Common Student Questions
What does my academic standing mean?
Academic Standing is an indication of your current progress toward completion of your program of study. At the end of each semester, an academic standing is assigned. Academic Standing has many levels. All students start with Good Standing, but continued poor progress can lead to other standing levels, each with its own implications for your progress toward completion of your Program.
Virginia Western informs students of their academic standing after grades have been posted at the end of each term. Students are expected to maintain a 2.0 (C) grade point average to be making normal academic progress toward graduation.
What is VWCC's attendance policy?
Registration in a course presupposes that students will attend scheduled classes and laboratory sessions. When absence from a class becomes necessary, it is the responsibility of the student to inform the instructor prior to the absence. Frequent unexplained absences may jeopardize the student's grade or may result in dismissal from a course.
The student is responsible for making up all work due to absence. If a student cannot take a test or final examination at the scheduled time, he should contact the instructor prior to the test period. If he is unable to reach the instructor, the division office should be contacted.
The policy on attendance and make-up examinations is generally the prerogative of each instructor. Instructors will provide students with a statement of their attendance policy during the first class meeting. When the number of unexcused absences reaches a sum equivalent to 30 percent of the total instructional time (e.g., 5 weeks in a 15-week course), the instructor will drop the student from class. (See explanation under "Grading System".) There will be no refund of tuition or reinstatement in the course when an instructor has dropped a student for non-attendance.
How do I audit a course?
With the exception of a senior citizen audit, permission to audit a course will be allowed only under mitigating circumstances. To audit a course, the student must obtain permission from the appropriate Division Dean. Audited courses carry no credit and do not count as part of the student's course load. Students wishing to change status in a course from credit to audit must do so after the last day to drop and receive a refund for the session and before the withdrawal date.
How many semester credits can I take?
The normal academic course load for students taking courses in the fall and spring semester is 15-17 credits. The minimum full-time load for the fall and spring semester is 12 credit hours and the normal maximum full-time load is 18 credits. Students wishing to carry an academic load of more than 18 credits in the fall or spring semester must obtain approval from the Admissions and Records Coordinator/Registrar in the Admissions Office.
The normal academic course load for students in the summer semester is 8-10 credits. The minimum full-time load in the summer semester is 8 credits and the maximum load is 12 credits. Students wishing to carry an academic load of more than 12 credits in the summer semester must obtain approval from the Admissions and Records Coordinator/Registrar in the Admissions Office.
Approval to take credit loads above the normal levels is generally approved under the following circumstances:
A. Students with a course load of 19 credits in the fall and spring semester and 13 credits in the summer semester including College Survival Skills (SDV 108);
B. Students with a grade point average (GPA) of 3.0 or above may take 19-21 credits in the fall and spring semester and 13-16 credits in the summer semester;
C. Students may take in excess of 18 but never more than 21 credits in the fall and spring semester and 13 but never more than 16 credits in the summer semester when recommended by a counselor if they have demonstrated the ability to handle this load and special circumstances exist;
D. Transient students may take up to 21 credits in the fall and spring semester and 16 credits in the summer semester when recommended by the host college or university.
Upon recommendation by an advisor/counselor, students may be required to take less than the minimum full-time academic load if:
A. Students are on academic warning or probation;
B. Student placement test scores are low and developmental courses are recommended;
C. High school graduates with a GPA of 2.0 or less.
What if I do not attend (no-show) a class for which I am enrolled?
Students must either attend their face-to-face courses or deomonstrate participatin in their distance learning courses by the last date to drop for a refund or they will be reported to the Admissions Office and withdrawn as no-show students. In this case, there will be no refund of tuition in the course, and the student will not be allowed to attend/participate in the class or submit assignments. Failure to attend or participate in a course may adversely impact a student's financial aid award.
How do I withdraw from a class?
A grade of W is awarded to students who withdraw or are withdrawn from a course after the drop period but prior to the completion of 60 percent of the session. Withdrawal deadlines are published in the General Catalog and each term in the Schedule of Classes. Students who cease attendance prior to the withdrawal deadline for a class will be reported to the Admissions Office and withdrawn from the class. Students who stop attending or participating in a course after the withdrawal deadline will receive a grade of "F".
There will be no refund of tuition or reinstatement in the course once a student has been withdrawn. Financial aid recipients who receive all "W" or "F" grades in their courses will incur an outstanding tuition debt to the college and will be blocked from future enrollments.
Students may withdraw themselves from a class through MyVWCC by doing the following:
- Login to My VWCC
- Click on VCCS SIS8.9: Student Information System
- Click on Student Center
- Click "Drop a Class"
- Select the Term and then click on Continue
- Click the "Select" box next to the class(es) you wish to drop
- Click "Drop Selected Classes"
- To process your drop request, click "Finish Dropping"
- View the results for drop confirmations or errors.
- If there are no errors, each class will display a check (v) in the Status column.
- If an error is identified, an "X" will display in the Status column.
- Click "Fix Errors" or "Drop another class"
If you drop after the last day to receive a refund for the class and prior to the class withdrawal deadline, you will receive a grade of "W".
If you drop after the class withdrawal deadline, you will receive a grade of "F".
To exit, click "Sign Out"
How do I repeat a course?
Students will be allowed to enroll for the third time in a course without having to obtain approval from the Division Dean and the Dean of Student Services or Admissions and Records Coordinator when:
A. The course is a developmental course and the last grade is either a W or an R.
B. The first two attempts in the course include one or more W grades.
C. The course is a non-developmental course and the last grade earned is a D.
Except under the conditions cited above, a student will not be allowed to enroll in a course more than two times without the approval of the Division Dean and the Dean of Student Services or Admissions and Records Coordinator. W and I grades are included when counting the number of course attempts.
Should the student request to enroll in the same course more than twice, the need must be documented and approved by the Division Dean and the Dean of Student Services or Admissions and Records Coordinator. Courses taken prior to summer 1990 are exempt from the repeat course policy.
Students should consult with a counselor or faculty advisor before repeating a course for credit. All grades earned for all courses taken one or more times are indicated on the student's permanent record card, but only the last grade earned is used in calculating the student's cumulative grade point average and for satisfying curricular requirements. This policy applies only to courses taken since summer 1994, and also to courses taken since the conversion to the semester system (Summer 1988) and repeated since fall 1996. For further information regarding this policy change and how it may affect students, contact the Records Office.
How do I find instructor information?
You may find a listing of all full-time faculty and administrators by going to the directory listed on the web site. Part-time faculty may be contacted through the Division Office.
What can I do when a course is full?
When a course is full, a student may request to be placed on a waiting list. The forms to have your name placed on the waiting list are available in each division office or in the Admissions Office. This list is maintained by each division. Every attempt will be made to contact the student should a space become available.
How do I obtain an insurance verification?
The Virginia Western Records Office can complete an official verification of attendance form for submittal to the student's insurance company. In order to obtain this form, the student must visit the Records Office in Chapman Hall, and provide the necessary information (student ID, name of insurance company, etc.). The form will be completed while the student waits.
What are my student privacy rights?
The Family Educational Rights and Privacy Act (FERPA), also known as the Buckley Amendment, is a federal law that was enacted in 1974 to protect the privacy of students and their educational records. The intent of the legislation is to protect the rights of students and to ensure the privacy and accuracy of educational information. The Act provides for the right of eligible students and parents to:
- Inspect and review their educational records
- Request an amendment to records that are believed to be inaccurate
- Require the school to obtain written consent prior to disclosure of personally identifiable information, except those listed as "Directory Information"
- File a complaint with the US Dept. of Education concerning alleged failures by the college to comply with FERPA
"Educational Information" refers to any record maintained by an educational institution, including files, documents, and materials of any type which contain information directly related to students, and which allows a student to be identified. The intent of the law is to protect the rights of eligible students and to ensure the privacy and accuracy of educational records.
What is not included in Educational Information is:
- Sole possession records or private notes held by educational personnel which are not accessible or released to other personnel
- Law enforcement or campus security records which are solely for the law enforcement purposes
- Records related to individuals who are employed by the institution
- Records related to treatment provided by a physician, psychiatrist, psychologist or other recognized professional
- Records of an institution which contain only information about an individual obtained after that person is no longer a student at the institution (i.e., alumni records)
A student may also ask the college to amend a record believed to be inaccurate or misleading. If the school decides to not amend the record, the parent or eligible student then has a right to a formal hearing. If, after the hearing, the school still chooses to not amend the record, the eligible student has the right to place a statement with the record commenting on the contested information.
Lastly, a student may formally request that VWCC not release Directory Information* on their behalf. This request must be submitted, in writing, to the VWCC Registrar. When this request is made, every reasonable effort will be made to safeguard the confidentiality of such information. Please note: The college reserves the right to publish the names of students who receive academic honors.
Students who are protected under FERPA are those students who are currently enrolled or formerly enrolled regardless of their age or status in regard to parental dependency. Students who have applied but have not attended an institution, and deceased students do not come under FERPA guidelines.
*Virginia Western has deemed the following Directory Information:
- Name
- Address
- Email address
- Telephone number
- Date and place of birth
- Dates of attendance
- Major field of study
- Number of credit hours enrolled
- Grade level
- Degrees received
- Awards and honors
- Participation in clubs and activities
- Weight/height of membersof athletic teams
- Most recent education institution attended
How do I find parking information?
Students must basically park in white-lined spaces only. Some parking lots and spaces are reserved for faculty and staff only and are clearly marked. No parking decal is needed. Click here for more detailed parking information.
How do I get an email address?
Information about student email address is located on the web site under Current Students.
How do I find available housing?
Virginia Western is a non-residential campus. All housing opportunities for VWCC students come from the various communities in and around the city of Roanoke. Local housing information for VWCC students will be made available in the Student Activities Office in the Student Center room 204.
How do I find out about Advanced Standing Credit?
Please go to Advanced Standing Credit for detailed information.
How and when can I receive a tuition refund?
Students may drop a class by telephone (857-7827) or on-line at My VWCC. Students may also drop in person during the refund/drop period by submitting an add/drop form to the Admissions Office. The refund/drop deadline for regular session classes is published in the Schedule of Classes. The refund/drop deadline for all other session classes is available by calling 857-8922.
Students who wish to drop a class in person must do so during normal operating hours. For hours of operation, please call 857-8922. Most refunds are processed after the last day to drop, and it normally takes 2-4 weeks for refunds to be processed through the state treasurer in Richmond. Refunds are mailed directly to the student. Students who withdraw from a class after the refund/drop period cannot receive a tuition refund or a tuition credit for the course.
How do I view my class schedule?
- Go to: www.virginiawestern.edu and login to My VWCC
- Enter your Username
- If you do not know your Username, click Look up your username
- Enter your Password (initial password is your 6-digit birth date)
- Click Log In
- Click VCCS SIS8.9: Student Information System
- Click Student Center
- Click My Class Schedule
- Click Academics
- To print your schedule, c lick the Printer icon on the toolbar
- To exit, click Sign Out
how do i view / print my grades?
To view and/or print your semester grades, you must:
- Login to My VWCC
- Enter your Username
- If you do not know your Username, click Look up your username
- Enter your Password (initial password is your 6-digit birth date)
- Click Log In
- Click VCCS SIS8.9: Student Information System
- Click Student Center
- Click Grades
- Select the desired term
- Click Continue
- To print a copy of your grades, click Printer Friendly Version
- To exit, click Sign Out
