Class Attendance and Final Exams

Attendance

Chattahoochee Valley Community College students are expected to attend every class and laboratory session, arrive on time, and remain for the entire session. Registering for a class makes the student responsible for attending the class unless the student takes action to officially withdraw from the class. Students are responsible for course-related work, including assignments, assessments, and applicable deadlines, whether or not they attend class as scheduled.   Instructors are not obligated to review missed material with students due to their absence, nor are they required to notify students if missed assignments impact their grades.

Each instructor’s attendance expectations take effect from the first scheduled class meeting and continue throughout the semester. To comply with federal financial aid guidelines, instructors must verify attendance at the beginning of the semester. The “No Show” (NS)/attendance verification procedure will be used to ensure that students receiving financial aid are attending class before awards are disbursed.

Students who fail to attend class within the first week will be reported as a “No Show” and administratively withdrawn from the class. Students enrolled in online classes must complete the first assignment by the due date to verify attendance. Online students who fail to complete the first assignment will be reported as a “No Show” and administratively withdrawn from the class. Being reported as a “No Show” may also result in a reduction in financial aid.

Absences due to college-approved club or athletic events are excused, and students should be allowed to make up any missed assignments. Faculty will be informed in advance of students participating in college activities that will result in an absence.

Attendance requirements in programs that lead to board licensure or certification may differ from this policy.

Students who have been administratively withdrawn from a course as a result of being reported as a “No Show” (NS) may request reinstatement to a class by the process below:

Reinstatement Process for Administrative Withdrawal

• The student must submit a Request to Class Reinstatement Form. The form must be submitted within five (5) business days from the NS reporting date of the semester, with appropriate documentation.
• The course instructor will evaluate the student’s Request to Class Reinstatement Form, approving or denying the student’s reinstatement in the class. The student will be notified of the instructor’s decision through their email. The instructor will forward the Request to Class Reinstatement Form to the Financial Aid Office.
• If a student is reinstated in the class, it is the student’s responsibility to obtain an updated class schedule and consult with the Business Office and/or Financial Aid to ensure their records have been updated appropriately.

Process Administrative Withdrawals Appeals

• If a student is not reinstated in the class, the student may file a written appeal with all relevant documentation to the appropriate Division Chair, who will notify the student of the outcome through the Pirate email.
• If the matter cannot be resolved at the Division Chair level, the student may make a final documented written appeal to the Dean of Instruction. The Dean of Instruction's decision is final and will be communicated to the student through the student’s Pirate email.

NOTE: The entire reinstatement and/or appeal process must be completed within five (5) business days of the official College date. No Request to Class Reinstatement Form will be accepted after this period.

Student Withdrawal 

Chattahoochee Valley Community College understands that students may have to officially withdraw from classes if the need arises. Failure to attend or participate in class and assignments may result in a failing grade. Students are encouraged to officially withdraw under these circumstances, which has a negative impact on academic status and financial aid.  CVCC instructors do not withdraw students from class. Students must initiate the withdrawal process themselves. If a student stops attending class and does not withdraw, the instructor is required to assign a letter grade for the student at the end of the semester.

CVCC complies with the Federal Return of Title IV funds regulations. Title IV funds refer to the following federal financial aid programs (Direct loans, Direct PLUS loans, Pell Grants, and SEOG). Work Study funds are excluded from the refund calculations.

Official Withdrawal: A student who receives Title IV funding (ex, Pell Grant, SEOG, student loans) and withdraws from all classes prior to the 60% point of the semester will owe funds to the U.S. Department of Education and to the College. The 60% point in the term is indicated on the academic calendar. For an official withdrawal, the date listed on the withdrawal form will be used to calculate return of Title IV funds.

Unofficial Withdrawal: A student who received Title IV funding (ex., Pell Grant, SEOG, student loans) and unofficially withdraws or ceases to attend all classes may owe funds to the U.S. Department of Education and the College. If the student attends classes beyond the 60% point, the student is considered to have earned 100% of the Title IV aid received.

Return of Title IV Refunds and Calculations (R2T4): Title IV aid is earned based on the period of time a student remains enrolled. Unearned Title IV aid must be returned to the College and/or to the U.S. Department of Education. Unearned aid is defined as the amount of Title IV aid disbursed that exceeds the amount of Title IV aid earned.

If a student receiving federal financial aid completely withdraws or stops attending school, the College must perform a Return of Title IV calculation to determine if any Title IV funds must be returned. These monies may be charged back to the student’s account and the student will be responsible for the repayment of these funds. For Title IV purposes, the student’s unofficial withdrawal date will be defined as the student’s last date of academic related activity/ engagement as reported by the instructor or the mid-point of the semester/term to best benefit the student.

Students enrolled only in full-term coursework who do not complete at least 60% of the term will owe financial aid monies back based on the Return of Title IV calculation; exceptions apply to students enrolled in mini-term/module coursework. Students should contact the Financial Aid Office for more information on the Return of Title IV calculation process.

Once it is determined that a repayment is required, the College will return the funds to the U.S. Department of Education and bill the student for the amount of the funds returned. This policy is separate from the College refund policy. Unpaid balances due to the College that result from return to the Title IV program and other sources of aid will be charged back to the student. The student is responsible for paying all outstanding tuition balances to the College. The student’s account will be placed on HOLD for registration and transcripts until the balance is paid in full. Additionally, any student account that is not paid in full to CVCC in a timely manner will be turned over to a collection agency and will be reported to the Credit Bureau.

Final Exams

A final exam will be given at the end of each term or semester at the times specified in the college's official academic calendar or as scheduled by the Dean of Instruction.