Class Procedures

Students will need to apply to VWCC before they can register for a dual class.

You will probably be responsible for collecting dual enrollment fees from your students when classes begin. Student fees are determined by your local superintendent’s office. Students pay for their dual classes at their high school and not at Virginia Western. In fact, the College does not accept dual enrollment fees directly from high school students.

During the first two weeks of school, a class roster for each class you are teaching is developed for you by your school. Some of these classes may be designated as exclusively for dual enrolled students, while other classes may contain both dual enrolled and non-dual enrolled students.

To register students for dual enrollment status, you must record each student’s Student ID Number (Emplid) next to each dual student’s name on your class roster. They receive their Emplid when they apply.

Students whose names appear on a class roster, but do not have an Emplid number appearing next to their name cannot be registered by VWCC for the class. Instructors are advised NOT to put any student’s Emplid on their dual roster who has not paid his/her dual fees to the school.

Note: Some students may take more than one dual enrolled class each semester. So, some students may be on several dual rosters for several teachers and for several courses.

A week after the Labor Day holiday (or around September 14) you will be expected to mail, FAX or email your dual enrollment class roster to Kathryn Beard at VWCC.

Fax: 540-857-6478
Email: kbeard@virginiawestern.edu

If you have questions about this procedure, contact your guidance coordinator.

Please be sure that the dual rosters contain the following information:

• the name of the high school
• the name of the high school course
• the name of the college-level dual course
• the instructor’s name
• the period of the school day the class(es) is taught
• the name of each dual enrolled student to be registered for the class along with his/her Emplid number

Once Dr. Beard receives your dual rosters, she will code them for the purpose of registering the students for each instructor’s class or classes. The rosters then go to the College’s Enrollment Center where the students are individually registered for each dual course.

Students usually have ten days after class rosters are picked up to add a dual enrolled class to their current registration, or to drop a dual enrolled class from their current registration. Students who add dual class(es) to their schedule will be responsible for paying their school system the additional fees involved in their registration. Students who drop dual classes from their schedule during this ten day period will not have any record of the class on their transcript record at Virginia Western.

Typically, registration begins a week after Labor Day for a ten-day period; the drop/add period for student registrations ends on September 30. No students will be allowed to add or drop classes after October 1.

As the student’s instructor, you will need to initiate an ADD or DROP by contacting Dr. Kathryn Beard at kbeard@virginiawestern.edu or by calling 857-7235 with the student’s name and Emplid number. In addition, you need to notify the student’s counselor as to the addition or drop of a dual class.

Students who wish to terminate their participation in a dual enrolled class may WITHDRAW during the following dates indicated on the appropriate calendar for your school.

Unlike dropping a class, if the student decides to terminate his/her participation in a dual enrolled class by WITHDRAWING from dual status, the student will receive a “W” on his/her permanent transcript at Virginia Western. Withdrawing from a class will benefit a student who is at risk of failing because a “W” carries no grade points since it is considered a non-punitive grade whereas an “F” will affect a student’s grade point average.

As the student’s instructor, you will need to initiate a student’s WITHDRAWAL from a dual enrolled class by contacting Dr. Kathryn Beard at kbeard@virginiawestern.edu or by calling 857-7235 with the student’s name and Emplid. As the student’s instructor, you need to notify the student’s counselor as to his/her withdrawing from your class.

As a dual enrollment instructor, it is very important that you check your class roster(s) in the College’s student information system several times during the first month of dual classes to determine if your roster is correct.

You can access your account through MyVWCC.

Instructions for the student information system can be found in MyVWCC Help. Click here for how to access your class roster(s).

Should you experience any difficulty getting into this site or into your account, please contact the College’s Help Desk at helpdesk@virginiawestern.edu , or by calling 857-7354. Be sure to have your Emplid handy. You will have already received a sheet of directions for checking your class rosters which was sent to you at the beginning of the school year in August.

Once you have found the dual class(es) assigned to you in the College’s student information system, be sure to:

• check each student’s name and verify that he/she should be registered for your class
• determine if there are any students who are not on the class roster who should be registered for the class
• determine if there are any students on your class roster who should not be in your dual enrolled class

Report any discrepancies to Dr. Kathryn Beard at kbeard@virginiawestern.edu, or call 857-7235 as soon as possible, so those students may be dropped from or added to the class.

NOTE: Your school system’s superintendent will be billed for the students who are listed on your class roster(s); as a result, rosters should be as accurate and correct as possible, so no rebilling needs to occur.

By the end of the drop/add period (consult your calendar of dual enrollment activities sent to you at the beginning of each new semester), your class roster should list the correct number of students registered for your dual class(es).

As a dual enrollment instructor, it is very important that you enter students’ grades by the deadline on the DUAL ENROLLMENT CALENDAR which was sent to you before the Winter Break–usually in early December.

You can access your grade rosters through MyVWCC.

Instructions for the student information system can be found in MyVWCC Help. Click here for how to enter grades.

Should you experience any difficulty getting into this site or into your account, please contact the College’s Help Desk at helpdesk@virginiawestern.edu , or by calling 857-7354. Be sure to have your Emplid handy. You will have already received a sheet of directions for entering your class grades.

Report any grading problems to Dr. Kathryn Beard at kbeard@virginiawestern.edu, or call 857-7235 as soon as possible.