Academic Services and Procedures

Academic Regulations

Johnston Community College exists to provide for the fullest possible development of each person who enters its open door to learn. The policies, programs of study, and regulations of the College are directed toward this objective.

The College expects each student to make significant academic progress toward his or her chosen educational goal and is committed to making this objective possible for all students. At the end of each semester, final course grades are issued, and an assessment is made of the student’s academic progress. Satisfactory progress is defined in this section of the catalog under the heading Academic Progress.

Semester System

The College operates on the semester system. Fall and spring semesters are typically 16 weeks in length. Summer may be a shorter session (typically an 8-week session).

Classes normally meet 50 minutes per instructional hour with a 10-minute break between classes. The number of times per week that a class meets is determined by the number of semester hours credit prescribed in the curriculum and is indicated in the semester class schedule.

Semester hours of credit are awarded as follows: one semester hour of credit for each hour per week of class lecture, one semester hour of credit for each two or three hours per week of laboratory work or clinical experience, manipulative laboratory training, or shop practice.

Registration

Students pursuing degree, diploma, and certificate programs typically register and are enrolled at the beginning of a semester. Students wishing to take fast track courses in selected programs that are scheduled to start after the beginning of a semester may register and be enrolled for those courses prior to the starting date. Generally, students begin their program of study in the fall semester. However, entrance at the beginning of other semesters is possible when the curriculum and class schedule permit.

Students may register for certain courses to be taken in the evening hours on a modified basis, as provided for in curriculum outlines and course descriptions.

All students are expected to register during the time scheduled for that purpose. Semester registration dates are published in the academic calendar and announced prior to each semester.

Entering curriculum students must be accepted for admission by the director of admissions and student engagement before beginning the registration process. Each student is assigned an advisor or assigned to the Student Success Center (SSC), who assists the student in planning a program of study. The advisor or SSC must approve the student’s proposed class schedule each semester prior to registration.

Continuing Education Registration

Information regarding registration for continuing education courses may be found in the Continuing Education section of the catalog.

Course Load and Classification

Each student is responsible for being familiar with the requirements of the program of study that the student is pursuing and for keeping account of progress toward completion of graduation requirements.

Class schedules and course loads should be carefully planned by the student in consultation with the faculty advisor. The student is expected to be familiar with all regulations set forth in the catalog.

A full-time curriculum student is one who is carrying a minimum course load of 12 semester hours in a degree, diploma, or certificate program. The normal load for typical full-time students generally varies between 15 and 21 semester hours. A part-time student is one who is carrying a course load of less than 12 hours.

A student who desires to register for course work in excess of 21 credit hours (excluding fast track courses), must present a Request for Approval to take Course Overload to the faculty advisor and secure the approval of the vice president of instruction.

Students who have completed 31 or less credit hours are classified as first-year students. Those who have completed 32 or more credit hours are classified as second-year students.

Persons who wish to enroll for a special educational objective not specifically provided for in an established curriculum may be admitted and classified as special students. Special students are required to pay tuition and fees. Exceptions must be approved by the vice president of student services.

Credit Hour Load Policy for Visiting Students

Any student attending a community college shall not enroll in more than 21 credit hours per semester without prior approval of the home college. Any student enrolled in two or more colleges concurrently during a semester shall give each college complete enrollment information including: the name of each college enrolled, the number of credit hours taken, the class schedule, and other relevant information.

Any student who exceeds 21 credit hours during a semester without prior approval of the home college or fails to give complete and accurate enrollment information shall be prohibited from taking courses at any community college for one academic year.

Schedule Adjustments and Withdrawals

Registered students may add a class within the drop/add dates listed on the academic calendar of any term. The student must secure the faculty advisor’s approval for the drop/add form before the change can be made official in the Records and Registration Department.

Warning: All drop/add transactions must be completed in one process. If a student changes or drops a class once the semester has begun, the system refunds 75 percent of the tuition up to the 10-percent census date of the class. If a student adds a class at another time (not during the same computer transaction as the drop), instead of a net zero, his or her account reflects the 75-percent refund and a 100-percent charge for the new class. The result is an additional 25 percent of the class tuition.

Once a student has officially enrolled in a class and paid the tuition and fees, the student shall maintain membership in said class, until one of the following occurs:

  • Student Drop/Withdrawal (WD)– the student officially withdraws, and the action is effective as of that date.
  • Instructor Withdrawal (W) - the student stops attending class.
  • Students who exceed the instructor’s attendance policy will be dropped from the class roster because of excessive absences.
  • Student fails to attend class prior to the 10-percent point of any term (census date). This constitutes administrative withdrawal (Never Attended) and is effective as of the first day of the class. A grade of “NA” will be assigned.

A student may withdraw from a class with the following results:

  • A student may withdraw as late as the 65-percent date of the term as long as the instructor has not already dropped the student because of excessive absences. The transcript will indicate a "WD." (No withdrawals are accepted for processing after the established date to drop for that term without extenuating circumstances and must be signed by the associate vice president or vice president.)
  • Withdrawals after the established date in the academic calendar are handled on a case-by-case basis.
  • A student who is considering withdrawal from a course(s) or from the College is strongly encouraged first to consult the instructor(s) and his or her advisor. A student who wishes to withdraw must complete the Student Drop/Withdrawal (WD), have it signed by the instructor and submit the completed form to the Records and Registration Department before an official withdrawal can be recorded. Students who fail to comply with this procedure are considered to have withdrawn unofficially, considered not in good standing with the College, and receive a grade of "W-Withdraw."
  • A student who withdraws from any portion of a course (classroom, lab, clinic, or shop) will be dropped from the entire course including the corequisite course.
  • All course changes must be in accordance with the academic calendar.
  • Students who receive financial aid or VA educational benefits should consult with financial aid or VA personnel before withdrawing from classes and/or withdrawing from the College.

Medical Withdrawal Policy

Students may request a medical withdrawal based on injury, illness, or psychological/psychiatric disorder.

  • A medical withdrawal can be granted for all courses in the enrolled semester or, in certain approved circumstances, individual courses in the enrolled semester. Students are allowed one medical withdrawal request per semester.
  • Students should submit a Medical Withdrawal request form along with supporting medical documentation within 30 days of the last attended class, unless medical documentation supports a longer period. These requests must be submitted to the Office of Vice President of Student Services.
  • In order for a Medical Withdrawal Request to be considered for a given semester, all required documents must be completed in full and submitted at any time prior to the end of the semester.
  • If the Request for Medical Withdrawal is approved, the student will receive a grade of “WD,” which is an official withdrawal without grade penalty. If a grade has already been recorded in the student’s permanent record, and the student was unable (due to unusual circumstances) to request a medical withdrawal prior to the recording of a grade, the request must specify the circumstances causing the delay.
  • There will be no refund for medical/mental health withdrawals requested after the college refund deadlines. Students remain fully responsible for College fees, any outstanding fines and repayment of financial aid as mandated by the federal and state Government.
  • The U.S. Department of Education does not differentiate between a ‘Medical/Mental Health Withdrawal’ and a regular course withdrawal (WD grade). If a student who has received financial aid, withdraws from courses (for health reasons or not) before completing 60% of the semester, the U.S. Department of Education requires the College financial aid office to re-calculate the student’s award based on the student’s last date of attendance, to determine what amount of financial aid must be returned to the Federal Government. Under these circumstances, the student will be required to return funds for which they are no longer eligible by the government regulations.
  • For Students using VA Education Benefits: Per VA regulations, when a student terminates or reduces after the drop period and a non-punitive grade (WD) is assigned, VA will not pay for the courses in question. If the student has already been paid for the course(s), VA will create an overpayment from the beginning of the term. If the student provides information on acceptable mitigating circumstances the VA may pay a prorated payment through the student’s last date of attendance. Mitigating Circumstances are circumstances beyond the student’s control that prevent the student from continuing in school or that cause the student to reduce credits. Mitigating circumstances include but are not limited to illness or death in the student’s immediate family and illness or injury of the student during the enrollment period.

Administrative Withdrawal

Students whose emotional and/or psychological distress or substance use is so severe that they are unable to adequately participate in the academic environment, present a danger to self or others, are unable to adequately care for themselves, or are engaging in substance abuse requiring extensive treatment or hospitalization may be involuntarily withdrawn from the College.

An administrative withdrawal constitutes a complete withdrawal from all courses, and a grade of "WD" is recorded on the academic transcript. Administratively withdrawn students may not seek counseling or other support services from the College after withdrawal. Tuition refunds for administrative withdrawals will be considered according to the College’s refund policy.

Student Success

Students experience a variety of activities to orient them to the college and their specific degree program. Select degree programs require a student success course, ACA-111 College Student Success, ACA-122 College Transfer Success or HSC-110 Orientation to Health Careers, to graduate from the College. These courses are designed to help incoming students learn and adjust to the academic and social environment of the College. The various services provided at the College are explained as well as the policies and procedures of the College. Special emphasis is placed on study skills and personal development essential for success. Students are strongly advised to register for this course during their first semester at the College.

Jaguar Writing Portal

The Jaguar Writing Portal is a free writing tutorial service available to all JCC students for all courses through the library’s website under the Tutoring tab at the top of the page. Students can submit writing through the Jaguar Writing Portal 24 hours a day/7 days a week. The Academic Skills Center and Library strive for a 48-hour response time, excluding college holidays and closings. Students will receive feedback related to their writing in the form of an email from the Jaguar Writing Portal. Feedback may include reinforcement of classroom instruction through demonstration, explanation, clarification, modeling, etc. Feedback will not include proofreading writing assignments, completing homework, writing papers, giving answers, developing a topic/idea, or performing under an unreasonable time limit. Rather than editing or “fixing” the papers, the goal is to help students develop writing and thinking skills.

Early Alert and Retention System

The Early Alert and Retention System is managed by the Academic Skills Center, but it is a campus wide effort among faculty and staff designed to increase student course completion and overall retention toward degree, diploma, and certificate completion. The System is not disciplinary in nature but designed as a means of support and connection to students by offering more information about campus and community-based resources to aid students. The Early Alert and Retention System is not designed to serve as a substitute for full faculty and student engagement but as a complement to it.

Academic Advising

Academic advisors assist students with academic program development and planning, understanding academic policies, graduation standards, and course registration preparation. Students may schedule appointments through the online appointment scheduling system, by phone, or in the Student Success Center.

Changes of Program

Students are permitted to change from one program of study to another program in accordance with changes in their educational and career objectives. A student who wishes to change from one program to another is required to secure approval from the Admissions Office.

Changes of program should be initiated before the beginning of the semester. After the start of the term, the program of study will take affect the following semester. Curriculum courses previously passed are evaluated for purposes of transfer credit to the student’s program of study. Previously earned credits approved for transfer are granted toward completion of graduation requirements for a new program of study.

Attendance Regulation

All students must enter class prior to the class 10-percent or census date, which is the date set by the state for reporting purposes. Students who fail to attend by this date will be dropped from the class roster. Regular and punctual attendance is expected of all students in order for them to achieve their potential in class and to develop desirable personal traits necessary to succeed in employment.

Since course content and teaching methods vary, each instructor will determine its own requirements for attendance. Attendance requirements for each class will be printed in the course syllabus, which will be distributed the first week of class. Class attendance is calculated from the first scheduled class meeting to the last. Late arrivals and/or early departures may count toward total absences.

Students enrolled in distance learning classes must demonstrate virtual “attendance”. As with face-to-face classes, each department will determine its own requirements for attendance. Attendance requirements for each class will be printed in the course syllabus. Attendance may be determined by a variety of activities such as number of discussion posts, quizzes completed, etc.

If a student is dropped by an instructor due to excessive absences, a grade of “W-Withdrew” will be issued and not calculated in his or her grade point average but could still affect his or her financial aid. A student may be dropped by an instructor due to excessive absences at any time during the semester, including that time period before the date designated each semester as the last day a student can drop. The student must obtain the permission of the instructor to reenter class. If this request is denied, the student may petition the associate vice president for reinstatement. If the associate vice president denies the request, the vice president of instruction will make the final ruling on the decision.

Students who choose to participate in College-related activities such as SGA or athletics must adhere to the attendance policy. Students are responsible for informing their instructors in advance of absences and are expected to make arrangements for making up work missed. In such cases, upon approval of the instructor, class time missed will not be counted as absences provided the students are otherwise in good academic standing (2.0 cumulative GPA).

Religious or Solemn Observance Policy

Johnston Community College authorizes two excused absences from classes each academic year for religious or solemn observances. For the purposes of this policy, an academic year begins on the first day of fall classes in August and ends on the last day of summer classes in July each year.

Students requesting absence from class for religious or solemn observance must complete the Religious or Solemn Observance Absence Request Form and obtain instructor approval at least two weeks prior to the date of the absence. Students who miss class for religious or solemn observance will be granted the opportunity to make up work missed due to the absence.