Student Handbook

Satisfactory Academic Progress

Students must maintain Satisfactory Academic Progress (SAP) to be eligible to receive federal/state financial aid. Academic progress is assessed at the end of each semester and failure to make SAP may result in the loss of financial aid eligibility. SAP is a combination of qualitative and quantitative components and is measured by:  

Cumulative Grade Point Average (GPA)

Students must meet minimum cumulative GPA requirements based on a progressive scale. Only non-remedial courses with grades of A, B, C, D, and F are included in this calculation (transfer credits are not included).

Completion Rate (67% Rule)

Students must be evaluated for the 67% Rule before aid is awarded and after grades are posted for every term, starting with their first term of enrollment. Their completion rate must be 67% or higher. Credits with satisfactory grades are those for which a grade of A, B, C, D, S, or P is earned. Developmental and ESL coursework are included in this calculation. Accepted transfer credits will be counted as both attempted and completed.

Maximum Timeframe (150% Rule)

Number of credit hours attempted in relation to number of credit hours necessary to complete the degree or certification program, including transfer credits. Developmental and ESL coursework are excluded from this calculation. Attempted credits from all enrollment periods at Reynolds are counted. All terms of enrollment at Reynolds are included whether or not the student received financial aid and regardless of the age of the coursework.  

► More at Reynolds.edu: Satisfactory Academic Progress

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Academic Performance

The student’s performance in each academic course is reported as a letter grade. Grades denote the character of work.

Grade points are assigned to each letter grade and used to calculate the student’s cumulative and semester grade point averages:

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Incomplete Grade

The instructor may award a grade of I (incomplete), for documented, unavoidable reasons, only when the student has completed more than 60% of the course requirements.

Since the incomplete extends enrollment in the course, requirements for satisfactory completion will be established through student/faculty consultation. The instructor has the discretion to award or deny an I grade request based on circumstances and documentation submitted.

Courses for which the grade of I are awarded must be completed by the end of the subsequent semester or the I will convert automatically to a grade of F.

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Repeat 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.

Renamed or Renumbered Courses

Periodically, the VCCS renames or renumbers courses, but they remain equivalent to the previous named and numbered courses. In such cases, completion of a renumbered/renamed course may be determined to be a repeat of a course completed previously under a different department and/or course number. These determinations are made on a college-wide basis, and exceptions cannot be made for individual students.

Impact on Previous Academic Records

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 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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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.

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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.

Reinstatement Appeal Deadlines

• JULY 1 for fall reinstatement
• NOVEMBER 1 for spring reinstatement
• APRIL 1 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.

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Plan Your Schedule

Stay in control of your academic and career goals: access advising appointment scheduling, program/major guidance, career questionnaires, and more through Navigate Student. 

Start each semester with a plan: schedule an advising appointment in Navigate, then use the My Planner tool to browse and select classes. 

► More at Reynolds.edu: Navigate Student Tutorial 

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Track Your Progress

Track degree progress with the Advisement Report tool in SIS, accessed through the MyReynolds portal.

The Advisement Report is an unofficial transcript  that should be saved or printed periodically. It includes:

• Grades
• Current schedule
• Placement test results
• Cumulative GPA
• Academic plan requirements
• Unsatisfied course requirements (highlighted in red text)

► Find it in SIS: My Reynolds > SIS > Student Center > My Academics > View My Advisement Report

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Request Transcripts

A transcript is a copy of the student’s permanent academic record at Reynolds. There are two types of transcript:

• Official carries the Reynolds seal and is sent to other educational institutions and agencies 
• Unofficial does not carry the Reynolds seal and is usually for informational purposes only

Students can order official transcripts through the Parchment transcript ordering and delivery service. Parchment charges fees based on delivery method (electronic, U.S. Postal Service). Unofficial transcripts can be accessed through SIS.

► Find it in SIS: My Reynolds > SIS > Student Center > My Academics > Unofficial Transcript

► Reynolds College Parchment storefront

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Graduate on Time

Curricular students may graduate after fall, spring, or summer terms.

Eligible students must: 

• Complete the Graduation Application (available in SIS) for each degree and certificate they are completing by the semester deadline
• Complete all program requirements as specified in the Reynolds College Catalog, including curricular admission requirements. 
• Earn a minimum 2.000 GPA in the curriculum  
• Fulfill course and credit-hour requirements of the curriculum with at least 25 percent of credit semester hours acquired 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
• Complete all Reynolds courses by the last day of classes in their final semester 
• Resolve Incomplete (I) grades must in order for those classes to be used for graduation
• Resolve all financial obligations with Reynolds
• Return all library and college materials

Graduation Application Deadlines

• SEPTEMBER 30 for fall graduation
• FEBRUARY 15 for spring graduation
• JUNE 30 for summer graduation

The school dean for the curriculum must recommend the student for graduation, and the Registrar must certify completion of all graduation requirements. The college reserves the right to graduate students who have completed all requirements for a career studies certificate, certificate, and/or associate degree but have not applied for graduation.  

Curricular students are those enrolled in an academic program. 

Students who file for, but do not graduate, must submit another graduation application for a subsequent term.

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Graduation 

Reynolds has one formal ceremony each year, after the spring semester, for students completing credentials throughout the academic year. Commencement participation is limited to students who have either completed all graduation requirements; or are within two courses (seven credit hours) of the total required for graduation.

Early Commencement Participation for Summer Graduates

Students who meet the requirements must successfully apply for early participation in the commencement. Once permission is granted, the student will not be eligible to participate in any other future commencement, and will receive their credential only after all degree requirements have been satisfied. The student will submit both the Early Participation in Commencement Request and the Application for Graduation for the summer semester by February 15.

Contact the Graduation Office, 804-523-5030, for more information.

► SIS pathway: SIS > Academic Records>Apply for Graduation

► More at Reynolds.edu: Graduation

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Graduation Honors

Students who have fulfilled requirements for an AA, AS, AAA, AAS degree or a certificate program are eligible for graduation honors based on their cumulative GPA: 

• 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

Career studies certificates do not qualify for graduation honors.

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Family Educational Rights and Privacy Act (FERPA)

FERPA offers students certain rights with respect of their education records. These are the rights 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, Room 207. The request must identify the record(s) the student wishes to inspect. Staff will make arrangements for access and notify the student of the time and place where the records may be inspected.  
• Request amendment of the student’s education records that the student believes to be inaccurate or misleading. Students may ask Reynolds to amend a record that they believe is inaccurate or misleading. They 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, Reynolds will notify the student of the decision and advise the student 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. 
• 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 the Virginia Community College System (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 Community College 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 (SGA) tasks
• A school official with a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility

Students have the right to file complaint with the U.S. Department of Education concerning alleged failures by Reynolds to comply with the requirements of FERPA: 

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 not to publish a student directory. However, 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 do this, the student must provide written notification to the Office of the Registrar, registrar@reynolds.edu, 804-523-5030.

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Student Policies

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Academic Resources

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Campus Resources

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Financial Aid Resources