Policy:  To maintain enrollment in each class, the student must attend the first
class meeting and 100% of the first week's class and lab meetings.  If the
student does not do so, s/he may be administratively withdrawn from that
class by the instructor.  If this results in a tuition refund, the refund will be
processed within three weeks.

              (For classes that are of less than eight weeks duration, attendance at the
first class only is required to avoid administrative withdrawal.)

              If the student is unable physically to attend the class during the first week,
s/he must make personal contact with the instructor prior to the class
meeting to avoid administrative withdrawal.

              If a student is administratively withdrawn but wishes to re-enroll, s/he
may do so if there is room in the class.

Q:  What is administrative withdrawal?

A:  Administrative withdrawal is canceling a student's registration because s/he
did not attend the first class meeting and 100% of the first week's classes.

Q:  Why is administrative withdrawal important?

A:  It will help you have an accurate record of who is in your class; it allows wait
list students into your class; it helps us comply with federal financial aid
regulations (COCC distributes student financial aid based on the number of
credit a student is enrolled in on the second Friday of the term.  If your class
rosters are accurate, the student’s registration record is accurate and financial
aid will be disbursed appropriately).

Q:  How do I administratively withdraw a student?

A:  You will receive class rosters and waiting lists, if any, the first day of class.  For
any student not in attendance (a "no-show") at the first class, draw a line
through the student's name, initial next to it, and return the roster to Records
by 4:30 on Tuesday.  Or, you may FAX it to 383-7506 or send by E-mail to
welcome@cocc.edu.  Campus mail may delay the process.

      Repeat this process with the roster you receive on Wednesday of the first week,
and return that roster to us by Friday at 4:30.  Please do not use campus mail.

      After removing the no-shows from your roster, you may sign add/drop forms
for people on the waiting list to replace the no-shows.  Please be sure to stress
that waiting list students must bring the add/drop form to Records within 48 hours
to be enrolled in the class.

Q:  Should I take roll at the beginning of the first class?

A:  Consensus seems to be that it is best to take roll toward the end of the class in
order to maximize the chance of an accurate assessment of who is truly attending.

Q:  Should I administratively withdraw a student even if my class is not full?

A:  YES!  If you do not administratively withdraw a student, and the student does
not drop the class, the student will receive a bill and possibly a grade.

Q:  Should I return the roster even if I do not administratively withdraw anyone?

A:  YES!  Write “all here” on the roster and drop it in campus mail to us.  This will
help us better track who has submitted rosters, as well as resolve a student
dispute later.

Q:  How do I know if a student was administratively withdrawn?

A:  The next roster printed will indicate in the status column the notation
"adm w/draw (AW)."  This indicates that student was administratively withdrawn
and is no longer registered in the class.  Subsequent rosters will not list the
withdrawn student.

Q:  What if a student shows up at the 2nd class meeting and I have already
administratively withdrawn him/her?

A:  If you still have room in the class, you may sign an add/drop form for the student
and tell him/her to go to Boyle Education Center to re-register.  On the other
hand, if the class is full, it is your discretion if you want to expand class size
to accommodate this student.

Q:  If the student comes to the first class, but not the rest of the week, do I
administratively withdraw that student?

A:  Yes.  The student must attend all of the first week's classes.

      The roster you receive on Wednesday of the first week should be used to process
the second round of administrative withdrawals.  These rosters are due in Records
by 4:30 on Friday of the first week of classes.

Q:  If a student knows in advance s/he will miss one or more class meetings
during the first week, how can s/he prevent being administratively
withdrawn?

A:  The student is responsible for contacting the instructor in advance if s/he cannot
attend the first and/or subsequent class meetings during the first week.  If the
student makes satisfactory arrangements with the instructor, s/he should not be
administratively withdrawn.

Q:  What is the attendance policy for classes that are of less than 8 weeks
duration?

A:  The student is required to attend the first class, or s/he will be administratively
withdrawn.   The attendance pattern after that is not subject to the attendance
policy.

WAIT LISTS

If a class fills, a wait list is automatically started.  At the start of each term, you
will receive a class roster and a wait list roster.  If you have a seat available due
to a registered student not showing up to class, or if you wish to add a few extra
students to your class, you must take people from wait list roster in the order listed,
assuming the wait list student is present.

To give permission for a student to add your class from the wait list, you can either
 ive the student approval online (see “Banner Cheat Sheet”) or sign a registration form. 
The student must bring this form to the registration area within two days of receiving
your signature.  Students WILL NOT be added to your class if you write their names
on the bottom of your administrative withdrawal roster.  The student is not charged
for the class until they are actually registered in the course.

DROP and REFUND DEADLINES

Second Friday of Term -100% refund for full term class Tuition deadline

Third Monday of Term -$30 late registration fee begins -- $30 late tuition payment fee
begins (continues once a week, up to $90)

Friday of Seventh Week of Term -Last day to drop classes and change to/from
audit/credit--Grade will not appear on student transcript--No refund

Wednesday Before Finals Week -Last day to drop full term classes --Requires instructor
approval/signature -- Student will receive a “W” on transcript

Note:  Short-term classes have prorated drop and refund deadlines.  See Class Schedule
for details.

CONCURRENT STUDENTS

High school students:   COCC permits high school students to take up to eleven
credits per term.  Know that these students are treated as if they are a full-time college
students and are expected to follow all policies and procedures as other students.

Middle school students:  Middle school students are also permitted to take up to two
classes per term at COCC, with instructor approval. Know that it is the instructor’s discretion
to determine if the student is academically prepared for the course and if s/he can manage
the course content and requirements.  If the instructor agrees that the student can
academically and personally manage the course, then the instructor signs the Concurrent
Enrollment form and the student’s registration form.

Field Trip Permission:  If you are taking students under the age of 18 on a field trip, you must
have a field trip permission form signed by the student’s parent or guardian.  See attached
forms for a sample.

STUDENT PETITIONS

Students can—and will—petition almost every registration/payment policy at COCC: 
requesting a refund after the drop deadline; requesting to add a class without the late
registration fee; waiving the late payment fee; etc.  First and foremost, do not be offended if
we call you for further details!  Oftentimes, instructors offer information different from what the
student shares.  Second, if you ever have any questions about any of our registration
policies or deadlines, do not hesitate to refer the student or contact us directly.  The more
accurate the information, the fewer petitions we have.  Finally, PLEASE submit your
administratively withdrawal roster, as this will greatly alleviate the number of student
petitions.  Student petitions are available in Enrollment Services - Admissions and Records.

Contact Aimee Metcalf, Assistant Director of Admissions and Records, at 383-7214
for petition questions.

MID-TERM GRADES

On the Monday of the fifth week of the term, you will receive a mid-term grade roster. 
If a student is in danger of receiving a failing grade (“D” or “F”), you have two choices:

• Issue a “D” or “F” to the student
• Issue a “W” to the student.

You can do so online or by writing the grade on the mid-term roster and submitting
the roster to Enrollment Services – Records.  Either option must be complete by
Monday of the sixth week.  We will then notify the student of their status.  By doing
so, you give the student an opportunity to drop the course within the first seven weeks
of the term and not have a poor grade affect their academic record and GPA.

Important note:  If you do not submit a “W” grade at mid-term, you cannot
submit a “W” grade on the final grade report.

FINAL GRADES

You will receive a final grade roster on Monday of finals week.  Grades may be entered
online only, no later than the Tuesday after finals week by 4:30 pm. 

Notes:

If you issued a “W” at mid-term, you can issue a “W” as a final grade.  If you did not
issue a “W” at mid-term, you CANNOT issue a “W” as a final grade.

If a student chose to audit a class an “AU” will appear next to the student’s name. 
You cannot issue a letter grade in place of the “AU”.

A “Y” grade can be used when the instructor has not basis for a grade and no basis
for other administrative action.  Make sure to clarify your department’s policy on “Y”
grades, as some departments do not allow this option.

An “I” (incomplete) grade is used if the student has a reasonable amount of coursework
to complete.  An “I” grade should be issued only when you and the student have
agreed upon a timeline to complete this work—no longer than one calendar year—doing
so without having to re-enroll in the class.