Policies and Procedures

Enrollment Policies and Procedures

Classifications of Students

Curricular Students

Students who have satisfied general college curricular and any additional program admission requirements and are enrolled in credit or developmental courses for the purpose of earning a degree, certificate, or career studies certificate.

Non-Curricular Students

Non-curricular students are students who are enrolled in credit and/or developmental courses without curricular admission and who do not currently intend to earn a degree, certificate, or career studies certificate at Reynolds. The Virginia Community College System recognizes two types of non-curricular enrollments:

• High School Student (including Dual, Concurrent, and Home School enrollment)
• Non-Curricular General Knowledge

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Student Status

Full-Time
Students registered for 12 or more credit hours

Part-Time
Students registered for 11 or fewer credit hours

Freshman
Students who have earned fewer than 30 credits

Sophomore
Students who have earned 30 or more credits

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Registration Periods

Open registration periods are available to students to register in person or online. Students that have academic or financial holds must come to campus for registration.

Schedule adjustment periods are available each semester or term to permit adjustment of class schedules.

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Self-Registration

Curricular or non-curricular students in good academic standing (2.0 GPA or higher) may generally register online without approvals required. All other students are required to meet with their advisors before registering in person.

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Academic Course Load

A full-time course load is 12 or more credit hours. Students wishing to carry an academic load of more than 18 credits are required to have a 3.0 GPA or higher and recommendation from a faculty advisor prior to seeking the approval of the school dean.

Request to Add/Drop/Withdraw from Class(es) form with appropriate signatures is then submitted to the Office of the Registrar for processing. Students who have received Academic Warning or Academic Probation may be required to take less than the normal load for the next semester.

► Submit a Request to Add/Drop/Withdraw from Class(es) form

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Prerequisites and Course Sequencing

If any prerequisites are required before enrolling in a course, they will be identified in the course description or by an indication of course sequence (please refer to the Course Information section of this catalog). Courses listed ACC 211  -ACC 212   and ENG 111  -ENG 112  , for example, must be taken in sequence unless otherwise noted in the course description. Courses in special sequences (usually identified by the numerals I-II) must also be taken in sequence, unless otherwise noted in the course description. Prerequisites must be satisfactorily completed before enrolling in a course unless special permission is obtained from the school dean, or designee. Co-requisite courses are to be taken simultaneously.

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Repeating a Course

Students are normally limited to two enrollments in the same course. Prior to registering to take a course for a third time, students must submit a completed Third Repeat Request form with all required approvals, and documentation of extenuating circumstances to the Office of the Registrar. Repeat approval is not required for certain exempted courses, and all attempted hours and grade points for these courses will be calculated in the GPA.

Please Note: Repeating courses may negatively affect financial aid eligibility.

► Submit a Third Repeat Request form

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Withdrawal from Courses

Students are strongly encouraged to meet with the instructor of the course to discuss their academic standing in the course prior to withdrawing from the course. Withdrawal transactions are final and will not be rescinded or modified unless an administrative error by Reynolds has taken place.

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On-Time Withdrawals

After the add/drop period and within the first 60% of a semester or term, a student may withdraw from a course without academic penalty and receive a grade of W for each withdrawn course. After that time, students shall receive a grade of F, except under documented mitigating circumstances.

The student must submit a completed Request to Withdraw from Class(es) form, signed by an advisor, to the Office of the Registrar prior to the published withdrawal deadline. The form must be submitted prior to the completion of 60% of the class. Students should consult their instructor for withdrawal deadlines for classes that are not the standard semester length.

► Submit a Request to Add/Drop/Withdraw from Class(es) form

► Start with Student Advising for required signatures

► Contact Office of the Registrar, 804-523-5030, for more information

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Late Withdrawals

Withdrawal requests received after 60% of the semester or term will not be granted except under mitigating circumstances.

To request a withdrawal after the appropriate withdrawal deadline or after the term has ended, the student must submit a Late Request for Withdrawal from Classes form with a narrative and documentation to support a claim of mitigating circumstances. This form and documentation will be submitted to the Office of the Registrar. Requests for late withdrawals are forwarded to the Academic Standing Committee for determination.

Official withdrawal, if approved, will become effective prior to the last day to withdraw a course in that session. 

Deadlines for Late Withdrawal Requests

• JANUARY 30 deadline for fall semester
• JUNE 30 deadline for spring semester
• SEPTEMBER 30 deadline for summer semester

 Submit a Late Request for Withdrawal from Classes form

► Contact Office of the Registrar, 804-523-5030, for more information

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Auditing a Course

Students who enroll in a course with audit status are exempt from course examinations or other course achievement measures. Registrations for audit will not be accepted before the first day of the class and will require approval of the instructor and school dean. The regular tuition rates will be charged. Requests for credit enrollment in a class will be given priority over audit enrollment.

Audited courses carry no credit and do not count as part of the student’s course load. Students who wish to change the status of a course from audit to credit, or from credit to audit, must do so within the schedule adjustment period for the semester or session.

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Military Students During National Emergency

Contact the Office of Military Services, 804-523-5656, if the student is a member of the military reserves or National Guard called to active duty, or active military mobilized during a National Emergency.

► Contact Office of Military Services, 804-523-5656

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Non-Native Speakers of English (English Proficiency)

Applicants who graduated from a U.S. high school should refer to the Direct Enrollment policy. Admitted curricular and non-curricular students from countries other than Australia; English-speaking Canadian provinces and Caribbean island nations; the Republic of Ireland; the United Kingdom; New Zealand; or the United States will be required to demonstrate their proficiency in English prior to enrollment. To document English proficiency, applicants may forward Test of English as a Foreign Language (TOEFL) scores or appropriate substitute documents to the Office of Admissions.

A minimum score of 80 is required on the iBT TOEFL. Appropriate substitute documents would include completion of a post-secondary degree or the equivalent of ENG 111 (English Composition) with a grade of C or better at an institution located in one of the countries listed above. Non-native English speaking applicants who cannot present the minimum required TOEFL score or a substitute document must schedule an English as a Second Language (ESL) assessment with the ESL office.

The Reynolds ESL Placement Assessment includes a writing sample, two computer-based tests in reading and grammar, and an oral interview. If the applicant graduated from a U.S. high school, they have the right to ask to take an ESL Placement Assessment. The test is free. Questions about ESL test waivers should be directed to the ESL Department, 804-523-5020. The ESL Placement Assessment will result in one of the following:

• Clearance to enroll in non-ESL classes with no ESL classes required
• Initial placement into ESL classes only (no non-ESL classes permitted until ESL Program documents preparedness
• Initial placement into advanced ESL classes with permission to enroll in a limited number of selected non-ESL classes

Admitted students with ESL requirements will be required to satisfactorily complete all ESL requirements prior to progressing in certain curricular programs, such as Nursing. Please refer to the Program Types   section in this Catalog. F-1 Visa applicants should refer to the Admission and Enrollment  section in this catalog.

► Contact Office of Admissions, 804-523-5029

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Classroom and Instructional Policies and Procedures

Developmental Studies: Grading

A grade of S (Satisfactory) shall be assigned for satisfactory completion of each course in developmental studies or English as a Second Language (ESL) courses numbered 1-99. S grades are not included in grade point average calculations.

Students making satisfactory progress, but not completing all of the instructional objectives for courses in developmental studies or ESL courses, shall be graded with an R (Reenroll). A student who has earned an R must enroll again and successfully complete the course.

Students not making satisfactory progress in developmental studies or ESL courses shall be given a U grade. Students on financial aid should check on grade requirements for making satisfactory progress each semester.

The I and W grades may be utilized, as appropriate, for developmental studies and ESL courses.

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Grade Point Average

The term and cumulative grade point average (GPA) is determined by dividing the total number of grade points earned in courses by the total number of credits attempted. Courses which do not generate grade points are not included in credits attempted (audits, developmental courses, ESL courses, courses taken with pass/unsatisfactory option). The GPA is carried out to three digits past the decimal point (i.e., there is no rounding).

► More information: Repeated Grade and Academic Renewal 

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Repeated Grade

Credit courses may be repeated if they are designated as repeatable for credit in the Master Course File or identified as General Usage courses in the Master Course File. 

Except for the General Usage categories, only those courses designed to develop and maintain proficiency in the visual and performing arts, or to meet requirements for certification or re-certification in allied health or applied technology fields, may be designated as repeatable for credit. Students may earn a maximum of 10 credits through multiple enrollments in the same course.

Under normal circumstances, a student may enroll no more than twice in a credit course that is not designated as repeatable for credit or is not a General Usage course. Exceptions require documentation and approval from the chief academic officer of the college or their designee.

Implementation of this policy does not revise any GPA calculations for prior terms or any academic, financial, or administrative events that have occurred in the past.

► Contact the Office of the Registrar, 804-523-5030, for more information

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Final Grades

Final grades for each semester can be viewed and printed from the Student Information System (SIS). Students must have their Reynolds EMPL ID and password to obtain their grades.

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Academic Renewal

Students who return to Reynolds after a separation of three years or more may submit a Petition for Academic Renewal (found in the Student Information System, SIS).  

If a student is determined to be eligible for Academic Renewal, D and F grades earned prior to reenrollment will be deleted from the cumulative and curriculum GPA under these conditions:

• Student demonstrates renewed academic effort by earning minimum 2.0 GPA in the first 12 semester hours completed after reenrollment and before petitioning for Academic Renewal.
• All grades received at Reynolds remain on the student’s official transcript.
• Student receives degree credit only for courses with grades of C or better earned prior to Academic Renewal, as long as they meet current curriculum requirements.
• Total hours for graduation include coursework taken after readmission, previous courses with a grade of C or better, and any approved transfer credits.

The Academic Renewal policy may be used only once and cannot be revoked once approved.

Students should submit the petition during the semester in which they will complete the 12th semester hour after reenrollment. 

► Find it in SIS: My Reynolds > SIS > Forms > Student Records eForms > Academic Renewal eForm

► Contact Office of the Registrar, 804-523-5030, for more information

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Academic Standing

President’s Honor Roll

The President’s Honor Roll is awarded to curricular and non-curricular students who  are in good standing and demonstrate the highest level of academic achievement at Reynolds. To receive this recognition, students must earn:

• Cumulative GPA of 3.800 or higher
• Semester GPA of 3.500 or higher
• At least six non-developmental credit hours for the semester
• At least 20 or more credit hours at Reynolds
• No grades of D, F, I, or U for the semester
• No more than one W for the semester

Students who earn this distinction will receive email notification and instructions on how to access the certificate during the first month of the subsequent semester.

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Dean’s List

The Dean’s List is awarded to curricular and non-curricular students who demonstrate a high level of academic achievement at Reynolds and are in good standing. To receive this recognition, students must earn:

• Semester GPA of 3.200 or higher
• At least six non-developmental credit hours for the semester
• No grades of D, F, I, or U for the semester
• No more than one W for the semester

Students who earn this distinction will receive email notification and instructions on how to access the certificate during the first month of the subsequent semester.

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Good Standing

Students are considered “in good academic standing” if they maintain a minimum GPA of 2.000 each semester and are not on Academic Suspension or Academic Dismissal. Students in good standing are eligible to reenroll at Reynolds. 

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Academic Warning

Students who fail to attain a minimum GPA of 2.000 for any semester shall be placed on Academic Warning. 

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Academic Probation

Students who fail to maintain a cumulative GPA of 1.500 will be on Academic Probation until such time as their cumulative GPA is 1.750 or better.

Students shall be placed on probation only after they have attempted 12 semester credits.

The statement “Academic Probation” will be placed on the permanent record. Students will usually be required to carry less than a normal course load the following semester, and are required to consult with their academic advisor prior to enrollment.

Students on Academic Probation are ineligible for appointed or elected office in student organizations unless the Dean of Students or another appropriate administrator grants special permission.

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Academic Suspension

Students on Academic Probation who fail to attain a semester GPA of 1.500 will be placed on Academic Suspension only after they have attempted 24 semester credits. Academic Suspension shall be for one semester, and the statement “Academic Suspension” will be placed on the student’s permanent record.

Suspended students may be readmitted after termination of the suspension period without appealing for reinstatement. The student will be required to meet with an academic advisor and develop an educational plan upon reinstatement. Students who have been reinstated from Academic Suspension must achieve a 2.00 GPA for the semester of their reinstatement and must earn at least a 1.750 GPA in each subsequent semester of attendance. The statement “Subject to Dismissal” shall be placed on the student’s permanent record.

Students who have been reinstated from Academic Suspension will remain subject to dismissal until their cumulative GPA is raised to a minimum of 1.750.

In exceptional circumstances, students may submit an Academic Reinstatement Appeal (see Reinstatement from Suspension or Dismissal). Students who have been reinstated after Academic Suspension will remain subject to dismissal until their cumulative GPA is raised to a minimum of 1.750.

► Submit an Academic Reinstatement Appeal 

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Academic Dismissal

Students who do not attain at least a 2.000 GPA for the semester of reinstatement following Academic Suspension will be academically dismissed.

Students who achieve at least a 2.000 GPA for the semester of their reinstatement following Academic Suspension must earn at least a cumulative 1.750 GPA in each subsequent semester of enrollment. Failure to earn a 1.750 GPA in each subsequent semester until the cumulative GPA reaches 1.750 will result in Academic Dismissal. The statement “Academic Dismissal” will be placed on the student’s permanent record.

Academic Dismissal is normally permanent. In exceptional circumstances, students may submit an Academic Reinstatement Appeal (see Reinstatement from Suspension or Dismissal). Students who have been reinstated after Academic Dismissal will remain subject to dismissal until their cumulative GPA is raised to a minimum of 1.750.

► Submit an Academic Reinstatement Appeal 

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Reinstatement from Suspension or Dismissal

To be considered for immediate reinstatement, suspended students must submit the Academic Reinstatement Appeal with documentation to support their request prior to the late registration period for the semester they wish to attend:

• JULY 1 deadline for fall reinstatement
• NOVEMBER 1 deadline for spring reinstatement
• APRIL 1 deadline for summer reinstatement

The Academic Reinstatement Form is forwarded to the Academic Standing Committee for consideration. Reynolds will ensure consideration of all appeals for reinstatement received by the deadline, including a review of the student’s academic history at Reynolds and documentation of mitigating circumstances. The process takes approximately two weeks, and students are notified of the decision via email.

Decisions to reinstate may be accompanied by conditions designed to ensure the student’s improved performance. Decisions to deny reinstatement will result in the continued enforcement of suspension or dismissal terms. Students who are not granted reinstatement will be dropped from any courses for which they may have pre-registered, and their tuition will be refunded automatically.

► Submit an Academic Reinstatement Appeal 

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Advanced Standing and Transfer Credit from Other Colleges

Advanced standing is defined as the application of awarded credit, earned by means other than instruction at this institution, toward satisfying program requirements. No more than 75 percent of a degree or certificate may be earned through advanced standing credit. Transcripts are evaluated for curricular students only. Courses included on an official transcript, equivalent and relevant to the curriculum in which the student is enrolled, will be applied toward credit in their program. Awarded credit is added to the student’s permanent record, but is not used for computation of the grade point average and does not carry a letter grade.

The Office of the Registrar evaluates requested advanced standing and places advanced standing, by type, on the permanent record and transcript. It is the student’s responsibility to ensure that all relevant and official documents have been forwarded to the Office of the Registrar. Transcripts are considered official if they are in a sealed envelope and carry the seal of the institution, or delivered through a transcripting service.

Credit evaluation for courses taken at other VCCS colleges can be requested by completing a Request for Evaluation of a VCCS Transcript form; official transcripts from other VCCS colleges are not necessary.

Awarded transfer credit is available to view on the Student Information System (SIS). Official transcripts received four weeks prior to the beginning of the desired semester or term will be placed on SIS prior to the final registration period. Transcripts received after that point will be evaluated as time permits and in date priority. Students should address questions regarding advanced standing with the Office of the Registrar.

Credit will be awarded only for courses earning a grade of C or better, or the equivalent. When the course contains equivalent content and credit, the course may transfer to satisfy a program requirement at this institution. Reynolds evaluates credit for transfer from other colleges and universities using guidance from the American Association of Collegiate Registrars and Admission Officers or the National Association for Foreign Student Affairs, and the Southern Association of Colleges and Schools.

► Find it in SIS: My Reynolds > SIS > Forms > Student Records eForms > Transcript Evaluation Request 

► Contact Office of the Registrar, 804-523-5030

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Transfer Credit from International Institutions

Credit from international post-secondary institutions may be awarded upon evaluation by a private evaluation agency that is a member of the National Association of Credential Evaluation Services. This process pertains to both international students seeking Reynolds transfer credit and Reynolds students earning credits at foreign institutions during study-abroad experiences. The student will send official transcripts to an approved agency to obtain a course-by-course evaluation. All fees must be paid by the students directly to the evaluation agency. This evaluation is provided to the Office of the Registrar so that credit can be assigned based on the student’s chosen curriculum in accordance with established college policies.

► National Association of Credential Evaluation Services

► Contact Office of the Registrar, 804-523-5030

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Graduation and Program Requirements

Graduation Honors

Students who have fulfilled the requirements of degree or certificate programs (with the exception of career studies certificates) are eligible for graduation honors based on their cumulative GPA. Scholastic achievement honors are:

• CUM LAUDE, with honors, 3.200 cumulative GPA
• MAGNA CUM LAUDE, with high honors, 3.500 cumulative GPA
• SUMMA CUM LAUDE, with highest honors, 3.800 cumulative GPA

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Graduation Requirements and Procedures

Students must submit a Graduation Application by applicable deadline. Curricular students eligible for graduation must complete the graduation application through SIS for each degree and certificate they are completing by the deadline for that semester or term.  

• Complete all program requirements as specified in the program catalog, including curricular admission requirements.
• Earn a grade point average of at least 2.000 in the curriculum.
• Fulfill all course and credit-hour requirements of the curriculum with at least 25 percent of credit semester hours earned at Reynolds.
• Submit all documentation of training, education, or tests from organizations outside of Reynolds to the Office of the Registrar by the last day of classes in their final semester. All Reynolds courses must also be completed by the last day of classes in their final semester. Incomplete (I) grades must be completed by this time in order to be used for graduation.
• Resolve all financial obligations with Reynolds and return all library and college materials.

The school dean for the curriculum must recommend the student for graduation, and the Registrar must certify completion of all graduation requirements.

If a student files for graduation but does not graduate, they must submit another graduation application for a subsequent term. Students may graduate after fall, spring, or summer terms. 

►  Graduation Application deadlines   

► Find it in SIS: My Reynolds > SIS > Academic Records and Progress > Apply for Graduation

► Contact Graduation Office, 804-523-5030

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Commencement

Reynolds has one formal commencement ceremony each year, which occurs after the spring semester for students completing curricula throughout the academic year. A student is not permitted to participate in a commencement ceremony prior to the completion of the program of study, unless they meet the guildlines for early participation. Students who graduate in the summer or fall will be invited to participate in the next spring commencement ceremony.

Early Participation requirements are to have no more than seven credits or two classes left to finish the credential in the following summer semester. Students who meet this requirement should apply for their summer graduation in SIS and complete the Early Participation Request form by the spring graduation deadline to ensure they are included in the commencment communications and events.

► Submit Early Participation in Commencement Request form

► Contact Graduation Office, 804-523-5030

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Program Requirements

The catalog that will be used to review a student’s progress toward completion of program requirements and certification for graduation will be the catalog in effect at the time of the student’s initial matriculation into the program or any subsequent catalog in effect during the time of the student’s enrollment in the program, to be chosen by the student, provided:

• The student has not been discontinued, as a result of breaks in enrollment. Otherwise, the catalog in effect at the time of their return will become the effective catalog; and,
• The catalog is no more than seven years old at the time of graduation. Otherwise, either the current catalog or any catalog that is no more than seven years old becomes the effective catalog. The catalog year to be used should be chosen by the student in consultation with the program head/curricular advisor, with the program head having the final determination of appropriate catalog year. Wherever possible, substitutions will be utilized to maximize the usage of previously taken courses while maintaining the integrity of the degree.

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Associate Degree

An associate degree program is defined as a two-year curriculum of study that consists of a minimum of 60 and a maximum of 72 semester hours with an emphasis in a career/technical area. Exceptions to credit hour limits must be justified on the basis of documented business and industry requirements or standards. Associate degree curricula may include any appropriate courses numbered 100-299. A minimum of 15 percent of a diploma’s credit hour requirement shall be in general education. The general education requirements must include one three-credit hour English class. 

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Certificate

A certificate program is defined as a curriculum of study less than two years in length that consists of a minimum of 30 and a maximum of 59 semester credit hours. Certificate curricula may include any appropriate courses numbered 10-299. A minimum of 15 percent of a certificate’s credit hour requirement shall be in general education. The general education requirements must include one three-credit hour English class.

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Career Studies Certificate

A career studies certificate program is defined as a program of study of not less than nine nor more than 29 semester credit hours which may include courses numbered 10-299. Career studies certificate programs are not required to include general education.

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Second Degree or Certificate

Reynolds may grant credit for all completed applicable courses which are requirements of the additional degree, diploma, certificate, or career studies certificate. However, the awards must differ from one another by at least 25 percent of the credits.

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Change of Curriculum (Program/Plan)

Students who desire to change programs must consult with a faculty advisor or advising specialist in Advising Services.

The Office of the Registrar will process the request, provided all applicable admission requirements for the new program have been satisfied. Program/plan changes are effective for subsequent semesters in most cases.

Students should be aware that program/plan changes affect the catalog year of their respective program. Students will follow the curricular requirements based upon the effective date of the plan change. Program changes may also affect Financial Aid Award status.

► Contact Student Advising

► Contact Office of the Registrar, 804-523-5030

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Waiver and Substitution of Course Requirements

Students may petition the appropriate school dean for the waiver of required courses in the curriculum. If required courses are waived, other courses must be substituted in the curriculum to meet the specified credit hour requirement.

No credit is granted for the waived courses.

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Student Records

Mailing Address

It is the student’s responsibility to keep this information up to date with the Office of the Registrar. Timely reporting of name and address changes will assist Reynolds in ensuring proper delivery of important notices and announcements. Students can submit address changes through SIS.

► Find it in SIS: My Reynolds > SIS > Forms > Student Records eForms > Student Data Change eForm

► Contact Office of the Registrar, 804-523-5030

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Email Communication

Email is an official method for communication at Reynolds. All official email communication will be distributed to VCCS email accounts only for students enrolled in at least one course. Reynolds uses VCCS email to communicate important information to enrolled students, and students should check their VCCS email regularly.

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Transcripts

A transcript is a copy of the student’s permanent academic record at Reynolds. An official transcript carries the Reynolds seal and is sent to other educational institutions and agencies. Effective July 1, 2019, Reynolds began using the Parchment transcript ordering and delivery service. There are associated fees based upon type of delivery (electronic, U.S. Postal Service). Visit the Reynolds Parchment storefront to set up an account using a personal email address and order transcripts.

Unofficial transcripts are available at no cost through My Reynolds.

Transferring between Reynolds and another VCCS school? Transcripts are not required. Students should complete the Transcript Evaluation Request form in SIS to have these credits transfered.

► Reynolds Parchment storefront

► Find it in SIS: My Reynolds > SIS > Forms > Student Records eForms > Transcript Evaluation Request 

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Enrollment Verification and Certifications for Loan Deferment

At the written request of the student, the Office of the Registrar will produce official verification of enrollment. These are typically required as documentation to continue the student’s eligibility for dependent services, benefits, and insurance external to Reynolds.

Students wishing to defer repayment of certain loans should submit the appropriate forms from the lending agency to the Office of the Registrar. Reynolds will transmit the student’s enrollment data to the National Student Loan Clearing House for distribution to the appropriate lending agency as well.

Official and final enrollment verification as well as loan deferment certifications will be processed after the deadline to drop with a refund for any particular semester or term.

► Find it in SIS: My Reynolds > SIS > Forms > Student Records eForms > Enrollment Verification eForm

► Contact Office of the Registrar, 804-523-5030

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Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) offers students certain rights with respect of their education records. These are:

1. The right to inspect and review the student’s education records within 45 days of the day Reynolds receives a request for access. Students should submit written requests to the Office of the Registrar, Parham Road Campus, Georgiadis Hall, Room 207. The request must identify the record(s) they wish to inspect. Staff will make arrangements for access and notify the student of the time and place where the records maybe inspected.
2. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Reynolds to comply with the requirements of FERPA.
3. The right to request amendment of the student’s education records that the student believes to be inaccurate or misleading. Students should write the Reynolds official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If Reynolds decides not to amend the record as requested by the student, the student will be notified and advised of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
4. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by Reynolds or VCCS in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff).

Other typical exceptions include:

• Other schools to which a student is transferring
• High schools of dual or concurrent enrollment students
• Specified officials for audit or evaluation purposes
• Appropriate parties in connection with financial aid to a student
• Organizations conducting certain studies for or on behalf of the school
• Accrediting organizations
• Compliance with a judicial order or lawfully issued subpoena
• Appropriate officials in cases of health and safety emergencies
• State and local authorities, within a juvenile justice system, and pursuant to specific State law
• A person or company with whom Reynolds or VCCS has contracted (such as an attorney, auditor, or collection agent)
• A person serving on the Reynolds College Board or Foundation Board
• A student serving on an official college committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks, excluding student government/leadership organization tasks
• A school official with a legitimate educational interest if the official needs to review an education record in order to fulfill their professional responsibility

FERPA administrated by:

Family Policy Compliance Office

U.S. Department of Education

600 Independence Avenue, SW Washington, DC 20202-4605

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Notice Regarding Directory Information

FERPA designates certain information as “directory information,” which may be released upon request without the student’s expressed written consent. It is the policy of Reynolds Community College not to publish a student directory. However, certain information (name, address, telephone number, major field of study, dates of attendance, degrees and awards received, and term course load) can be released upon request unless the student has blocked release of their directory information.

To block release of directory information, provide written notification to the Office of the Registrar, registrar@reynolds.edu.

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Student Policies and Procedures

Student Rights and Responsibilities

This statement of rights and responsibilities is designed to clarify those rights, which the student may expect to enjoy as a member of the student body of a community college and the obligations which admission to Reynolds places upon the student.

The submission of an application for admission to a community college represents a voluntary decision on the part of the prospective student to participate in the programs offered by the institution pursuant to the policies, rules, and regulations of the community colleges and rules and regulations of the State Board of Community Colleges. In turn, college approval of that application represents the extension of a privilege to join the college community and to remain a part of it so long as the student meets the required academic and behavior standards of the college system.

Each individual student is guaranteed the privileges of exercising his/her rights without fear or prejudice. Such rights include:

• Students are free to pursue their educational goals; appropriate opportunities for learning in the classroom and on the campus shall be provided by Reynolds or curricula offered by Reynolds. 
• No disciplinary sanctions may be imposed upon any student without due process. 
• Free inquiry, expression, and assembly are guaranteed to all students provided their actions do not interfere with the rights of others or the effective operation of the institution. 
• Academic evaluation of student performance shall be neither arbitrary nor capricious. 
• Reynolds and members of the college community have the right to expect safety, protection of property and the continuity of the educational process. 
• Upon written request to the College Registrar, a student will be permitted to inspect and review his/her permanent educational record within forty-five (45) days following the date on which the request.

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Student Complaints

Reynolds is committed to providing an exceptional educational experience through the delivery of high-quality programs and services. As such, Reynolds strives to create an open environment where students may provide feedback regarding the quality of services, instruction, or the environment. In instances where a student may be dissatisfied with services or instruction or conditions of the environment, he or she has the right to lodge concerns related to service, instruction, or the environment at Reynolds. This written complaint (by way of an email to DeanofStudents@reynolds.edu) must be submitted to the Office of the Dean of Students where it will be sent to the manager of the area of concern for follow-up with the student.

► More information: Policy 1-4 (Student Complaint Policy) in its entirety can be found in the Office of the Dean of Students and online at Student Complaints

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Student Appeal of Academic and/or Administrative Decisions

Students have the right and opportunity to challenge a decision made by a staff member representing an administrative office that negatively affects a student/student group’s standing at the college and/or his/her course instructor and the college’s administrative leadership regarding the final grade in a course. Students first must provide in writing a formal letter to the instructor or non-instructional party outlining the grade or decision they are appealing and request to meet with the individual whose actions they are grieving.

► More information: Policy 1-12 (Student Appeal of Academic and/or Administrative Decisions) in its entirety can be found in the Office of the Dean of Students and online at Student Appeal

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Student Advocacy

In the design and improvement of programs, courses and services, Reynolds constantly focuses upon student needs. Students and staff members are encouraged to advocate student interest pertaining to any issue or problem confronting the college community. Students may voice their interest through the Office of Student Life and through participation on various college-wide standing committees. Particular responsibility for identifying and supporting student needs and interests, with respect to college operations and procedures, lies with the Office of the Dean of Students.

► Contact the Office of the Dean of Students, Parham Road Campus, Georgiadis Hall, Room 200, 804-523-5025

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Student Conduct

Reynolds holds its students and student organizations to expectations that contribute to a respectful academic environment. In the instance where a student’s conduct adversely affects the college’s pursuit of its educational objectives, that student may be subject to disciplinary action by the Office of the Dean of Students. Faculty, staff, or other students may file a report against a student if he or she has witnessed an offense. The Office of the Dean of Students will oversee the administration of all conduct cases in accordance with the Student Conduct Policy 1-35. 

Jurisdiction of the student conduct policy extends to any student who is enrolled at the college and applies to all activities within the College, VCCS, or their foundations’ programs or activities, including acts of misconduct or criminal acts that are not committee on college property if the acts arise from college activities that are being conducts off the college’s campuses, or if the conduct undermines the security of the college community or the integrity of the educations process or poses a serious threat to self or others.

► More information: Policy 1-35 in its entirety can be found in the Office of the Dean of Students and online at Student Conduct

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Academic Honesty

Reynolds subscribes to the notion of academic honesty and integrity as it relates to students’ behavior within the classroom or with assignments and examinations. Reynolds Policy 2-7, Academic Honesty, outlines those behaviors that are unacceptable at the institution, as well as procedures used to address those behaviors. Any student who is found to have violated the policy will be subject to disciplinary action which could result in sanctions from a failing grade on the assignment to expulsion from the institution.

► More information: Policy 2-7 in its entirety can be found in the Office of the Dean of Students and online at Academic Integrity

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Student Sexual Misconduct

Reynolds is an educational institution that strives to provide students and other members of the community with an academic learning environment that is free from sexual misconduct or gender-based discrimination, In compliance with this commitment, Reynolds has established Policy 4-17 (Title IX-Sexual Misconduct). Policy 4-17 states Reynolds will not tolerate sexual misconduct which may be inclusive of sexual harassment, nonconsensual sexual intercourse, nonconsensual sexual contact, or sexual exploitation. Reynolds considers these types of behaviors serious threats to the integrity of the community and will pursue all charges. Moreover, certain acts may be criminal, and as such, subject to both criminal and civil legal actions. Students who violate this policy will have college charges processed against them in the normal manner of due process provided by college rules.

A person who believes that he/she may have experienced sexual misconduct, but are uncertain as to whether a complaint is justified or whether they wish to initiate a formal complaint, may find it helpful to discuss their concerns confidentially and informally with the Dean of Students, or designee in the Office of the Dean of Students.

► Contact the Office of the Dean of Students, Parham Road Campus, Georgiadis Hall, Room 200, 804-523-5025

► More information: Policy 4-17 in its entirety can be found in the Office of the Dean of Students and online at Title IX Sexual Misconduct

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Substance Abuse

Reynolds maintains an environment that aims to protect the health, safety and welfare of its students, faculty and staff by enforcing a drug-free environment. In accordance with the spirit and intent of the Drug-Free Schools and Communities Act of 1989, J. Sargeant Reynolds Community College (Reynolds) prohibits the illegal use, manufacture, and/or distribution of drugs and alcohol on campus by its students. Policy 1-17, Alcohol & Other Drugs outlines those actions that Reynolds will take to educate students about the negative impact of drugs and alcohol use. Students who violate this policy may be subject to disciplinary actions that may include expulsion from the college, referral for prosecution, and/or referral for participation in appropriate evaluation and/or rehabilitation. Violations of this policy will be handled in accordance with Reynolds Policy No.1-35, Student Conduct.

► More information: Policies 1-17 and 1-35 in their entirety can be found in the Office of the Dean of Students and online at Alcohol and Other Drugs

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Student Assessment

Reynolds systematically evaluates the effectiveness of teaching and learning, academic and administrative support services, and co-curricular activities in meeting student needs.

Students may be requested to participate in one or more assessment activities appropriate to their fields of study during their academic coursework at Reynolds. The results of such assessment activities shall be confidential and shall be used by Reynolds for the purpose of evaluating and improving the effectiveness of Reynolds academic programs and services to maximize student success.

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