and late assignments.

Also see Absence Due to Religious Beliefs.

Auditing a Course

A student may register to audit a course with the permission of the course instructor. No grade and no credit will be given. The Request to Audit form is available at www.capecod.edu/web/registrar/forms.

Attendance requirements for audit students shall conform with the instructor's policy for the class as a whole, unless other arrangements are made between the auditing student and the instructor. Participation in the course is by agreement between the student and the instructor.

The student or the instructor has the prerogative to request the agreement be in writing. Upon satisfactory attendance and fulfillment of the agreement between the student and instructor, a status of AU will be recorded; no credit will be awarded. A status of Z will be recorded at the end of the course should the attendance and/or agreement not be fulfilled. The student may officially withdraw from the audited course according to the withdrawal policy.

Change of status in a course from audit to credit may be made only during the add period. Change of status in a course from credit to audit may be made only during the first ten weeks of classes subject to the above mentioned requirements: by permission of and in agreement with the instructor.

A course taken for audit does not count toward a student's full-time status unless the student is required to audit the course with the approval of the Vice President of Academic and Student Affairs. A prerequisite cannot be satisfied by an audit.

Students are required to pay all tuition and fees. Financial aid does not cover the cost of audited classes.

Campus Safety

In accordance with the Student Right to Know Act (Title 1 of Public Law 101-542), the Campus Crime Report is available upon request from the Department of Public Safety.

Challenge Exams

The following policy and procedure have been approved by the College Meeting to provide Cape Cod Community College students an opportunity to earn college credit for lifetime experiences by demonstrating proficiency in the content of a course. Challenge Exam forms are available through the Registrar's Office.

Please note that Developmental Education courses, independent studies, and courses for which College Level Examination Program (CLEP) tests are available will not be challenged.

Policy:
A student who believes he.she has sufficient knowledge or skills may request through his.her academic advisor or counselor to challenge a course.

Developmental Education courses and Independent Study will not be challenged.

The student will write his/her request, indicating the following:

a. name and number of the course challenged;
b. explanation of the reasons why he/she believes he/she has mastery of the material, presentation of any appropriate evidence, and submission of any supporting documentation.

This request, together with the advisor's recommendation, will be presented to the appropriate Dean of Academic and student Affairs after payment of the challenge fee.

A faculty expert will be identified by the Dean in consultation with department and program heads.

The faculty expert will examine the applicant's subject matter competence and will pursue an appropriate evaluation process and then make his/her recommendation for credit or no credit.

The expert's recommendation and process of evaluation will then be reviewed by the department at a regularly scheduled meeting to insure uniformity of treatment.

After being reviewed by the department, the challenge will be recorded at the end of the term. If successful, the course, its credits, and a P for pass will be recorded. If unsuccessful, a W will be recorded.

The College's residency requirement of twenty-four (24) credits earned at Cape Cod Community College will not include successfully challenged courses.

The exclusion of any course from the challenge procedure must be justified by the faculty of its department.

Procedure:
Student inquires of faculty advisor, counselor or other College officer. This is a brief and informal opportunity to review the policy and to outline the procedures. The student should gain insight into the practicality of pursuing the challenge.

Formal application is submitted as per the Policy Statement:

a. The written request goes to the appropriate Dean of Academic and Student Affairs;
b. The student pays the Challenge Fee.

The faculty expert is identified by the Dean in consultation with department and program heads after payment of the challenge exam fee.

The faculty expert will examine the applicant's subject matter competence (test, etc.). Results will be reviewed at a regularly scheduled department meeting and pass-for-credit or no-credit will be submitted to the Registrar. If a request is not submitted prior to the last regularly scheduled department meeting, then no action will be taken until the following semester.

The fee is a flat rate of $75. No materials, registration or other fees will be charged.

College Level Examination Program – CLEP

Through the College Level Examination Program (CLEP), credits will be awarded to matriculated students who achieve a predetermined score, up to a maximum of thirty (30) credit hours. An official score report must be sent to the Registrar of the College. Cape Cod Community College requires the English Composition with Essay CLEP Examination in order to earn three semester hours of credit equivalent to ENL101. Freshman College Composition is required to earn three semester hours of credit equivalent to ENL102. Cape Cod Community College's academic departments determine which CLEP subject examinations are equivalent to department offerings (required or elective) and the credits awarded for successful completion.

Students who score three (3) or better on the College Board Advanced Placement Examinations may be granted college credit. An official score report must be sent to the Registrar of the College.

For further information, call (508) 362-2131 x4542 or stop by the Assessment Center in the Grossman Commons building. CLEP registration bulletins are available in the Assessment Center.

Course Withdrawal

A student may officially withdraw from a course by obtaining a "Change of Schedule" form and securing the signatures of his/her assigned advisor or an advisor from the Advising Center and the course instructor. The student is responsible for submitting the completed form to the Registrar's Office. Refer to the Academic Calendar for specific dates to submit forms for withdrawal without a record and withdrawal with a grade of "W." The date of a withdrawal will also affect refunds.

It is the student's responsibility to ensure all deadlines are met. An instructor may decide to withdraw a student from a class if the student fails to adhere to the instructor's attendance policy. The instructor must notify the Registrar to record a grade of ABS (absent) on the student's record.

Final Exams

A two-hour final examination will normally be required in courses offered for credit. If it is not appropriate to the subject or conduct of a course to have a final examination, the scheduled esamination period will be used for a class meeting. This latter alternative is subject to the approval of the Department or Academic Dean. Course policy toward the use of the final examination period will be published in the course syllabus.

No final examination may be given at any time or place other than those published in the examination schedule, except when directed or approved by the Vice President of Academic and Student Affairs. Click here for the final exam schedule.

Missing a final examination may result in a 0 for the examination, unless the student proves, within 24 hours of the examination, to his/her instructor that the absence was due to an emergency or religious belief. Decision as to the adequacy of the excuse rests with the instructor.

Intent to Graduate

All students must file the Intent to Graduate/Degree form with the Registrr. Submit completed forms to the Registrar's Office no later than: February 1 for May graduation, June 1 for August graduation, and October 1 for January graduation of the semester in which they expect to complete their requirements. It is the student's responsibility to orginate this request and failure to do so may delay his/her graduation. The responsibility for satisfying requirements rests with the student. The Intent to Graduate form is available through the Registrar's Office.

Criteria for Eligibility: Application for graduation must have been filed no later than the "drop date" for spring semester; record show that the student is expected to complete or to be within 4 credits of his/her graduation requirements by end of the spring semester.

Graduation Application Appeals: If a student's application for graduation reveals a deficiency, the student may petition the Academic Policy and Standards Committee to hear his/her case. This appeal should be initiated by the student and his/her advisor. It is the student's responsibility to ensure the appropriate forms are filed and all deadlines are met. Failure to file the application or petition to appeal on time will delay the student's graduation.

Immigration and Naturalization

Under the Massachusetts General Laws, Chapter 15A, Section 9, public institutions of high education in the Commonwealth of Massachusetts are required to notify the U.S. Citizenship and Immigration Services (USCIS) immediately of the name and last known address of any international student requiring a student visa whenever such student does not enroll, enrolls for less than full-time, withdraws or graduates from the institution. The public institutions of higher education shall forward copies of any such USCIS notifications to the Board of Higher Education.

Immunization Requirements for College Students*

Under the Massachusetts General Law, 105 CMR 220.600, in order to be registered at an institution of higher learning, every (1) full-time undergraduate or graduate student and (2) every full-time or part-time undergraduate or graduate student in a health science program who is in contact with patients, must present a physician's certificate that such student has received the following immunizations:

1. at least one dose of mumps and rubella vacine(s) given at or after 12 months of age;
2. two doses of live measles vaccine given at least one month apart beginning at or after 12 months of age;
3. a booster dose of Td within the last ten years; and
4. 3 doses of Hepatitis B vaccine. (If the Hepatitis B vaccine has not been received, arrangements must be made prior to enrollment.)

The requirements of the Massachusetts General Law 105 CMR 220.600, shall not apply where:

1. the student provides written documentation that he or she meets the standards for medical or religious exemption set forth in M.G.L.c.76, §15C;
2. the student provides appropriate documentation, including a copy of a school immunization record, indicating receipt of the required immunizations; or
3. in the case of measles, mumps, rubella, and hepatitis, the student presents laboratory evidence of immunity.

Students may be registered on the condition that the required immunizations be obtained within 30 days of registration. You may obtain the vaccination record from your high school, personal physician or military records. If you are unable to obtain your record, you can be re-immunized or can obtain blood work to prove immunization.

* Students matriculating into health programs (Dental Hygiene, Diagnostic Technology, Massage Therapy, Medical Assisting, Medical Interpreter, Nursing, Tri-level Nurse Aide) need to complete specific requirements and forms for registration in special health programs and courses.

International Baccalaureate

Students who have completed the International baccalaureate course work and received the International Baccalaureate diploma are eligible to receive up to 30 semester hours of Advanced Standing credit.

Students who have not received the International Baccalaureate diploma, but who have passed the individual International Baccalaureate examination at the Higher Level with a score of 4, 5, 6, or 7, may receive 6 credits for each examination taken at the higher Level. Standard Level examinations will not be awarded credit regardless of final score.

An official examination report must be submitted to receive advanced standing credits.

Medical Withdrawal

A student may apply for a Medical Withdrawal through the Dean of Enrollment Management & Advising Services as soon as possible, but no later than 90 days after the end of the semester in which the medical issue occurred. Medical withdrawals apply only to the student with the documented medical issue. A student who must care for a relative must follow the standard withdrawal procedure through the Advising Center. A medical withdrawal requires that the student submit original documentation signed by a medical or clinical professional on letterhead that states the student was unable to complete the semester. The documentation is kept in a confidential file. A memo will be sent to the Registrar, Financial Aid (including Veteran's Affairs (if applicable)), Health Services, and to the Business Office to notify them of the student's withdrawal status. The student must satisfy any outstanding obligations with the Business Office, Financial Aid, Library, and if applicable, the Veteran's Affairs Administrator. If the medical withdrawal is approved, a letter grade of "W" will be recorded for all courses taken during said semester.

Students should be aware that withdrawals may negatively impact the Satisfactory Academic Progress Requirement for financial aid. It is the student's responsibility to follow up with the Financial Aid Office.

Medical Withdrawal forms are available in the Office of the Dean of Enrollment Management and Advising Services.

Military Leave (Active Duty)

Massachusetts Public Colleges and Universities policy on students who are called to active military duty is as follows:

1. Students who are unable to complete a semester because they are called to active United States military duty shall, upon verification, be granted the option of a refund or credit of tuition and campus fees. With respect to any health insurance fee, the refund policy is subject to the concurrence of the institution's insurance carrier.

2. Any students who have received any form of financial aid including a full or partial scholarship or student loan or who expect to receive such, should contact the financial aid office at their respective institution to make appropriate arrangements.

3. Students shall receive non-punitive withdrawals in all courses from which they are required to withdraw.

4. Students residing in residence halls shall receive refunds on a pro rata basis for the remainder of the semester. (This provision is subject to the approval of the Building Authority.)

5. Verification shall be provided by furnishing the Registrar with a copy of the Order to Active Duty within one week (7 days) of receipt of the order. If the Order is not in writing, the student may sign an affidavit attesting to such order which includes an address or telephone number where the institution can verify the Order and furnish the affivavit to the Registrar within one week (7 days) of receipt of the order.

6. The institution's President may waive or suspend any institutional policy or regulation that negatively impacts student in their withdrawal or subsequent readmission to the institution due to a call to active duty.

7. The institution, upon request of a student, should assist the student in filing mitigating circumstances forms with external state or federal agencies (for example Veterans Affairs) in an attempt to prevent overpayment charges being made against the student.

8. Any student required to withdraw due to being called to active duty shall be given priority in enrollment in the program of his/her choice upon return to the institution for the two semesters immediately following his/her discharge from active duty.

Additional information may be found at www.mass.edu.

Student Records

Cape Cod Community College complies with the Family Educational Rights and Privacy Act of 1974 (Buckley Amendment) which governs access to and release of information contained in student educational records. Students have the right to review their educational records and seek corrections of errors they may find in their records. Students have the right to file written complaints with the U.S. Department of Education, Family Policy Compliance Office, concerning alleged violations of this act.

Release of Educational Records
Personally identifiable information may be released under certain circumstances, as provided by law. These include but are not limited to the following:

1. College personnel may have limited access to student records for legitimate educational or administrative purposes.
2. Confidential student records may be released pursuant to a court subpoena. However, the Registrar shall use professional judgment in determining which information to release and shall so notify the student in writing prior to releasing the requested information.
3. Medical and counseling records are different from educational records, and access is more limited. Such records will not be released without the student's prior consent except as provided by law.
4. Information regarding the student, including educational records, may be released to parents of students who are claimed as dependents on their income tax returns.
5. A log or record will be kept for all students documenting release of that student's records. No entry in the record need be made if access is provided by federal or state law.
6. The College may refuse to release transcripts for such reasons as unpaid financial obligations to the College.
7. The College may refuse to release any personally identifiable information, the disclosure of which may constitute an unwarranted invasion of personal privacy.

Students seeking additional information regarding their rights under the Family Educational Rights and Privacy Act should contact the Registrar's Office or the Vice President of Academic and Student Affairs office.

Student Directory Information
Cape Cod Community College has designated certain types of information as "directory information". This includes the student's name, home town, earned degrees or certificates, and academic honors. Students may restrict release of this information, if they wish, and this data will not be released except as authorized by law. Requests to restrict the release of directory information shall be made in writing to the Registrar. The College assumes that failure of any student to do so indicates approval for release of the information indicated above.

Notwithstanding the College's definition of directory information, the Department of Defense, pursuant to the Omnibus Consolidated Appropriations Act of 1998, identifies the following student information as directory information: Student names, addresses, and telephone listings; and if known, student ages, levels of education, major. If an eligible student chooses not to exercise his/her aforementioned right to refuse to permit the College to designate some or all of those types of information about the student as directory information, the College will release to the Department of Defense, or an agency thereof, that student information which the Department of Defense has designated as directory information. This may result in the non consensual release of students personally identifiable information by the College to the Department of Defense. When student information is released pursuant to the Department of Defense request, notice of the request and release of student information in accordance therewith, will be posted in a conspicuous location in the College Registrar's Office for the period of one academic year. All requests for student directory information shall be made in writing to the Registrar who shall review the request for compliance with all state and federal laws and regulations. The College will not release any student information over the phone or to persons making inquiry in person.

Student Right to Know Disclosure
In accordance with the Student Right to Know Act (Title 1 of Public Law 101-542), the graduation rates of degree-seeking, full-time students are available to all current or prospective students from the Office of the Registrar, and will be provided upon request.

Voter Registration

Under the Massachusetts General Laws, Chapter 51, Section 42E (Section 17 of Chapter 475 of the Acts of 1993) effective January 1, 1995, affidavit of voter registration forms are available at the Registration Office. See the Registrar for details.

Withdrawal From College

A student may withdraw from the college for non-medical reasons through the Advising & Counseling Center. A completed withdrawal form, with required signatures, must be submitted to the Registrar's Office by the last class day of the semester. No application for withdrawal will be accepted or processed after final exams have begun for the academic term. The student must satisfy any outstanding obligations with the Business Office, Financial Aid, Library, and if applicable, the Veteran's Affairs Administrator. If the withdrawal is approved, a letter grade of "W" will be recorded for all courses taken during said semester.

Withdrawal forms are available in the Advising and Counseling Center.