A.  Initial Registration

It is strongly recommended that students see an academic advisor prior to registering for courses.  Registration dates may be found in the semester schedule of classes.  Additions and changes may be made during registration periods as long as the student is qualified, a seat is available, and the class has not met for the second time. 

B.  Late Registration

Once the semester has begun, registration will only be permitted in classes that have available seats and that have not met for the second time.  In online courses that have available seats, late registration is permitted during the first two days of the late registration period.   Once classes have met for the second time, the academic division chairperson may grant permission for late entry.  In such cases, the academic division will issue the student a credit course enrollment override form.  The student must submit this form to the Office of Records, Registration & Veterans’ Affairs, along with a registration form.  Students may register for late starting classes on a seat availability basis until the class has met for the second time.  Non-credit students planning to register after classes have started should contact the division of continuing education and workforce development.  After the second week of classes, the Office of Records, Registration & Veterans’ Affairs will determine permission to register on a case-by-case basis.

C.  Drops and Withdrawals for Credit Courses

Drops from classes must be made during the specified period listed in the schedule of classes for regular classes.  Before the semester begins, a student may drop courses during the specified registration dates.  These dates are listed in the semester schedule of classes.

1.  First Three Weeks of Classes or Equivalent.  A student who wishes to drop a course during the first three weeks of class or its equivalent should use HCC Express or complete and submit a drop/add form to the Office of Records, Registration & Veterans’ Affairs.  The refund deadline appears in the semester schedule of classes on HCC Express, and on the college's "Pay for College" web page.  The college strictly adheres to refund deadlines.  Students wishing to drop from late starting classes may do so within an equivalent period of time following the start of the class. 

2.  Fourth to Tenth Week of Classes or Equivalent.  A student who wishes to withdraw from a class during the fourth to the tenth week of classes should do so via HCC Express or complete and submit an official withdrawal form to the Office of Records, Registration & Veterans’ Affairs.  The student will receive a grade of “W” on his/her transcript.  Students are encouraged to see an academic advisor prior to withdrawing from courses.  Financial aid and scholarship students must consult with financial aid services; students receiving veterans’ benefits should consult with veteran affairs.  Students wishing to withdraw from a late starting class may do so within an equivalent period of time following the start of the class.

D.  Never Attends     

Instructors may assign students who register for courses and never attend a single meeting an “NA” grade.  For the fall and spring semesters, instructors assign this grade by submitting an "NA" grade via HCC Express.  Students who register for online courses will be assigned an “NA” grade if they do not log into the online learning management system (LMS) used in the course.  "NA" grades for fall and spring courses are due by the term census date.  Instructors assign "NA" grades for winter and summer courses on their final grade rosters via HCC Express at the end of the session.

E.  Obtaining a Transcript for Credit Courses

Students may request transcripts by mail, by using the HCC Express link to the clearinghouse, or in person at the Office of Records, Registration & Veterans’ Affairs.  All written requests must be signed by the student.  There is no charge for transcripts requested in person or by mail.  The clearinghouse charges a processing fee for requests made through its website.  Transcript requests are normally processed within two business days.  Single transcripts can be printed upon request except during peak registration periods.  The college issues both official and unofficial transcripts.  Official transcripts are sealed in windowed envelopes and stamped on the back seal “OFFICIAL TRANSCRIPT BECOMES UNOFFICIAL IF SEAL IS BROKEN.”  Official and unofficial transcripts contain the same student record information.  The college will not release transcripts from high schools or other colleges that may be maintained in a student's record.  Such documents remain the sole property of the college.  Students must request these transcripts from the issuing institution. 

F.  Graduation Petition     

The college has three degree graduation dates and one commencement ceremony.  The deadlines for submitting graduation petitions are:

Degree Dates		Petition Deadlines*
Spring		March 15
Summer		June 15**
Fall		October 15

*Petition deadlines are subject to change.  Students are encouraged to consult with the Office of Records, Registration & Veterans’ Affairs's web page or the admissions and advising office's web page at the start of each academic year for the petition deadlines.

**Students who will graduate in the summer, but wish to participate in the May commencement ceremony, must submit their petitions by April 15.

The commencement ceremony is held each year in May.  Students must fill out a petition to graduate form for each degree requested.  Graduation candidates are required to meet with an academic advisor to review their graduation status before the petition form can be considered for final clearance.  During the final clearance process, students are notified of the status of their petitions.  Diplomas and certificates are mailed to all candidates who have fulfilled the requirements of their programs.

G.  Change of Grade for Credit Courses     

An issued grade may be changed when a change of grade form is prepared by the instructor and received in the Office of Records, Registration & Veterans’ Affairs.  The division chairperson must sign this form before it is considered official.

H.  Incomplete Work

Outstanding “I” grades will be converted to “F” grades after the seventh week in each major semester.  Grading policy requires that the “I” grade designation be changed to a permanent grade, other than L or W, within a predetermined period of time determined by the instructor at the time that the grade is assigned.  Normally the period to complete objectives shall not exceed the end of the seventh week of the next full semester or the incomplete will be converted to an “F” grade.  An incomplete grade contract form, specifying the necessary objectives and the period of time within which they need to be completed, is prepared by the instructor and signed by the student.  A copy of this form is sent to the office of records and registration as an attachment to the final grade roster. 

I.  Records and Registration Appeals Committee

A student who has an unexpected life event (illness, death of a family member, or other extenuating circumstances) during a term may request an exception to Howard Community College’s dates and deadlines.  In such circumstances the student should submit a written request to the records and registration appeals committee using the appeals form (available through the office of records, registration, and veterans affairs, including online – http://www.howardcc.edu/admissions/register/forms.html) along with appropriate supporting documentation.  Appeal forms and related documentation must be submitted to the Office of Records, Registration & Veterans’ Affairs no later than the end of the seventh week of the term.  Students whose appeals are denied are entitled to submit a second appeal to the attention of the registrar.

J.  Change of Contact Information

Students must complete a change of information form to revise the following information or indicate these revisions on their registration form:

Name
Address
Telephone Numbers
E-Mail Address

These forms are obtained in and submitted to the office of admissions and advising or the Office of Records, Registration & Veterans’ Affairs.  Verification of the new address is required.  When a student moves after the start of a semester, any change in billing status will take effect the following semester. 

K.  Change of Learning Program

Students must officially change their learning program by completing a change of learning program form and submitting it to the office of admissions and advising.

Policy Manual Review/Revision:  04/08/2011