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Policies at Centralia College

Chapter 4 STUDENT POLICIES

4.005 ACADEMIC STANDARDS

POLICY:
Students must earn a cumulative grade point average (GPA) of 2.0 or above to be in good academic standing. If a student does not receive a cumulative GPA of 2.0 or above then the college will place the student on warning, probation, or suspension, or conditional probation. The category depends upon how many times the student's GPA falls below 2.0. If the student raises their cumulative GPA to 2.0 or above then the college will remove any warning, probation, or suspension status. The college reserves the right to place enrollment conditions on students anytime their cumulative GPA falls below a 2.0.

PROCEDURE:
Warning - The first quarter the student's cumulative GPA falls below 2.0, the college will place the student on Academic Warning. There is no appeal.

Probation - The second quarter that a student's cumulative GPA falls below 2.0, the college will place the student on Academic Probation. This is the final warning prior to suspension. There is no appeal.

One-quarter Suspension - The third quarter a student's cumulative GPA remains below 2.0, the college will suspend the student for one quarter. During the suspension, the student may not register for any course, and may not participate in events or activities reserved for students. The student has the right to appeal the suspension.The third quarter a student's cumulative GPA remains below 2.0, the college will suspend the student for one quarter. During the suspension, the student may not register for any course, and may not participate in events or activities reserved for students. The student has the right to appeal the suspension.

Conditional Probation - Suspended students who return from one-term or one-year suspension or were granted an appeal will be placed on conditional probation status. Students on conditional probation status must increase their cumulative GPA to above 2.0 or meet the conditions outlined in their approved appeal. The college will remove all warning, probation, suspension or conditional probation status from students increasing their cumulative GPA to above 2.0. Students who meet the conditions of the appeal but do not raise their cumulative GPA to above a 2.0 will remain on conditional probation status. Students who fail to increase their cumulative GPA to above 2.0 or fail to meet the conditions of their appeal will be suspended for one year. During the suspension, the student may not register for any course, and may not participate in events or activities reserved for students.

Appeals - Suspended students can submit an appeal to the Vice President of Student Services as long as they have not filed any previous appeals or have received above a 2.0 GPA in every course. In an approved appeal, the student must show proof of circumstances over which the student had no control and/or show proof of making measurable and substantial progress toward raising their GPA. The Vice President reviews appeals on a case-by-case basis. The Vice President may take the following actions on an appeal:

  • Grant the appeal and move the student to conditional probation status
  • Grant the appeal under certain conditions and move the student to conditional probation status
  • Deny the appeal
The decision of the Vice President is final.

[Reviewed and Revised: Dr. Robert Frost, President, 6/4/2015]
[Reviewed and Revised: Institutional Effectiveness & Dr. Bob Mohrbacher, President, 5/3/2017]

4.010 ACCOMMODATING STUDENTS WITH DISABILITIES

POLICY:
Centralia College complies with Section 504 of the Rehabilitation Act of 1973, the American with Disabilities Act of 1990 and amendments, and all other applicable state and federal regulations that prohibit discrimination on the basis of disability.

PROCEDURE:
If you have a disability and wish assistance, contact the Disability Services Office as soon as possible preferably at least six weeks before the start of the quarter. We determine accommodations on an individual case by case basis. We ask for current documentation of your disability (usually not older than three years for most disabilities) by a qualified professional. For accommodations for special events or activities, request accommodations early enough for us to review documentation and arrange for accommodations.

[Reviewed: Dr. Robert Frost, President, 10/8/2015]

4.012 INSTRUCTIONAL MATERIALS FOR STUDENTS WITH DISABILITIES

INTRODUCTION:
This policy and its associated procedures are adopted by Centralia College in accordance with the provisions of subsections (9) (a) through (9) (e) of Substitute Senate Bill 6501, Chapter 46, Laws of 2004, Disabled Students - Instructional Materials. The purpose of this law is to require any individual, firm, partnership, or corporation that publishes instructional materials for students attending Centralia College, to provide those materials in a mutually agreed upon electronic format for use by our students who have a print access disability.

POLICY:
It is the policy of Centralia College to adhere to the provisions of Substitute Senate Bill 6501, Chapter 46, Laws of 2004, Disabled Students - Instructional Materials.

PROCEDURES:
Faculty Member's Responsibility: As per the law, "the instructor of the course, in consultation with the (director of special services), shall determine which materials are required or essential to student success". Centralia College interprets this to mean that any instructional material, textual or non-textual, that is fundamental to the student's better learning the course material and/or enhancing the chances of the student to pass the course or earn a better grade in the course, may be deemed by the instructor, "essential to student success", and thus qualify under the law as material a publisher must provide in electronic format.

Student's Responsibility:

  1. The student, in a timely manner, must provide sufficient professional documentation to the Office of Special Services that warrants a request for instructional materials in an alternate format.
  2. The student must certify in writing and provide proof to the Office of Special Services proof that she or he has purchased the instructional materials.
  3. The student must certify in writing to the Office of Special Services that she or he:
    • is using the instructional material in connection for a course in which she or he is enrolled
    • is using the instructional materials solely for her or his own educational purposes
    • will not copy or duplicate the instructional materials provided in specialized or alternate format for use by others
  1. The director shall process the documentation and request for instructional materials in an alternate format according to the standards of the DSS profession and the provisions and requirements of Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act of 1990 and the pertinent sections of Chapter 28B.10 RCW. The director shall respond in a timely manner.
  2. The director will determine the availability of technology for the conversion of textual and non-textual instructional materials including the conversion of mathematics and science materials. This information shall inform the director's request to publishers and manufacturers. If the publisher or manufacture is unable to provide the requested format, the default format expected by the college as prescribed by law is a verified and valid HTML format that preserves as much of the structural integrity of the instructional materials as possible.
  3. The director shall make a written request to the individual, firm, partnership, or corporation that publishes or manufactures the requested instruction materials. The written requests shall:
    • indicate which materials are requested and in which preferred format
    • certify that the student has a print access disability that substantially prevents the student from using standard instructional materials
    • certify that either the college or the student has purchased the instructional material for use by the student
    • certify that the instructional material is for use by the student in connection with a course in which the student is registered
    • if requested by the publisher or manufacturer, provide a copy of the signed certification of the student as required in subsections 2 and 3 of the Student's Responsibility
    • sign the certification on behalf of the college
  4. The director will ensure that instructional material in alternate format is protected from copying and shall take reasonable precautions to prevent students from copying or otherwise distributing specialized format version of the instructional materials that would violate the Copyright Revisions Act of 1976, as amended (17 U.S.C. Sec 101 et seq.).

Director of Special Services Responsibility:
[Approved: James M. Walton, President, 12/01/2004]

4.015 ADDING CLASSES

POLICY:
We do not allow students to add classes after the first 10 days of the quarter (eighth day of summer) except in continuous enrollment classes.

PROCEDURE:
Students may add classes by obtaining an "Add-Drop" form from the Office of Admissions and Records. To add classes that are filled, the student must obtain the instructor's signature. To add any class after the second day, whether it is filled or not, the student must obtain the instructor's signature. Students must take the form to the Office of Admissions and Records for processing.

[Approved: James M. Walton, President, 6/1/2011]
[Effective: Summer quarter, 2011]

4.020 GENERAL ADMISSION TO COLLEGE AND ENROLLMENT IN COURSES

POLICY:
In accordance with WAC 131-12-010, any applicant for admission to Centralia College shall be admitted when, as determined by the President or his or her designee, such applicant is:

  1. competent to profit from the curricular offerings of the college; and,
  2. would not, by his or her conduct, create a disruptive atmosphere within the college inconsistent with the purposes of the institution and
  3. is eighteen years of age or older; or
  4. is a high school graduate, or the equivalent; or
  5. has qualified for admission under the provisions of the Running Start program or has been released by the high school.

Exceptions may be made by the Vice President for Student Services or designee.

[Revised and Reviewed: Dr. Robert Frost, President, 4/13/2015]

4.025 ADVANCED PLACEMENT


POLICY:

On a case by case basis, students may receive advanced placement. Advanced placement allows enrollment in an advanced class without having to take the course normally preceding it.

PROCEDURE:

Determinations for advanced placement are based on prior experience, skills or knowledge required to complete the course being waived. The instructor must sign the Registration form to waive a course prerequisite. Also see 4.125, Non-traditional Credit.

[Revised and Reviewed: Dr. Robert Frost, President, 3/23/2015]

4.030 ASSESSMENT TEST PROGRAM

The college operates an assessment program to assist in initial course placement of new students.

POLICY:
Priority registration students are to submit ASSET or COMPASS test scores as part of their application process.

PROCEDURE:
Additional information about the assessment program, including conditions for waivers, is available from the Counseling/Career Center or the Admissions and Records Office.

4.035 ASSOCIATED STUDENTS OF CENTRALIA COLLEGE


POLICY:

All currently enrolled students who pay service and activities fees are members of the official student organization of Associated Students of Centralia College (ASCC). The ASCC is recognized by the college and the board of trustees as the official student organization representing students at Centralia College. The director of student life and involvement has administrative responsibility for the associated student's organization.

PRACTICE:

The ASCC Student Government is the governing body of the Associated Students and operates within the guidelines of its constitution and by-laws. Students have the opportunity to participate in the Student Government or its various committees. Students appointed by the ASCC Student Government also serve on a number of college-wide committees and councils. The primary purpose or goal of the ASCC Student Government is to participate in the college's decision and governing processes. Information concerning student elections and appointments to the Student Government and its committees can be obtained from the Student Life and Involvement Center.

[Revised and Reviewed: Dr. Robert Frost, President, 3/9/2015]

4.040 ATHLETICS (INTERCOLLEGIATE)

CAMPUS CONTACT: VP or Student Services
POLICY:

Centralia College may offer intercollegiate athletic programs to (a) enhance individual student development, (b) build a sense of identity with the college, (c) strengthen the bond between the college and the communities, and (d) foster cooperation and competition.

The introduction of new athletic programs or the significant expansion of existing athletic programs shall be approved by the president. Proposals for new or expanded programs shall include sources of and amounts of funding required and proposed expenditures.

The vice president of student services has the responsibility for the administration of the college athletic program. Under the direction of the president, two athletic commissioners are appointed by the vice president of student services to serve on the Northwest Athletic Conference (NWAC). The director of sports programs is responsible for the development, organization, administration, coordination and supervision of intercollegiate activities. Centralia College competes in a comprehensive package of men's and women's sports to ensure Title IX compliance.

[Revised and Reviewed: Dr. Robert Frost, President, 3/9/2015]

4.045 CLASSROOM AND OFFICE DISCIPLINE POLICY

POLICY:
Any student may enroll in a class on an audit status providing the instructor gives permission at the beginning of the quarter and there is available space.

PROCEDURE:
An auditing student attends classes regularly but does not take examinations or receive credit for the course. A grade of "N" will be granted signifying no credit. The regular credit hour fee is charged.

4.050 CHALLENGING COURSES/CREDIT BY EXAM


POLICY:

A student may challenge a course (or courses) and receive credit for the course(s).
PROCEDURE:

These are the two methods:

  1. The student may earn credit upon successful completion of an approved examination in certain subject areas.
    • No more than 45 credits may be earned by examination.
    • Any student interested in earning credit by this method should contact the Instruction Office.
  2. Centralia College students or potential students with CLEP scores at or above the 35th percentile should contact the Admissions and Records Office for a determination of credits to be awarded.

[Reviewed and Revised: Dr. Robert Frost, President, 3/23/2015]

4.055 CLASSROOM AND OFFICE DISCIPLINE POLICY

Campus Contact: Vice President, Student Services
POLICY AND PROCEDURE:

  1. The board of trustees acting in accordance with Washington State statute delegates to the President of the College authority to administer disciplinary action through the student code of conduct to maintain a civil and non-disruptive learning environment. Administration of the disciplinary procedure is the responsibility of the Vice President, Student Services "VPSS" serving as chief judicial affairs officer.
  2. The instructor is responsible for conduct in any course related activity or event and is authorized to take such steps as are necessary when behavior of the student disrupts course procedure. Instructors may remove a student for the single class session or activity in which such disruptive behavior occurs. When such behavior results in expulsion, the instructor must report the infraction in writing to the VPSS at the earliest opportunity. The student is automatically permitted to return to the next class session pending the outcome of any investigation or disciplinary hearings by the VPSS. Any such hearings will be conducted in the quickest possible time consistent with the procedural requirements established in this code.
  3. The person in charge of any College office, department, or facility is responsible for conduct in that office, department or facility and is authorized to take such steps as are necessary when behavior of the student disrupts the normal office procedure. The person in charge may remove a student for the single day in which such disruptive behavior occurs. When such behavior results in expulsion from an office, department, or facility, the person in charge must report the infraction in writing to the VPSS at the earliest opportunity. The student is automatically permitted to return the next day pending the outcome of any investigation or disciplinary hearings by the VPSS. Any such investigation and/or disciplinary hearing will be conducted in the quickest possible time consistent with the procedural requirements established in this code.


[Reviewed and Revised: Dr. Robert Frost, President, 10/29/2015]

4.060 COMPLAINTS/CONCERNS


See 1.060

4.065 COUNSELING SERVICES


Campus contact: Director of Counseling, Advising & Disability Services

POLICY:

The Counseling Center shall assist and support students in resolving short term issues of an educational, career and/or personal nature. Students with long term mental health needs will be referred to community providers for follow-up. (For employee counseling referrals, see Chapter 3.77)

[Review, Revised and Approved by Dr. James Walton, President, 5/24/2016]

4.070 COURSE SUBSTITUTION

Number: 4.070 Legal Authority:
Title: Course Substitution Implementation Date:
Contact: Reviewed:
Under Review 4-3-2019

See College Policy 4.110, Graduation Appeals

4.075 DROPPING CLASSES


POLICY:

Students may drop courses by obtaining an "Add-Drop" form from the Office of Admissions and Records, completing the form, and processing it through the Office of Admissions and Records in accordance with the Withdrawal Procedure in Section 4.220. Refund procedures are provided in the quarterly class schedule or the college catalog.

4.080 DRUG AND ALCOHOL ABUSE PREVENTION


See College Policy 1.105, Alcohol and Drug Policy

4.085 FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA)

Number: 4.085 Legal Authority: FERPA Act of 1974
Title: Family Educational Rights and Privacy Act (FERPA) Implementation Date: 8-21-1974
Contact: Enrollment Services, Registrar Revisions: 6-6-2018

The Family Educational Rights and Privacy Act (FERPA) of 1974 affords students certain rights with respect to their records. Students have the right to:

Inspect and review their education records. Students may contact Enrollment Services to request an inspection of their records. A request must be submitted in writing to the Registrar. Centralia College has 45 days from the receipt of the request to arrange for access.

Request an amendment of their education records. Students may submit a written request to the Registrar if they wish to have an amendment made to their education records. If Centralia College decides not to amend the student's record as requested, the student will be notified and advised of the student's right to a hearing regarding the request for an amendment.

Consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. Disclosure to school officials with legitimate educational interests does not require the student's consent. A school official is a person employed by Centralia College in an administrative, supervisory, academic or research, or support staff position; a person or company with whom Centralia College has contracted (such as an attorney, auditor, or collection agency); a person serving on the Board of Trustees; or a student serving on an official committee, or assisting another school official in performing his or her tasks. Volunteers and interns serving in any of these capacities are also considered school officials. A school official has a legitimate educational interest if the official needs to review an education record to fulfill his or her professional responsibility. Upon request, Centralia College may disclose education records without consent to officials of another school in which you are currently enrolled, receive services, or seek or intend to enroll.

Prevent disclosure of directory information. Centralia College routinely publishes and discloses directory information about students to various requestors. FERPA defines directory information as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed.
Directory information consists of:
  • name
  • address
  • field of study
  • weight and height of athletes
  • most recent previous college/university attended
  • official Centralia College photographs
  • participation in officially recognized activities and sports
  • dates of attendance
  • honor roll
  • degrees and awards (including names of scholarships)
  • Centralia College email address
  • enrollment status

Students who would like to block Centralia College from releasing their directory information must submit a request in writing by utilizing the Student Directory Restriction Request form provided by Enrollment Services.

If a restriction request is in place, Centralia College could be restricted from including the student's name in the commencement program or from providing verification of enrollment, graduation, or degrees awarded to third parties, including potential employers, insurance companies and sports recruiters. No directory information would be released to any person. Requests for confidentiality are permanent until removed in writing by the student.

File a complaint with the U.S. Department of Education concerning alleged failures by Centralia College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, SW
Washington, D.C. 20202-4605


4.090 FINANCIAL AID SERVICES


Centralia College shall provide financial aid services to eligible students in accordance with Federal and State regulations and guidelines. Financial aid includes federal, state and institutional funds.

[Reviewed, Revised and Approved: Dr. James Walton, President, 5/24/2016]

4.095 FINANCIAL OBLIGATIONS


POLICY:
If you owe the college money, pay it.
PROCEDURE:

If you don't pay, we may:

  1. Withdraw you from any unpaid classes
  2. Hold your transcripts
  3. Hold your grades
  4. Hold your diploma, certificate or degree
  5. Keep you from registering

4.100 GRADE FORGIVENESS


POLICY:

Individual courses with grades below 2.0 and that are at least two years old may be excluded from the computation of the cumulative grade point average at Centralia College. Improvement must be demonstrated.

PROCEDURE:

Petition using a Grade Forgiveness Request Form. Refer to the college catalog for details.

4.105 GRADE POINT AVERAGE


POLICY:

All students are expected to maintain a satisfactory grade point average (GPA) of 2.00 and complete the credits attempted.

4.110 GRADUATION APPEALS


POLICY:
The responsibility for transcript evaluation and degree granting rests with administration.
PROCEDURE:

Listed below are the steps to resolve concerns. See the person responsible for the "Initial Decision" first. If you have already received a decision from this person, you may appeal that decision to the person responsible for the "Final Decision". Appeals for a final decision must be in writing. A personal meeting may be scheduled at either person's option. "Final decisions" are final. There is no other level of internal appeal after a final decision has been rendered. "Consultation Resources" are resources for the initial and final decision makers as needed.

Subject of Appeal Initial Decision Final Decision Consultation Resource
I wish to challenge how my course from another college was transferred in. Credentials Evaluator Registrar Appropriate Dean
I wish to challenge what quarter/year plan the college used to evaluate credits towards my degree. Credentials Evaluator Registrar Appropriate Dean
I wish to waive a course or substitute a course for one required by my professional technical (ATA) degree or certificate. Dean of Instruction, Prof/Tech Vice President, Instruction Program Advisor
I wish to waive a course or substitute a course for one required by my transfer (AA, ALA, AS) degree. The substitution or waiver does not violate ICRC guidelines. Credentials Evaluator Registrar ICRC Guidelines
I wish to waive a course or substitute a course for one required by my transfer (AA, ALA, AS) degree. The substitution or waiver violates ICRC guidelines. Registrar Vice President, Instruction ICRC Guidelines
I wish to waive a course or substitute a course for one required by my general studies (AGS) degree. Credentials Evaluator Registrar N/A
I wish to waive a course or substitute a course for one required to receive Centralia College's High School Diploma. Coordinator, High School Program Associate Dean, Learning Resources OSPI Requirements
I wish to appeal a decision about graduation with honors. Registrar Vice President, Instruction N/A
I did the work to remove my "I" grade, but the teacher is no longer here. Who gives me my credit and files the grade change form? Appropriate Dean Vice President, Instruction Program Advisor; Course syllabus
The course(s) I need for my degree or certificate is (are) no longer offered. Who decides what courses shall substitute? Appropriate Dean Vice President, Instruction Program Advisor

4.112 GRADUATION APPLICATION


PROCEDURE:

It is the student's responsibility to apply for graduation by completing an Application for Graduation and submitting it to the Office of Admissions and Records. An appointment may be made with the credentials evaluator to review the evaluation so that any missing requirements may be clarified. When grades are received at the completion of the student's final quarter and added to the evaluation, approval for graduation will be granted, if all requirements are met.

The official Commencement Ceremony is conducted annually at the conclusion of Spring Quarter.
[Reviewed and Revised: Dr. Robert Frost, President, 3/23/2015]

4.114 STUDENTS - HOLIDAYS FOR REASONS OF FAITH AND CONSCIENCE

POLICY:
See, Chapter 2, Personnel Policies, Procedures, & Practices 2.415

PROCEDURE:

  1. Students must coordinate an absence with the Vice President of Student Services, or designee, at least two-weeks prior to the desired absence, unless the purpose of the absence was not known until later. All requests for authorized absences under this policy must be in writing and contain a concise explanation of how the requested holiday is related to a reason of faith or conscience or an organized activity conducted under the auspices of a religious denomination, church, or religions organization.
  2. All absences under this policy must be approved by the Vice President of Student Services, or designee, in advance of the absence. The college will not authorize an absence for a student after the absence occurs without compelling circumstances.
  3. The Vice President of Student Services, or designee, will provide the student with a document verifying the date of the approved absence and further instructions. In order to ensure that their absence does not negatively affect their grades, the student must comply with directions for notifying their instructors of their upcoming authorized absence. The student is solely responsible for ensuring the documentation authorizing the absence is provided to each of the instructors whose classes or assignments will be affected by the absence.
  4. A positive feasibility study leads to the development of curriculum with assistance of the ad hoc advisory committee. The curriculum then must be reviewed by the Instructional Council and approved by the Vice President, Instruction.
  5. After an instructor is notified by the student of an upcoming absence, the instructor will determine what adjustments, if any, will need to be made to the student's scheduled classwork or assignments. The instructor shall inform the student of these adjustments within two days of receiving the student's notification.
  6. If the student's desired absence date is on a day when a test was scheduled or an assignment was due, the instructor may require that the student take the test or submit the assignment before or after the regularly assigned date.
  7. Regardless of an instructor's class expectations or grading policies, absences authorized under this policy shall not adversely impact a student's grade.
  8. If a student fails to notify any of their instructors of an authorized absence (as directed by the Vice President of Student Services, or designee), the instructor is not obligated to make any accommodations for the student's absence or treat the absence as authorized under this policy or the law.

[Adopted: Dr. Robert Frost, President 11/5/14]

4.115 HONORS


POLICY:

Quarterly Honors - Applies to any student who completes 12 or more college level credits in a quarter.

HONORS QUARTERLY GPA AWARD
President's List 3.90 - 4.00 Name Published on President's List +Gold Seal Certificate
Vice President's List 3.75 - 3.89 Name Published on Vice President's List +Silver Seal Certificate
Dean's List 3.50 - 3.74 Name Published on Dean's List

Graduation Honors - Applies to any student earning a degree or certificate of proficiency who has completed 15 credit hours or more at Centralia College. Graduation honors for all Centralia College degrees will be calculated based on attempted Centralia College courses. Graduation ceremony honor medallions will be distributed based on Winter term final grades. Students who finish Spring term eligible for graduation honors can request honors and cords from Enrollment Services after Spring grades are final.
HONORS CUMULATIVE GPA AWARD
Graduation with Highest Honors 3.90 - 4.00 Noted in Commencement Program; Announced at Graduation; Gold cord + gold medallion
Graduation with High Honors 3.75 - 3.89 Noted in Commencement Program; Announced at Graduation; Gold cord
Graduation with Honors 3.50 - 3.74 Noted in Commencement Program; Announced at Graduation; Silver cord
[Reviewed and Approved: Dr. James Walton, President, 4/28/2016]

4.121 MILITARY CREDIT ACCEPTANCE POLICY


As required by RCW 28B.10.057, Centralia College will evaluate and grant credit hours for military education based on the recommendations from the American Council on Education's (ACE) Guide to the Evaluation of Educational Experiences in the Armed Services. This is in accordance with transfer credit policies at CC and the State Board of Community and Technical Colleges (SBCTC). Students are required to supply Enrollment Services with an official copy of their Joint Service Transcript (JST) as well as previous academic transcripts.

[Revised, Reviewed and Approved: Dr. James Walton, President, 4/28/2016]

4.122 MISSING STUDENTS

POLICY:

For students who reside in on-campus housing, college officials will notify the Centralia Police Department, the college coordinator of campus security and the emergency contact person or persons identified by the student in the event that student is known to them as being missing for more than 24 hours.
PROCEDURE:

  • A student living in on-campus housing is deemed missing, if it is reported or otherwise becomes known to college officials that the student has been unreachable via personal contact, telephone, e-mail or other means of electronic communication for 24 hours or more and that student has not notified the college of their absence.
  • College officials shall immediately report the missing student to the Centralia police and the coordinator of campus security.
  • For any student determined by the police to be missing, college officials shall notify the student's designated emergency contact as soon as possible, but no later than 24 hours after that determination. The student's custodial parent or guardian will also be notified by college officials, if that person is not the designated emergency contact and the student is under 18 years of age and not an emancipated individual.
  • Each student living in on-campus housing shall be notified of the requirements of this policy.
  • Each student living in on-campus housing shall register contact information with the housing officials; students under the age of 18 who are not emancipated shall provide housing officials with the contact information for a parent or guardian.
  • Students are encouraged to periodically review and update their emergency contact information with the housing officials.

[Approved: James M. Walton, President, 3/3/2010]
[Reviewed and Revised: Dr. Robert Frost, President 10/29/2015]

4.125 NON-TRADITIONAL CREDIT

POLICY:

In addition to taking classes from Centralia College or transferring credits from other colleges, there are other ways students may be able to apply credits towards their program. These are called non-traditional credits. Non-traditional credits are granted on a case-by-case basis consistent with non-traditional credit requirements established by NWCCU. Students receiving non-traditional credit must meet Centralia Colleges degree requirements. Centralia College will recognize four categories of Credit for Non-Traditional Learning, as follows:

  1. Credit by Testing - Commonly accepted higher education equivalency exams that are documented via a transcript or other official record.
  2. Prior Experiential Learning - Knowledge and skills acquired through experience alone, evaluated by faculty via evaluation of a compilation of work.
  3. Extra-Institutional Learning - Knowledge and skills acquired outside the institution and verified through third-party certifications, industry-recognized testing/training, or crosswalks. *Refer to Policy 4.121 for the Military Credit Acceptance Policy.
  4. Course Challenges - Challenge examinations are sufficiently comprehensive to determine that the student has the same knowledge and skills as those students who enroll in, and successfully complete, the course. A student should have previous training, private study, work experience, or other bona fide qualifications indicating the student has knowledge or abilities equivalent to course completers.

[Reviewed and Approved by: Dr. Bob Mohrbacher, President, 1/17/2017]

4.128 REFUND OF TUITION

Number: 4.128 Legal Authority: RCW 28B.15.605, RCW 28B.10.270
Title: Refund Policy Implementation Date:
Contact: VP Student Services Revisions: 8-26-2002, 6-6-2018
POLICY:

Refunds of tuition are issued in accordance with the following schedule:

  • 100% through the 5th day of the quarter
  • 50% from the 6th day through the 10th day of the quarter
  • 40% from the 11th day through the 15th day of the quarter
  • No refunds after the 15th day

This schedule applies to fall, winter and spring quarters and is prorated from summer quarter.

Exceptions:

Requests for students to have all or part of their tuition and fees refunded, to the original funder, and/or a withdrawal may be considered due to any of the following reasons:
  • Medical reasons in accordance with the RCW.
  • Military service members called to service in accordance with the RCW.
  • Extreme hardships at the discretion and approval of the Director of Enrollment Services or designee.

4.130 REGISTRATION


Number: 4.130 Legal Authority: RCW 28B.15.624, RCW 28B.10.912
Title: Registration Implementation Date: 12-17-2002
Contact: Director, Enrollment Services Revisions: 2-6-2019

Registration is the process of officially enrolling in classes. Only officially registered students may attend class.
Students can register based upon the following order of their registration status:
  • Early
  • Priority
  • Open
Early Registration:
Centralia College provides Early Registration, which takes place before Priority Registration, to student veterans, spouses/dependents using VA educational benefits or the state veteran waiver and some students with specific disabilities.

Priority Registration:
Students with priority enrollment status are given priority in selecting their classes, after students with Early Registration status, for the next quarter. Appointment times for registration are created according to total Centralia College cumulative credits earned.

To gain priority status, a student needs to:
  • Apply for admission,
  • Intend on earning a certificate of degree,
  • Complete placement requirement(s),
  • Complete the orientation (if required), and,
  • Meet with an entry advisor.
Students that have completed the process will be assigned a faculty advisor and changed to priority status.

Having earned at least 90 credits, students accepted into any Bachelors of Applied Sciences program(s) will receive a registration time before students working toward an associate degree/certificate.

Centralia College has the authority to determine additional populations that can be moved to an earlier registration time, regardless of credits earned.

Open Registration:
The period of registration in which drop-in students register is called open registration. Students interested in taking classes, workshops, non-degree programs, or learning assistance programs for personal enrichment can register during open registration. Drop-in students register after early and priority registration. Drop-in students can register for remaining classes on a first-come, first-served, space-available basis.

4.131 WAITLIST


Number: 4.131 Legal Authority:
Title: Waitlist Policy Implementation Date: 6-6-2018
Contact: VP Student Services Revisions:

The Instruction Office will determine the classes for which waitlists will be enabled. The "Waitlist Active" period begins at the opening of registration and ends at the close of business on the next to the last business day before the start of the quarter.

During the "Waitlist Active" period, the college will automatically register students, if there are no holds or obligations, from a class specific waitlist into that class if it has open seats.

After the "Waitlist Active" period through the end of the second day of the quarter, students can register for any open seats in any class.

From the third day of the quarter until registration closes, faculty can authorize a student to enroll into their class by signature or email.

If a student is enrolled into a class from the waitlist, the college will notify the student using the official college-provided email or other method determined by the college.

In this process, students are responsible for the following:
  • Checking their email
  • Monitoring their class schedule
  • Taking any actions necessary to remove themselves from unwanted classes
  • Arranging payment for additional tuition and fees that may result from schedule changes

4.135 REPEATING COURSES

POLICY:

A student who desires to repeat a course may do so, however, credit will only be received once.

PROCEDURE:
If the student wants a higher grade in a repeated class to count in the GPA, the student may petition the Office of Admissions and Records to count only the higher grade in the GPA. Both grades, however, will remain on the permanent record. Veteran students receiving passing grades may not repeat the same course for Veterans Administration benefits.

4.140 S & A FINANCIAL CODE

Copies of the Financial Code are available from the Director of Student Programs.

4.150 STUDENT EMPLOYMENT

PRACTICE:

The Student Job Center helps students find work on or off campus.

PROCEDURE:
If a staff member is interested in requesting an on-campus student employee they may contact the Student Job Center for a request form. Please note that one of the goals of student employment is to provide a learning environment to students with limited or no work experience.

4.155 STUDENT IDENTIFICATION NUMBER

POLICY:

Students are assigned a student identification number (SID) that is not their Social Security Number. We use this SID number as the primary identifier for college records. If a student has transferred from another Washington State community or technical college, that number may be transferred. SID numbers are not released outside the community college system without a student's consent or as allowed by FERPA (Family Educational Rights and Privacy Act).

Reviewed and Approved: Dr. James Walton, President, 4/28/2016]

4.160 STUDENT PUBLICATIONS

Campus Contact: Vice President, Student Services
POLICY:

Campus contact: Vice President, Student Services
Centralia College does not practice prior restraint and recognizes and affirms the editorial independence and press freedom of all student-edited campus media. Student editors have the authority to make all content decisions and consequently they bear the responsibility for the decisions they make.

Our student media are designated public forums and free from censorship and advance approval of content. Student-edited media are free to develop editorial policies and news coverage with the understanding that students and student organizations speak only for themselves. Administrators, faculty members, staff members, or other agents shall not consider the student media's content when making decisions regarding the media's funding.
Approved: Dr. James Walton, President, 11/13/2007]

4.165 STUDENT RIGHT-TO-KNOW ACT

The Student Right-to-Know Act requires schools to disclose information about graduation rates to current and prospective students and the public. Schools participating in any SFA Program must disclose completion or graduation rates, and transfer-out rates for the general student body. In addition, the regulations also require schools that participate in a SFA Program and offer athletically related student aid to provide information on completion rates, transfer-out rates and other consumer information to potential student-athletes, their parents, high school coaches, and guidance counselors.
POLICY:
Centralia College shall comply with the provisions of this act.

4.170 STUDENT RIGHTS AND RESPONSIBILITIES CODE


Campus Contact: Vice President, Student Services

POLICY AND PROCEDURE:

Centralia College has a Student Rights and Responsibilities Code. It is WAC 132L-120. This code describes the student discipline system. Copies of the code are on our web page. Copies are also available in the Student Programs Office and the Office of the Vice President, Student Services. This is a summary of that code.

This summary of the Student Rights and Responsibilities Code is provided to highlight essential points in the code. It is not a complete summary and does not replace the actual code. You should refer to the code itself for a complete understanding of its content.

  1. Centralia College has this code to help fulfill its mission. See WAC 132L-120-010.
  2. If you violate this code, Centralia College can discipline you. See WAC 132L-120-010.
  3. Some words in the code have technical or special meanings. These are defined. See WAC 132L-120-15.
  4. You are accountable for your behavior both on and off campus. See WAC 132L-120-030.
  5. You have constitutional rights. See WAC 132L-120-040.
  6. You have these freedoms: access, association, press, speech, assembly, due process and other rights. You are also protected from unlawful discrimination, sexual harassment, and unreasonable search. See WAC 132L-120-070.
  7. You should take an active role in your learning, obey the law, and follow College rules. See WAC 132L-120-080.
  8. Do not hurt, intimidate or bother people. See WAC 132L-120-080.
  9. Be honest and tell the truth. See WAC 132L-120-080.
  10. Do not cheat. See WAC 132L-120-080.
  11. Do not steal or cause damage to other people's property. See WAC 132L-120-080.
  12. Do not go where you are not supposed to. See WAC 132L-120-080.
  13. Do not abuse computers, telephones or other electronic equipment; do not use them to break the law or to bother people. See WAC 132L-120-080.
  14. The use of tobacco, alcohol, and drugs is strictly controlled. See WAC 132L-120-080.
  15. Hazing is prohibited. See WAC 132L-120-080.
  16. If you disrupt the classroom, the faculty member may remove you for that day. The same thing could happen if you disrupt an office. You can also be disciplined further. See WAC 132L-120-090.
  17. If you violate the code, you can receive anything from a warning to dismissal. You can also be fined or have other restrictions placed on you. See WAC 132L-120-100.
  18. If you are a threat to people, you will be suspended immediately. You would get a hearing later. See WAC 132L-120-110.
  19. If you are accused of violating this code, you will be summoned to an initial hearing. See WAC 132L-120-120.
  20. You can appeal decisions to the judicial board, then to the President. See WAC 132L-120-140.
  21. There are rules about how the judicial board conducts its process and handles records. You can have an attorney represent you. See WAC 132L-120-150.
  22. There are rules about how the judicial board considers evidence. The College has to prove its case by a preponderance of evidence. See WAC 132L-120-160.
  23. There are rules about what the judicial board can do, and how it communicates its results. See WAC 132L-120-170.
  24. There are rules about how and when to appeal to the President. See WAC 132L-120-180 to 190.
  25. There are rules about how this code is changed. WAC 132L-120-200 to 220.

Reference: College Policy 1.360 Travel Regulations
[Approved: James M. Walton, President, 5/4/11] [Reviewed and Revised: Dr. Robert Frost, President, 3/9/2015]

4.172 STUDENT TRAVEL

INTRODUCTION:

This policy applies whenever any employee or designated agent of the college supervises participants as part of any college sponsored trip or travel. These participants may be Centralia College students, other college students, K-12 students, or other people for whom Centralia College assumes responsibility and charge.

POLICY:

College employees, agents, and participants are responsible for obeying all applicable laws and regulations, including the laws and regulations of the places to which they travel. The Office of Financial Management regulations specify the procedures and conditions for travel payment and reimbursement.

PROCEDURES:

Instruction and Student Services shall have in place written procedures and related forms that make explicit the specific behavioral expectancies of those employees, agents, and participants while on travel status. At a minimum, those procedures shall include:

  • Rules about the use of alcohol, drugs, and medicine
  • Behavioral guidelines and conditions that specify when a person can be returned home and at whose expense
  • The steps and timelines for people with disabilities to request reasonable accommodations
These procedures shall be approved by the college president upon recommendation from the Executive Management Team.
  • The procedures and forms for any participant travel within the United States that is not part of a course offered by Centralia College are available from the Student Life and Involvement Center.
  • The procedures and forms for any participant travel within the United States that is part of a course offered by Centralia College are available from the Office of Instruction.
  • The procedures and forms for any participant travel outside the United States that is not part of a course offered by Centralia College are available from the Student Life and Involvement Center.
  • The procedures and forms for any participant travel outside the United States that is part of a course offered by Centralia College are available from the Office of Instruction.
  • Additional procedures and forms for participants traveling under the college's TRiO Talent Search or Upward Bound programs are available from the TRiO Programs Office.
  • Additional procedures and forms for international students traveling outside the United States are available from the Office of International Student Programs.
Reference: College Policy 1.360 Travel Regulations

[Approved: James M. Walton, President, 5/4/11]
[Reviewed and Revised: Dr. Robert Frost, President, 3/9/2015]

4.175 TUITION AND FEE WAIVERS

POLICY:
This table describes our policy. The Admissions and Records Office has the related procedures.
This summary of the Student Rights and Responsibilities Code is provided to highlight essential points in the code. It is not a complete summary and does not replace the actual code. You should refer to the code itself for a complete understanding of its content.

Small Business Management WAC 131-28-026(3) Y MAY waive part or all of tuition; any fee collected = operating fee Y $21 per credit
First Aid WAC 131-28-026(3) Y MAY waive part or all of tuition; any fee collected = operating fee Y $8 per credit
Journeyperson WAC 131-28-026(3) MAY waive part or all of tuition; any fee collected = operating fee Y $40.40 per credit
Retirement WAC 131-28-026(3) Y MAY waive part or all of tuition; any fee collected = operating fee Y SNRC $13 per credit

OTHER WAIVERS
Concurrent Enrollment WAC 131-12-041 Y MAY charge student no more tuition than if enrolled at a single college; requires agreement between the colleges Y
Over 18 Credit Exemption for Vocational Students - Non-Resident RCW 28B.15.100(3) Y MAY waive part or all of operating fee for credits in excess of 18 Y All
Over 18 Credit Exemption for Vocational Students - Resident RCW 28B.15.100(3) MAY waive part or all of operating fee for credits in excess of 18 Y All

Policy data updated 3/26/2009

4.180 VETERANS' EDUCATIONAL SERVICES


Number: 4.180 Legal Authority:
Title: Veterans' Educational Services Implementation Date: 6-6-2018
Contact: Enrollment Services, School Certifying Official Revisions: 10-3-2018

Centralia College allows early registration, as defined by state and federal law, to eligible veterans (with qualifying DD214), National Guard members, and spouses/dependents who are receiving benefits. Centralia College is approved to offer VA Educational Benefits and Tuition Assistance (TA). All veterans or dependents of veterans seeking veteran's assistance to attend College should be referred to Enrollment Services.

4.185 WITHDRAWAL FROM CLASSES

Campus Contact: Vice President, Student Services
POLICY:

Faculty will notify Enrollment Services of all students who do not attend class or secure approval for their absence: this notification will take place after the end of the second class session, but before noon of the sixth business day from the start of the term. Enrollment Services will then drop such students from those classes.

[Reviewed and Approved: Dr. Robert Frost, President, 12/7/2015] [Effective: Summer Quarter 2016]