PoliciesProceduresandForms. RESIDENCY Students must submit an Affidavit of Residency and be able to...

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RESIDENCYRESIDENCY

• Students must submit an Affidavit of Residency and be able to provide three of the following forms of documentation to verify he/she has lived in the state of Kansas for six continuous months prior to start of a school term.

RESIDENCY RESIDENCY • Receipt for purchase of Kansas license tags dated at least 6 months

before term starts.

• Receipt for payment of Kansas property taxes, dated at least 6 months before term starts.

• Employment verification or payroll check stubs from a Kansas employer or school attendance at a Community College commencing six (6) months prior to the first day of classes of the semester.

• Copy of voter registration in the State of Kansas dated 6 months prior to the start of the school term.

• Copy of Kansas driver’s license dated at least six (6) months prior to the school term.

• Utility Receipt and/or rent receipts continuously for the prior 6 months.

• Verification from a Kansas resident that the above named student has resided with her/him/them for 6 months before the school term starts.

FERPAFERPA

FFAMILYAMILY EEDUCATIONALDUCATIONAL RRIGHTS ANDIGHTS AND PPRIVACYRIVACY AACTCT

What is FERPA?What is FERPA?

• The Family Educational Rights and Privacy Act, protects the privacy of student records. The Act provides for the right to inspect and review educational records, the right to seek to amend those records and to limit disclosure of information from the records. The act applies to all institutions that are the recipients of federal funding.

Who is protected under FERPA?Who is protected under FERPA?

• Students who are currently enrolled in higher education institutions or formerly enrolled regardless of their age or status in regard to parental dependency.

What are Educational Records?What are Educational Records?

• With certain exceptions, a student has rights of access to those records which are maintained by an educational institution or party authorized to keep records for the institution. “Educational Records” include any records in the possession of an employee which are shared with or accessible to another individual.

What is not included in an What is not included in an Educational Record?Educational Record?

• Sole possession records or private notes held by educational personnel which are not accessible or released to other personnel.

What is Directory Information?What is Directory Information?

• Institutions may disclose information on a student without violating FERPA through what is known as “Directory Information”.

HCC Directory InformationHCC Directory Information

• Student name• Date and place of birth• Major (curriculum of study)• Participation in official school activities• Dates of attendance• Degrees and awards received• Class schedule• Previous educational institutions attended• Legal and local addresses of institutional honorees, award winners,

and participants in official school activities to appropriate media.• Photographs taken by the college• Hometown and high school of students for publication in the

yearbook and any other student publication.

Who is entitled to student Who is entitled to student information?information?

• The student and any outside party who has the student’s written consent.

• School officials who have “legitimate educational interests” as defined by FERPA .

• A judicial order or subpoena which allows the institution to release records without the student’s consent, however, a “reasonable effort” must be made to notify the student.

When Do We Disclose Information from an When Do We Disclose Information from an Educational Record (including transcripts)?Educational Record (including transcripts)?

• A signed and dated consent by the student must be obtained before any disclosure is made.

• The written consent must:– Specify the records that may be disclosed– State the purpose of the disclosure– Identify the party or class of parties to whom

the disclosure may be made

How does increasing technology How does increasing technology impact FERPA on our campus?impact FERPA on our campus?

• We can anticipate that electronic data will eventually replace most paper documents. HCC will ensure that appropriate policies are established to protect the confidentially of those records, educate faculty and administrators about the policies, and make sure the policies are enforced. The same principles of confidentiality must be applied to electronic data as apply to paper documents.

Adds, Drops, WithdrawalsAdds, Drops, WithdrawalsDefinition of a Drop: If a student is dropped from a course all record of the student being

enrolled in the course is deleted and the student is not billed for the course.

Exception: If the student is dropped for non attendance i.e. crossed off Verification of

Attendance Roster the student will be billed for the course.

Definition of a Withdrawal: If a student is withdrawn from a course the student record

(transcript) will be marked with a “W” and the student will be billed for the course.

Web Advising System Add and DropsWeb Advising System Add and Drops

• The advisor can add a course to the student’s schedule using the web advising system until the course has started.

• The advisor can drop a course from a student’s schedule using the web advising system until the refund period for that course is over.

• Once the course has started or the refund period for the course is over the computer will lock the advisor out of the enrollment system for that course.

What Form to Use!What Form to Use!

1. Schedule Change Form

2. Complete Withdrawal Form

3. Irregular Attendance Warning

4. Request from Instructor to Withdraw a Student for Non-Attendance

5. Re-enrollment Form

Departmental/Schedule Change FormDepartmental/Schedule Change Form

• The Schedule Change Form is used if a student is changing courses within a department, i.e. Intermediate Algebra to Basic Algebra. (The Instructor of the new course, Advisor and

Department Chairperson must sign the form.)

• If the course is being added after the start date of the course. (The Instructor of the new course, Advisor

Dept. chair or online/outreach site Director or Coordinator, and Dean of Instruction must sign the form.

Schedule Change FormSchedule Change Form

• If the course is closed. (The Instrctor of the closed course, Advisor and Dept. chair or online/outreach site Director or Coordinator, must sign the form.)

• If the course creates an overload for the student. (The Advisor and Dept. chair or online/outreach site Director or Coordinator, and Dean of Instruction must sign the form.)

Student Initiated Withdrawal FormStudent Initiated Withdrawal Form

• The Student Initiated Withdrawal Form is used after the refund period is over until the last day to withdraw from the course.

• The student will received a grade of “W” for the course.

• The Advisor and Instructor must sign form.

Complete Withdrawal FormComplete Withdrawal Form

• The Complete Withdrawal Form is used by students when they are withdrawing from all courses at the same time after the refund period is over.

• The student will received a grade of “W” for the course.

• The Advisor, Financial Aid Office, and Business Office must all sign off on this form.

• NOTE: If a student completes this form prior to the completion of the refund period it will be accepted by the Records Office, however a complete withdrawal is not necessary before or during the refund period.

Irregular Attendance WarningIrregular Attendance Warning

• If an instructor determines that a student’s attendance has been irregular, they must notify the Records Office with an Irregular Attendance Warning Form. The Records Office will mail a warning to the student and the student’s advisor that they may be withdrawn from a class at the instructor’s discretion or given a grade of “F” if irregular attendance continues.

Irregular Attendance WarningIrregular Attendance Warning

• The Irregular Attendance Warning form should be received by the Records office at least on week prior to the last date to withdraw from a course to allow time for the student to be notified.

Request from Instructor to Withdraw a Request from Instructor to Withdraw a Student for Non-AttendanceStudent for Non-Attendance

• When a student is withdrawn from a class by the instructor because of irregular attendance the Request from Instructor to Withdraw a Student for Non-Attendance Form is used.

• A grade of “W” is recorded for a class grade.

Re-enrollment FormRe-enrollment Form

• If a student is dropped from a course(s) for non-payment, but has continued to attend the course(s) they may use the Re-Enrollment Form to be added back into courses.

• Each instructor must sign the form allowing the student back into the course. If the student does not make arrangements to pay the student will be dropped from all courses at the next drop date.

Final Withdrawal DateFinal Withdrawal Date• The final withdrawal date is

individually calculated for each course to represent 60 percent completion of the course.

• The last date to withdraw from a course is printed at the top of each course roster.

Student is ResponsibleStudent is Responsible

• The student is responsible for obtaining all signatures required.

• Sometimes the student will want to leave the form with the advisor or instructor. We discourage this and tell the student that it is their responsibility to be sure the form is returned to the Records Office for processing.

Off Campus SitesOff Campus Sites

Off campus students can turn all forms into the appropriate off

campus site, i.e. Newton, McPherson.

Online CoursesOnline Courses

• Online students can e-mail the information contained in the required form to the appropriate instructor, the instructor will then forward the e-mail to the students advisor and the advisor will forward the e-mail to the Records Office at [email protected].

• If signatures from more than the Advisor is required the e-mail should be forwarded to the next appropriate level before going to the Records Office.

Graduation RequirementsGraduation Requirements

• AA – Associate in Arts Degree

• AS– Associate in Science Degree

• AAS– Associate in Applied Science Degree

• Certificate Programs

Associate in Arts DegreeAssociate in Arts DegreeGraduation RequirementsGraduation Requirements

• Nine credit hours from English and Speech

• Required Courses– EN100 English Comp IB or – EN 101 English Comp IA or – EN 103H English Comp I Honors

– EN 102 English Comp II or – EN 102H English Comp II Honors

– SH 101 Principles of Speech


• Six credit hours from Social Science

• Required Courses– PS 100 General Psychology or– SO 100 Fundamentals of Sociology and– Three hours of Social Science elective from

the list of approved Social Science electives.


• Seven credit hours from Science and Math

• Required Course– Four hours Lab Science from the approved list

• Required Course– 103 Modern College Mathematics II or– MA 105 Intermediate Algebra or– MA 106 College Algebra or – more advanced math course(Computer and Information Services courses and TR math courses do not satisfy

math requirement.)


• Six credit hours from Humanities and Literature

• Required Courses– Six hours from the approved Humanities and Literature list

• One credit hours from Physical Education

• Required Course– One hour from the approved Physical Education list

• Thirty-Five hours of General Electives

Associate in Science DegreeAssociate in Science DegreeGraduation RequirementsGraduation Requirements

• Twelve credit hours from Basic Skills Courses

• Required Courses– EN100 English Comp IB or – EN 101 English Comp IA or – EN 103H English Comp I Honors

– EN 102 English Comp II or – EN 102H English Comp II Honors

– SH 101 Principles of Speech

– MA 106 College Algebra or• a math course for which college algebra is a pre-requisite


• Twelve credit hours from Humanities

• Required Courses • Courses must be from three of the following disciplines

– Art Course or– Music course or– Theater course or– History course or – Philosophy course or– Literature course

(Studio, performance or foreign language courses do not meet requirements. Courses must be from the approved Humanities list.)


• Twelve credit hours from Social and Behavioral Sciences

• Required Courses– PS 100 General Psychology or– SO 100 Fundamentals of Sociology and

• Courses must be from three of the following disciplinesSociology Course orEconomics Course orPsychology Course orGeography Course orAnthropology Course (Courses must be from the approved Social and Behavioral Science list.)


• Nine credit hours from Natural and Physical Sciences

• Required Courses• Courses must be from two disciplines (lecture and lab)

– Natural Science course and– Physical Science course

(Courses must be from the approved Natural and Physical Science list.)


• One credit hours from Physical Education

• Required Courses– Courses must be from the approved Physical

Education list.

• Eighteen credit hours of General Electives

Associate in Applied Science DegreeAssociate in Applied Science DegreeGraduation RequirementsGraduation Requirements

• A student may qualify for an Associate in Applied Science degree by completing a planned program of study consisting of a minimum 64 hours as listed in the catalog.


A minimum of 45 college credits from offerings “A” and/or “B” is to be determined by using the requirements of the

occupation(s) as the basis.

A. Specialization courses and/or competencies1. Technical knowledge (theory)2. Technical skills (laboratory)

B. Contextual courses and/or competencies appropriately distributed among the following:

1. Mathematics 2. Science 3. Communication 4. Interpersonal skills (employability skills) 5. Courses from other technical disciplines


General education courses and/or competencies

• Minimum of 15 college credits• Courses should be from not less than three of the following

areas:

• Arts and humanities

• Communication

• Health and/or physical education

• Mathematics and science

• Social science


• The electives requirement may be waived for students in those programs in which the number of credit hours in a selected curriculum mandated by an outside agency causes the graduation requirements to exceed 64 credit hours.

• Students in Health Information Technology, Associate Degree Nursing and Radiology (x-ray) curricula must meet the accrediting agency's requirements. The Dean of Instruction must give written approval for an exception to the selected curriculum.

• Students applying for graduation from an A.A.S. degree program with more than a five-year interruption in their educational program will have their transcripts reviewed by the appropriate program area for current program competencies.

Technical Education CertificateTechnical Education Certificate• Students must complete the prescribed

courses outlined in a certificate curriculum

• A list of the prescribed courses may be obtained from the appropriate department chairperson.

• All certificates require a minimum of 32 credit hours; however, requirements may vary beyond the minimum.

Technical Education CertificateTechnical Education Certificate• Students applying for graduation from a certificate

curriculum with more than a five-year interruption in their educational program will have their transcripts reviewed by the appropriate program area for current program competencies.

• Any waiver from the prescribed courses must be approved by the appropriate department chairperson.

• Students transferring credits from approved vocational programs at USD308 (Hutchinson) or USD373 (Newton) are required to earn a minimum of 8 post-secondary credit hours at HCC with a minimum GPA of 2.0.

Graduation Application ProcedureGraduation Application Procedure(General)(General)

• File a completed application for graduation with the Records Office• Pay the graduation fee in the Business Office• Candidates for graduation must have a minimum 2.00 cumulative

GPA• Remedial Courses ( course numbers below 100) do not count

toward the 64 hours or cumulative GPA requirements.• 15 of the last 24 semester hours must have been earned from HCC• Degrees are posted at three different periods during the academic

year– The date of Spring commencement– August 15– December 15

• Graduation dates posted on the academic record correspond to the semester of completed coursework and/or transcript analysis.

Graduation Application ProcedureGraduation Application Procedure(Hints to Application Completion)(Hints to Application Completion)

• Anticipated Graduation Date – is the date when ALL requirements will be met

including transferring back hours from another college• Legal name should be written clearly• The address used for mailing will be the one on

this form EVEN IF THEY CHANGE THEIR ADDRESS WITH THE COLLEGE. – If this address needs changing, the student will need

to contact the Graduation Specialist in the Records Office

• Applications for AAS and Certificates must include a curriculum guide and major code.

Graduation Application ProcedureGraduation Application Procedure(AA and AS)(AA and AS)

• Use the current Catalog of Curriculum for complete listings of acceptable courses used to meet graduation requirements for each of the five disciplines.

• Fill in the title of the course being used to meet each requirement

• “Term Taken” information would include the term code for HCC classes or the term code and transferring college for courses taken previously from another institution. If the student will be transferring back hours from another institution later, indicate what college will be attended and when a transcript will be sent back to HCC

• A student may request that a substitution be made to the graduation requirements by filing a waiver for approval of the Dean of Instruction

Graduation Application ProcedureGraduation Application Procedure(AAS)(AAS)

• To meet the general education requirements, courses must come from 3 of the 5 designated areas and equal at least 15 credit hours

• A Curriculum Guide approved for the applicant’s course of study must be completed and attached to the application

• Notations of courses to be completed after leaving HCC and transferred back from another college should be made in lieu of a semester code

• Any substitutions must be noted and approved by the department chairperson

Graduation Application ProcedureGraduation Application Procedure(Certificate)(Certificate)

• Complete and attach a curriculum sheet

• If the student wishes to transfer credit from a secondary vocational program, verify all paperwork has been completed and hours have been posted to their transcript.

Transfer TranscriptsTransfer Transcripts(General Guidelines)(General Guidelines)

• New transfer students to HCC that have a student copy of their transcript with them when enrolling is to be an aid for enrollment not an official document.

• Transfer hours are looked at for possible transfer after registration week has ended.

• All transfer hours should be posted to the HCC transcripts within the students first semester.

• If a student has more than one previously attended institution all transcripts must be received before the evaluation process begins

• Students with a GPA below HCC standards will enter on probation.

Transfer TranscriptsTransfer Transcripts(General Guidelines)(General Guidelines)

• We are in the middle of CHANGE!!!!!

• You maybe able to see the individual transfer courses listed on the student’s transcript however, at this time the equivalencies of these course should not be treated any differently than in the pass.

• You will still need to check with the Records office to verify equivalencies of courses transferred to HCC.

• You will still need to check the student’s schedule or grade report to make sure the student has not withdrew from courses listed “in progress” on transcript.

You've been a wonderful

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Student A -- Associate in Arts Degree (AA)Student A -- Associate in Arts Degree (AA)

GRADUATION REQUIREMENTSGRADUATION REQUIREMENTS Please complete the remainder of this form with the help of your advisor.Please complete the remainder of this form with the help of your advisor. COURSE SEM HOURSCOURSE SEM HOURS TERM TAKEN TERM TAKENI.I. English/Speech (minimum of 9 hours)English/Speech (minimum of 9 hours)

A.A. English Composition IA English Composition IA OROR IB IB 33 Fall 02 CCCCFall 02 CCCCB.B. English Composition IIEnglish Composition II 33 Spring 03 CCCCSpring 03 CCCCC.C. Principles of SpeechPrinciples of Speech 33 Spring 02 CCCCSpring 02 CCCC

II.II. Social Science (minimum of 6 hours)Social Science (minimum of 6 hours)

A.A. General Psychology General Psychology OROR Sociology Sociology 33 Spring 02 CCCCSpring 02 CCCC B.B. MacroeconomicsMacroeconomics 33 Fall o4Fall o4

III.III. Science & Mathematics (minimum of 7 hours)Science & Mathematics (minimum of 7 hours)

A. Laboratory ScienceA. Laboratory Science

General ChemistryGeneral Chemistry 55 Fall 03Fall 03

B.B. Mathematics - One course required. Mathematics - One course required. May be Intermediate Algebra, ModernMay be Intermediate Algebra, Modern

College Math II or a more advanced College Math II or a more advanced math course.math course. 33 Fall 03Fall 03

IV.IV. Humanities/Literature (minimum of 6 hours)Humanities/Literature (minimum of 6 hours)For the humanities and literature graduation For the humanities and literature graduation requirements, the list of acceptable courses requirements, the list of acceptable courses is found on page three.is found on page three.

A.A. Intro Jazz/ Jazz RockIntro Jazz/ Jazz Rock 33 Spring 05Spring 05B.B. Am History 1865- PresAm History 1865- Pres 33 Spring 05Spring 05

V.V. Physical Education (minimum of 1 hour of Physical Education (minimum of 1 hour of activityactivity courses) courses)

A.A. Beginning SwimmingBeginning Swimming 11 Spring 05Spring 05

Total General Education Hours:Total General Education Hours: 3030Additional Semester Hours:Additional Semester Hours: 4646Total Hours:Total Hours: 7676

Student B -- Associate in Science Degree (AS)Student B -- Associate in Science Degree (AS)

GRADUATION REQUIREMENTSGRADUATION REQUIREMENTS

COURSECOURSE SEM HOURS SEM HOURS TERM TAKENTERM TAKENI.I. Basic Skills Courses (12 credit hours,Basic Skills Courses (12 credit hours,

journalism not included)journalism not included)

A. English Composition IA A. English Composition IA OROR IBIB 33B. English Composition IIB. English Composition II 33C. Principles of Speech C. Principles of Speech 33D. College AlgebraD. College Algebra (or a more advanced math class) (or a more advanced math class) 33

Statistics will be required of transfer Statistics will be required of transfer students where university curriculum requires it.students where university curriculum requires it.

II.II. Humanities (12 credit hours) (Please refer to list of acceptableHumanities (12 credit hours) (Please refer to list of acceptableIII.III. courses on page 3)courses on page 3)

Courses from at least three of the following disciplines:Courses from at least three of the following disciplines:Art Art HistoryHistoryMusic Music PhilosophyPhilosophyTheaterTheater LiteratureLiterature

Intro to Phil (3)Intro to Phil (3) European Hist(3)European Hist(3) 12 12 Am Hist 1865- Present (3)Am Hist 1865- Present (3)

Music App (3)Music App (3)

III.III. Social & Behavioral Sciences (12 credit hours)Social & Behavioral Sciences (12 credit hours)Courses from at least three of the following disciplines:Courses from at least three of the following disciplines:Three hours must be either General Psychology or Three hours must be either General Psychology or Fundamentals of SociologyFundamentals of SociologySociology Sociology GeographyGeographyEconomics Economics Political SciencePolitical Science PsychologyPsychology Anthropology Anthropology

Gen Psy (3)Gen Psy (3) World Geo (3)World Geo (3)Sociology (3)Sociology (3) Hum Growth & Devel (3)Hum Growth & Devel (3)Am Govt (3)Am Govt (3) 15 15

IV.IV. Natural & Physical Science (9 credit hours)Natural & Physical Science (9 credit hours)Courses from at least two disciplines (lecture and lab)Courses from at least two disciplines (lecture and lab)

Chem I (5)Chem I (5) Gen Bio (4)Gen Bio (4) 9 9V.V. Physical Education Activity Course (1 credit hour)Physical Education Activity Course (1 credit hour)

Beg Bowling (1)Beg Bowling (1) 1 1Total General Education Hours:Total General Education Hours: 49 49 Additional Semester Hours:Additional Semester Hours: 18 18Total Hours:Total Hours: 67 67

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