Records and Registration

The Records and Registration Office directs registration each semester for curriculum and continuing education classes. This office provides transcripts (official and student copies), verification and certification of enrollment status, processes drops/adds, withdrawals, and final grades. This office directs the graduation ceremony each year, orders and issues diplomas, evaluates previous college transfer work, processes name and address changes, and academic advisor assignments. Specific registration information is contained in the college’s schedule of classes.

Student Records

Family Educational Rights and Privacy Act of 1974 (FERPA)

Gaston College has a long-standing commitment to the protection of students’ rights and privacy of information. Gaston College complies with the provisions of the Federal Family Educational Rights and Privacy Act of 1974 (FERPA), state of North Carolina Law, and the State Department of Education Division of Community College rules. These federal and state requirements relate to accessibility and confidentiality of student records.

Gaston College policies and procedures manual, section 4-31, Confidentiality and Access of Student Records, provides pertinent and detailed information concerning classification, access, and release of student records.

Students’ Rights to Question Their Official Student Record

Students have the right to inspect their educational records and correct such records, if warranted. Students are protected from release of information without written consent (excluding directory information). All student records are open for inspection and review by the student unless he or she waives this right. The parent(s) of a dependent student, as defined in Title 26 U.S.C.S.S. 152 Internal Revenue Code, also has the right to inspect records that are maintained by the College on behalf of the student. Proof of dependency must be on record with the College or provided to the Office of Records and Registration prior to reviewing the records.

Definition and Release of Educational Records

There are three categories of records: 1) Directory Information Records, 2) Limited Access Records, and 3) Sole Possession Records.

1. Directory Information Records includes the student’s name, major field of study or program, dates of attendance, enrollment status, and degrees and awards received. Gaston College may disclose directory information about a student without the consent of the student unless the student has properly objected to the release. Any student not wishing the release of directory information must file a written request with the Records and Registration Office no later than the last day of Late Registration. This information will only be released by the Office of the Vice President for Student Services or a designee after the requestor has demonstrated a legitimate need to have such information. Otherwise, the College may disclose directory information for legitimate purposes.
2. Limited Access Records pertain to the permanent academic records of the student, disciplinary records, financial information, and testing data. The College will not release information in Limited Access Records without the written permission of the student.
3. Sole Possession Records pertain to records of instructional, supervisory, and administrative personnel that remain in the sole possession of the maker and are not accessible or revealed to any other person.

In addition, Gaston College may, without the consent of the student or eligible parents, disclose information kept in the student’s permanent record to the following:

• Gaston College officials with a legitimate educational interest. College officials include faculty, administrators, staff, student employees, third parties or agents authorized to act on behalf of the College. A legitimate educational interest is presumed to exist if the information is necessary for the official to perform tasks that are specified in the position description or contract agreement; to perform a task related to the student’s education, discipline, service or benefit such as, counseling, job placement, financial aid, health insurance, community resources, etc.
• Authorized representatives of the Comptroller General’s Office, the Secretary of the Department of Education, and state educational authorities.
• Veterans Administration officials.
• Persons or organizations providing financial aid.
• Accrediting organizations carrying out their accrediting functions.
• Persons in compliance with a judicial order or a lawfully issued subpoena.
• Persons who seek information in connection with an emergency, if in the view of a reasonable person, the knowledge of such information by appropriate persons is necessary to protect the health or safety of the student or other persons.
• Organizations or individuals conducting studies on behalf of the College or for other educational agencies or institutions for the purposes of developing, validating, or administering predictive test, improving and understanding student services, student aid programs, improving instruction, etc. These studies must be conducted in a way that will not permit the personal identification of students and their families by persons other than the authorized representative of such organizations and the information must be destroyed when the studies have concluded.
• Military recruiters requesting recruitment information in accordance with the United States Code Title 10 and other pertinent laws.
• To institutions, authorities, and/or agencies in accordance with federal, state, and local laws, policies, and procedures.

Individuals or agencies not outlined above may obtain student record information only with written authorization from the student. The authorization for release of information must include:

1. date of request
2. student’s Social Security number
3. student’s signature
4. specific contact name or agency
5. summary of information which may be released

Change of Name

Students are responsible for notifying the Office of Records and Registration in writing when a change occurs in a student’s legal name. Name Change forms are available in the Office of Records and Registration. Name changes must be accompanied by appropriate documentation such as driver’s license, Social Security card, etc.

Change of Address

Students are required to keep an updated address on file with the Records and Registration Office while they are enrolled at Gaston College. A request for a change of address should be submitted in writing to the Records and Registration Office or submitted via Self-Service. Change of Address forms are available in the Records and Registration Office and on the Gaston College web site under Student Resources.

Change of Major

Students who wish to change their major/program must complete a Change of Major form available in the divisional advising center - Arts and Sciences, Career and Technical Education, or Health and Human Services. The form is routed to the appropriate offices and a new academic advisor is assigned if needed. The official change of major will become effective for the same semester if submitted within the first nine days of classes for the fall and spring semesters and within the first four days of classes for the summer semester. Change of major forms submitted thereafter will be effective the first day of classes for the next semester, unless required for financial aid. Students are strongly encouraged to meet with their new advisor to review previous coursework and obtain information about program requirements for their new major. Students receiving financial aid and veterans benefits who change their major should consult with the Office of Financial Aid or the VA representative.

Enrollment Verifications

Students may obtain an official enrollment verification letter for insurance purposes by accessing Self-Service or visiting the Office of Records and Registration. Picture identification is required for in person requests.

Transcripts and Grades

The College permanently maintains student grades and transcripts. For information about the release of transcripts, please refer to Release of Transcripts/Transcript Requests section.

Release of Transcripts / Transcript Requests

In accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974, transcripts will only be released or sent upon the written request of the student. Official and student copies of Gaston College transcripts should be requested in writing to the Records and Registration Office. Transcripts will not be released unless all tuition, fees, and other obligations due the college have been satisfied. It is against Gaston College policy to fax or email transcripts. There is a $7 charge for official curriculum transcripts, although this is subject to change at the discretion of the college. Official transcripts may be ordered and student transcripts may be obtained in person or online via Self-Service. For additional information or to download a Transcript Request form, visit gaston.edu/records-registration/transcripts-request/.

Gaston College does not issue transcripts of other colleges and universities or high school transcripts. Any student needing a transcript from a college or high school in which they previously attended, must contact that institution directly.

Requests for official Gaston College transcripts may be made online at gaston.edu - click Student Resources - Records and Registration - Transcript Requests or in Self-Service. The Transcript Request Form can be completed in person, mailed to Student Records, or faxed to 704.922.2344 in order to process the request. There is a $7.00 fee for each official transcript. Payment may be made online or by calling the Business Office at 704.922.6414. Student copies of their College transcript may be obtained by accessing Self-Service.

Individuals needing an Adult high School (AHS) or GED^®/High School Equivalency transcript can also find information on the Transcript Requests page noted above.

Student Schedules

Schedules may be obtained by accessing Self-Service.

Student Classification

Day: A student who is enrolled for a majority of course work scheduled before 4:30 p.m.

Evening: A student who is enrolled for a majority of course work scheduled after 4:30 p.m.

Full Time: A student who is enrolled for twelve or more semester hours.

Student Registration

Registration is a three-step process.

1. Students may wish to meet with an academic advisor to select courses.
2. Students will register using Self-Service Student Planning or in person.
3. Students will pay their registration fees by the deadline listed on the Gaston College website at gaston.edu. Click Quick Links and then Student Calendar under the Students menu.

A student will not receive credit for any course in which registration has not been completed. Students attending a class for which they are not officially registered will not receive a grade or credit hours for the course. Students are ultimately responsible for dropping courses so that no money is owed.

The privilege of registering may be withheld by the college for the following reasons: unpaid fees, overdue library materials, or incomplete admission records.

Students are highly encouraged to obtain a printed schedule reflecting their course registration online using Student Planning or through the Records and Registration Office.

Students who wish to register for Continuing Education courses can do so in Self-Service, by contacting the Records and Registration Office at 704.922.6232 or GCRegistrar@gaston.edu, or in person at the second floor of the Myers Center on the Dallas Campus. To access Continuing Education Registration to view courses and register, go to Self-Service and click Continuing Ed. Registration.

Although no admission application is required, most community education courses require a registration form with payment in advance. Students may contact Continuing Education at 704.922.6251 for details about course offerings. Continuing Education is located on the second floor of the Dalpiaz Student Success Center on the Dallas Campus.

Registration Process

Students are responsible for registering each semester during the designated registration periods. Students who wish to register for curriculum classes at Gaston College must complete a North Carolina Residency Determination Interview and submit an application for admission and meet appropriate admissions requirements prior to registering for a class. Contact the Office of Records and Registration at 704.922.6232 for further information. Once the admissions process has been completed, which may include submitting official high school and college transcripts and new student orientation, students should meet with an academic advisor or counselor to select classes. Students are eligible to register during the designated registration periods. Payment is due for all classes by a specific date for the upcoming term. See the Gaston College Academic Calendar for a complete list of dates or the Schedule of Classes located on the Gaston College.

Self-Service (On-line Registration)

Self-Service is a web interface that allows you access to your student record at Gaston College. This information is official records at Gaston College. Regardless of which campus on which you take classes, your student records will be available online.

With Self-Service you can:

• Make a payment
• View your account summary
• View your class schedule
• View current and past grades
• Obtain an unofficial transcript
• Request an official transcript
• View your student profile
• Use Student Planning to Plan classes and Add or Drop classes
• Change your password
• Change your address
• View your financial aid status
• View your progress towards graduation
• Apply for graduation

On-line Registration is available through Self-Service found on the Gaston College web site, gaston.edu. To access Self-Service students must login using their username and password. Login instructions are available online. Self-Service is available to returning students at several designated times throughout the year for the upcoming semester. See the Gaston College Academic Calendar for exact dates. To use Self-Service, students must have applied for admission, and met appropriate admissions requirements. Students are highly encouraged to meet with a counselor or academic advisor. In addition, students should have no outstanding financial obligation, parking fines, or overdue library materials. Students are limited to take 22 hours per semester, unless approved by their divisional dean to take additional classes. For further information about Self-Service, contact the Office of Records and Registration 704.922.6232 or email GCRegistrar@gaston.edu.

Adding a Class

Students should check with their advisor to make sure prerequisites have been met before adding a class. Students can add a class to their current schedule during designated registration periods. Students may add a class to their schedule prior to the first class meeting. Second chance classes may also be added prior to the first class meeting. During the Late Registration period, fee payments are due the same day that registration takes place. An updated copy of a student’s schedule may be obtained through Self-Service. Students attending the Lincoln Campus may obtain a copy of their schedule in the Dean’s Office of the Lincoln Campus (LC 216).

Auditing Process

Students who audit a class receive no credit. When auditing a class, students are encouraged to attend class, participate in class discussions, and take exams. Students who wish to audit a course must be properly registered for the course. Fees for auditing a course are the same as for credit students. Performance in an audited course will not affect the student’s grade point average. Students must complete an Audit Form, obtain the signature of the instructor and submit it to the Records and Registration Office. Audit status may be declared by the end of the drop/add period in any semester. Once declared, audit status cannot be reversed. The published deadline dates to audit a class for any given semester are available in the Gaston College calendar. A grade of “AU” will appear on student transcript.

Dropping a Class

Dropping a class is different from withdrawing from a class. To drop a class means a student may be entitled to a 100 percent refund if a student officially drops a class prior to the first official day of the semester. In addition, students may be eligible to receive a 75 percent refund of tuition only if a class is dropped prior to or on the 10 percent point of the semester. During fall and spring, the 10 percent point is within the first 7-10 days. During summer, the 10 percent point is within the first 3-6 days. See the Gaston College Academic Calendar or check with the Office of Records and Registration for the exact 10 percent date. Students may drop a class in WebAdvisor or in person by completing and submitting a Drop form in the Office of Records and Registration. For further information about dropping a class, contact the Office of Records and Registration 704.922.6232.

Withdrawing from a Class

Student Withdrawal Process

Students who withdraw from a class must obtain a Withdrawal form from the Office of Records and Registration or from the Dean’s Office at the Lincoln Campus. The completed form must be signed by the student. An instructor’s signature is not required. Students must return a completed Withdrawal form to the Office of Records and Registration by the designated date in the syllabus. There is no refund made for students who withdraw from a class. In addition, students who do not attend classes will receive a grade of “F” unless an official withdrawal form is on file with the Office of Records and Registration. After the deadline date, withdrawals are granted for medical or administrative reasons only. These special circumstances require documentation and the approval of the instructor and the division dean. Students receiving financial aid must consult with a financial aid specialist prior to withdrawing from a class. Students are ultimately responsible for the withdrawal process.

Instructor Withdrawal Process

Students who have not participated in a class for 21 consecutive days will be withdrawn by their instructor through the 70% point and noted by a “WI” grade. After the 70% point, a grade of “F” will be assigned.

Unofficial Withdrawals and Financial Aid

Financial aid is awarded to students contingent upon completion of the semester. Federal financial aid recipients who completely withdraw from class, stop attending, drop out, or are dismissed/suspended from class prior to completing 60% of the semester are subject to a Return of Title IV (R2T4) calculation that will determine if the student is responsible for repayments of any financial aid. Return of Title IV (R2T4) calculations are based on the student’s recorded attendance and/or class participation.

Additionally, all attempted courses including withdrawals and transfer credit and all periods of attendance at Gaston College are considered towards the 150% maximum time frame requirements regardless of whether financial aid was received for these periods. Once a student reaches the 150% maximum time frame, the student will be considered ineligible for aid.

Consequences of Withdrawals for Students Who Receive Financial Aid

Federal financial aid recipients who withdraw from class or stop attending prior to completing the semester may owe a repayment to the U.S. Government. Calculations are based on the last date of attendance/participation in the class. If a portion of the aid is unearned, the College is required to return the funds to the federal government. If it is determined that the student owes the US Department of Education, failure of the student to repay the debt or make payment arrangements within 45 days of notifications will result in the loss of Title IV eligibility at all institutions. In addition, students will not be allowed to register for future terms at the college.

Course Substitutions

Under special circumstances, a course substitution may be made in a student’s program of study. The student is responsible for requesting his/her department chair for consideration of substituting a completed course for one not completed in their program of study, but may also be initiated by an academic advisor or divisional dean. The course could be taken at Gaston College or another institution. If the course is taken elsewhere, the course must meet transfer requirements. Both the divisional dean of the student’s program and the divisional dean of the course being requested for substitution are responsible for approving the course substitution. The Records and Registration Office must be notified by utilization of the Course Substitution Form.

NOTE: The Records and Registration Office is responsible for maintaining the Course Substitution Form in the student’s permanent record. However, there are no changes made to a student’s transcript when the divisional dean approves a course substitution.

Awarding of Credits-Credit for Prior Learning

Credit for Prior Learning Options May Include:

Credit by Examination

Students who wish to receive course credit for competencies acquired through work experience or other non-academic experiences can request Credit by Examination. The student is responsible for requesting credit by examination. The instructor, in partnership with the divisional dean, is responsible for granting or denying the request for Credit by Examination. A grade of “CE” is assigned for successful credit by examination on the student’s academic record. Only hours earned for credit are recorded. Credits by Examination will be applied toward graduation requirements, but students must satisfy the graduation requirements related to credit hours completed in attendance at Gaston College. Quality points will not be awarded. A grade of “CE” is not used in computing a student’s grade point average. The instructor is responsible for keeping records of the examination and reporting the results, using the Credit by Examination form, to the Records and Registration Office by the third week of class. Credit by Examination cannot be earned for classes numbered less than 100 or for courses in which the student earned a grade or was enrolled and did not drop prior to the first day of the class. This includes audits and withdrawals.

No student may request Credit by Examination for more than 18 credit hours. Because of the nature of the Emergency Medical Science program, students enrolled in this program are exempt from the college’s policy on maximum “CE” credits.

Effective with the Spring 2014 term, a student who wishes to attempt Credit by Examination must meet with the academic department to provide evidence of proficiency in the course in which he/she is requesting Credit by Examination. The Credit by Examination fee is $50 and the student does not need to register for the class. The examination must be administered during the first 10 days of the semester and may be taken only once. A student who receives any type of financial aid should consult with the Office of Financial Aid before attempting Credit by Examination.

Courses Listed in High School to Community College Articulation Agreements

Students may receive college credit for high school courses if taken within the last 5 years, earned a B or better grade, and received a grade of 80 or higher on a post-assessment test within two years of high school graduation. Students in the Associate in Arts in Teacher Preparation or Associate in Science in Teacher Preparation may receive credit for EDU 187 if Teacher Cadet or Teaching as a Profession courses in in high school with a B or higher grade.

Certifications, Licenses, and State/Industry Recognized Credentials

The coursework must have been completed, which resulted in the awarding of a valid certification, license, and/or state/industry recognized credential that is consistent with the CPL standards as approved by the Curriculum Course Review Committee (CCRC).

Standardized Exams

Advanced Placement

If a student has taken AP (Advanced Placement) courses in high school and has earned a score of “3” or higher, he/she is eligible to receive college credit for that score. Scores older than five years are not considered for transfer credit. The results of the Advanced Placement Examination should be sent directly from The College Board to the Records and Registration Office. To obtain official score reports contact:

AP Services
P.O. Box 6671
Princeton, NJ 08541-6671
Telephone 609.771.7300
Fax 609.530.0482

College-Level Examination Program® (CLEP®)

College-level credit is awarded to students who provide official CLEP® (College Level Examination Program) results to the Records and Registration Office. Scores of 50 or above on subject examinations are required for college credit. No credit is given for the general examination. CLEP® scores older than five years are not considered for transfer credit. For further information on CLEP® contact:

CLEP
P.O. Box 6601
Princeton, NJ 08541-6601
Telephone 609.771.7865

Cambridge Assessment International Education Examinations (CAIEE)

Must be completed with a grade of “E” or better, which is the equivalent to a grade of “C” or better in the U.S.

DANTES Subject Standardized Tests (DSST)

Students must complete the DSSTs and earn the minimum score as recommended by the American Council on Education at the time the official score is evaluated. CPL will be the same amount of credit awarded students who completed the related course.

International Baccalaureate® (IB) Diploma Programme

Students must complete the IB with a score of 70 or higher.

Military Credit

Military Credit is awarded based on the Guide to the Evaluation of Education Experiences in the Armed Services.

Workforce Continuing Education

Workforce Continuing Education courses taken at Gaston College must have an equivalent learning outcome as a curriculum course to be considered for the awarding of CPL. In some cases, multiple Workforce Continuing Education courses may be combined to demonstrate an equivalent learning outcome for a curriculum course. In all cases, a grade of “S” or “C” or better must be earned for a Workforce Continuing Education course to be eligible for CPL. Awarded CPL for Workforce Continuing Education cannot be used to fulfil the residency requirement for graduation.

Apprenticeships

Gaston College recognizes “Registered Apprenticeships” as defined by the U.S. Department of Labor and will award CPL for a registered apprenticeship based on any applicable and approved statewide articulation, including an evaluation of the instruction provided when articulation is not applicable or approved. Work-based learning (WBL) course credit may be granted for the experiential portion of a Registered Apprenticeship; however, documentation, including completed time on task, must be provided through an Apprenticeship Agreement and constitute the documentational requirements of a WBL experience.

Public Safety Training (PST) Prefix Courses

Courses in the NCCCS Combined Course Library with a Public Safety Training (PST) prefix will be evaluated for the awarding CPL for industry-recognized public safety training and/or credentials. To be consistent with 1D SBCCC 400.8(c), credit will be considered for public safety training that meets the criteria outlined in the Public Safety Training (PST) course descriptions as listed in the Combined Course Library. Gaston College requires official documentation from the training provider or credentialing entity that validates, at a minimum, the description and length of training.

Portfolio Assessment

The College may award CPL based on portfolio assessment. For the purposes of this option and consideration, a portfolio must contain a collection of artifacts documenting competencies gained through prior life and learning experiences. The assessment may also require self-reflection on growth during the learning experiences, strength/weaknesses of the artifacts, and/or how well the artifacts demonstrate attainment of course learning outcomes or course learning objectives. The assessment would be conducted by subject matter expert(s) (SME) designated by the College. The SME(s) conducting the assessment will provide the rubric or instrument to assess the portfolio along with the minimum passing criteria. The portfolio assessment may also require a Credit by Examination (CBE) exam as per this policy, and if the CBE exam is outside of regular course enrollment, an assessment fee may apply. The maximum allowable CPL for portfolio assessment is 18 credits.

Awarding of Transfer Credits From Another School

Students may be eligible to receive transfer credit(s) to Gaston College from nationally-accredited colleges and universities. Gaston College accepts transfer credits from institutions of higher education that are accredited by the Southern Association of Colleges and Schools and other national agencies recognized by the Council on Postsecondary Accreditation as described in the current edition of Transfer Credit Practices of Designated Educational Institutions published by the American Association of Collegiate Registrars and Admissions Officers.

A transfer credit evaluation is provided for each student with prior college work when the student has an application for admission on file with the Office of Admissions. Students must earn at least 25% of credit hours of their course work at Gaston College in order to receive a degree or diploma from Gaston College.

Time limits may restrict the transfer of some courses if it is determined that the course material is outdated. Only course work completed at Gaston College is used in computing grade point averages.

The student should meet with his/her academic division to determine how and if the course work will apply toward the student’s degree program and graduation requirements at Gaston College.

Credits That WILL Transfer to Gaston College

1. Courses which have a Gaston College equivalent course in terms of course title/content. Students may be able to receive credit with divisional dean approval if the credit hours do not match. In these cases, students must still meet the minimum hours for the curriculum standard.
2. Courses for which there is no equivalent in the North Carolina Community College Common Course Library (CCL).
3. Courses earned with letter grades of “C” or higher unless the course is from a North Carolina Community College. Grades of “D” will be accepted but may be below the minimum grade for some majors.
4. Courses from nationally-accredited schools.
5. Some military credits on a case-by-case basis with proper documentation.
6. CLEP® score(s) 50 or above subject to examination, less than five years old.
7. AP credit with scores of “3” or higher, less than five years old and IB with a score of 70 or higher, less than five years old.
8. Credit from foreign institutions, only if an official course-by-course evaluation is provided and all other transfer requirements have been met.
9. Possible CJC credit for students who successfully complete the BLET program.
10. Possible FIP credit earned from the National Fire Academy as recommended by ACES and approved by the Director of the Fire Protection Technology program.
11. Possible AUT credit earned through the ASE examination and approved by the Chair of the Automotive Systems Technology program.
12. Emergency Medical Science (EMS) credit is given to those that have passed the National Registry of Emergency Medical Technicians (NREMT) cognitive and practical examinations and received National EMS Certification as an EMT-Basic. These students must provide a letter from NREMT stating that they have passed their certification along with their NREMT certification card. Upon receipt the EMS Department Chair reviews their course work for credit to be accepted by Gaston College.
13. The North Carolina High School to Community College Articulation Agreement is honored by Gaston College. As outlined in this agreement, high school students have an opportunity to earn college credit for specific courses taken in high school. Credit may be awarded to high school students who complete specific high school courses. The following criteria must be met: a grade of B or higher earned on the high school course and a raw score of 80 or higher on the Career Technical Education post-assessment. Students must enroll in Gaston College within two years of their high school graduation date to receive this credit. Gaston College must be provided an official high school transcript from the School County Office showing the course(s), the grade(s) earned, and the corresponding Career Technical Education post-assessment scores. If the post-assessment scores are not reflected on the high school transcript, a letter on school letterhead stating the post-assessment scores and the corresponding course must be submitted with the high school transcript.

Credits That WILL NOT Transfer to Gaston College

1. Courses earned with a letter grade lower than a “C”, unless taken at a NC Community College. Please be aware that a “C” or better grade may be required for certain academic programs.
2. Courses from non-nationally accredited schools.
3. Work-Based Learning experience courses.
4. Department-specific time limit restrictions (varies by department).
5. Courses earned through credit by examination.

Transferring to Another School From Gaston College

Academic Advisors and other members of the college faculty and staff are available to advise and assist any student planning to transfer to a four-year institution. It is the student’s responsibility to follow their intended transfer institution’s admission requirements closely. These institution admission requirements are provided on the institution’s admissions website.

Students need to be aware that not all course are accepted for transfer to a four-year institution. The institution the student attends upon transferring will determine how course credits will be accepted to that institution.

Students are strongly advised to see their Gaston College academic advisor regularly if they are planning to transfer to a four-year college or university. Representatives from four-year institutions visit Gaston College regularly in order to help Gaston College students plan their transfer programs.

Students that have been granted academic forgiveness or have repeated courses with deficient grades should contact their intended transfer institution about their course transfer policy. Many institutions count all course attempts upon transfer.

Charlotte Area Educational Consortium

Gaston College is a member of the Charlotte Area Educational Consortium, which includes 22 other area colleges and universities. A cross-registration program provided by the consortium allows Gaston College students to take certain courses at other colleges if not available at Gaston. Information on cross-registration is available in the Records and Registration Office or by visiting CAEC Online at Greater Charlotte Consortium or by emailing Alisa Roy at roy.alisa@gaston.edu.

Grading System

The college, as part of the North Carolina Community College System, converted to the semester system during the summer session of 1997. All credits earned prior to summer 1997 are listed as quarter hour credits. All credits earned in subsequent terms are semester credits.

The grade point average is calculated by dividing the total number of semester credit hours attempted, including both courses passed and failed, by the total quality points. Listed below is a detailed example of the formula for how to determine a GPA:

1. Convert the grades to quality points. Multiply the letter grades’ values by the number of credit hours attempted in each course. Letter grades have the following values: A=4, B=3, C=2, D=l, F=O (I, IE, WI, WA WE, P, R, AU, TR, IP, CE, and X are not included in the determination of a GPA.) For example, if a student earns a B in a 3- credit hour course, the quality points would be 9 (3 grade points times 3 credit hours equals 9 quality points.)
2. Add all the quality points.
3. Add all the credit hours attempted.
4. Divide total quality points by the total credit hours attempted to determine the GPA.

A final grade is the instructor’s evaluation of the student’s work and achievement throughout a course. Grades are given at the discretion of the instructor.

Procedure for Final Grade Appeal

Questions and concerns about final grades are often the result of misunderstandings about grading practices and expected standards. Direct communication between the instructor and the student usually clears up these misunderstandings. It is the responsibility of every student to follow these guidelines to resolve the problem. It is the responsibility of each faculty member and administrator to fulfill his or her role in accordance with these procedures. Students wishing to appeal a grade must initiate the process before mid-term of the semester following the semester in which the final grade was received.

It is the policy of Gaston College to outline the appropriate steps students should take to clarify any questions about final grades or grading practices. These steps are summarized as follows:

1. The student should make an appointment with the appropriate instructor when there is any question about a particular grade or the instructor’s grading policy. Examples of questions that may be discussed include the following:
   1. Clarification of the overall grading plan for the course, including relative weights of exams, etc.
   2. Correction of errors made in grading.
   3. Explanation of specific grading questions such as the correct answer to an exam question or the basis for a grade received on a term paper.
2. The student seeking additional clarification or information on matters related to grading should make an appointment with the appropriate department chair. Questions such as the following may be answered by the department chair:
   1. Department policy on grading for a particular course.
   2. Departmental attendance policy or an instructor’s approved attendance policy.
   3. Questions related to differences in interpretations of approved policies.
3. Students seeking further recourse related to a final grade received should make an appointment with the division dean. The division dean should discuss the questions raised with the instructor and the department chair, give the student an official interpretation of the grade, and explain the appeal process.
4. Should the student choose to appeal, the process is as follows:
   1. The student should make an appeal in writing to the Vice President for Student Services stating the sequence of events leading to his or her appeal and any personal interpretations related to the case. This written appeal must be made no later than the midpoint of the semester following the semester in which the grade was received. Contact the Registrar’s Office for the official deadline date to file a written appeal.
   2. The Vice President for Student Services, or designee, notifies the instructor that an appeal has been made and activates a committee to hear the student’s appeal. Membership of the Final Grade Appeal Committee is as follows:
      1. Vice President for Student Services, or designee.
      2. Vice President of Academic Affairs.
      3. An instructor from the department involved, selected by the instructor’s department chair. (The Chief Officer for Academic Affairs will select an instructor from another department within the division if the department chair’s grading policy is appealed.)
      4. A faculty member selected by the student making the appeal.
      5. An instructor selected by the instructor whose grade is being appealed.
      6. An instructor selected by the President of the Faculty Senate. This instructor should be a member of the Senate from a division other than the one in which the appeal is made.
      7. One additional instructor may be selected by the Vice President for Student Services, or designee, if needed, to insure a balanced representation.
5. A meeting of the Appeal Committee is scheduled by the Vice President for Student Services, or designee. This meeting will be scheduled as quickly as possible, but will depend on the schedules of all involved parties.
   1. The committee examines the evidence and discusses the case with the instructor and the student.
   2. The committee arrives at a decision which is sent as a recommendation to the instructor. (The student and Vice President for Student Services, or designee, are also informed of the recommendation.)
   3. If the instructor does not follow the recommendation of the committee, the President’s Executive Council will determine the appropriate course of action.
   4. In all cases, the faculty member has recourse through his/her department chair, division dean, and vice president.
6. After the Final Grade Appeal Committee has heard the student’s complaint, this completes the appeal process for the student.

Letter Grade System

Grades are based on several factors including attendance, recitation, written and oral quizzes, reports, papers, final examination, and other class activities. At the beginning of each course, it is the responsibility of the instructor to notify students in writing about the grading practices that will be used. The evaluation will be expressed according to the following letter system:

Letter Grades that Earn Quality Points and used in GPA Calculation

Course Grades that Do Not Earn Any Quality Points and are Not Used in GPA Calculations

*IE and WE grades are only for Covid-19 related grades in spring 2020 and beyond.

Further Explanation of Grades

Grades preceded by an “R” on the grade report indicate the course has been repeated. No quality points are calculated for course grades proceeded by an “R.”

Grades preceded by an “E” on the grade report indicate excluded grades (Academic Forgiveness Policy) No quality points are calculated for course grades preceded by an “E”.

TR Grade - The “TR” grade is assigned to credits accepted in transfer, or other credits granted. The grade authorizes credit without further qualification of student performance. The “TR” grade does not affect a student’s grade point average in any way and is not used in determining whether a student qualifies to graduate with academic honors.

TA Grade - The “TA” grade is assigned to credits accepted in transfer or other credits granted. The grade of “A” was assigned to the student from the transferring institution. The grade authorizes credit without further qualification of student performance. The “TA” grade does not affect a student’s grade point average in any way and is not used in determining whether a student qualifies to graduate with academic honors.

TB Grade - The “TB” grade is assigned to credits accepted in transfer or other credits granted. The grade of “B” was assigned to the student from the transferring institution. The grade authorizes credit without further qualification of student performance. The “TB” grade does not affect a student’s grade point average in any way and is not used in determining whether a student qualifies to graduate with academic honors.

TC Grade - The “TC” grade is assigned to credits accepted in transfer or other credits granted. The grade of “C” was assigned to the student from the transferring institution. The grade authorizes credit without further qualification of student performance. The “TC” grade does not affect a student’s grade point average in any way and is not used in determining whether a student qualifies to graduate with academic honors.

TD Grade - The “TD” grade is assigned to credits accepted in transfer or other credits granted, only from courses taken at North Carolina Community Colleges. The grade of “C” was assigned to the student from the transferring institution. The grade authorizes credit without further qualification of student performance. The “TC” grade does not affect a student’s grade point average in any way and is not used in determining whether a student qualifies to graduate with academic honors.

I Grade - When a student fails to complete the requirements of a course, the student may be given an “Incomplete” or “I” grade. To be awarded this grade, the student must present to the instructor valid reasons for not having completed the course requirements. The instructor will determine the requirements for a course grade, which must be completed by the twelfth week of the next semester. The grade “I” is not computed into the grade point average until it is replaced by a permanent grade. If the incomplete is not removed by the twelfth week of the semester, an “F” will be assigned by the Records and Registration Office.

WA Grade - A “WA” is assigned to a student who wishes to withdraw from a course or courses through the 70% point and who has previously attended one or more class meetings. “WA” grades do not affect the student’s grade point average. A student who wishes to withdraw from a course or courses must follow the official procedure, which is initiated in the Records and Registration Office. (See “Withdrawal Process”.) 

WI Grade - A “WI” is assigned to a student who has been withdrawn from a course or courses through the 70% point by the course instructor due to attendance policy violation or online participation violation and who has previously attended one or more class meetings. “WI” grades do not affect the student’s grade point average.

AU Grade - Students who wish to audit courses (see “Audit Process”) must follow the regular registration procedures and declare the audit status to the course instructor. A student who registers for an audit may not receive a grade or credit hours for the course. The fees are the same as for regular college credit. The decision to audit cannot be reversed. “AU” grades do not count toward hours attempted, and therefore, do not affect the student’s GPA.

S Grade - The grade of “S” indicates satisfactory progress toward the completion of coursework in nursing assessment courses.

NS grade - A “NS” is assigned to a student who has never attended (No Show) a course or courses within the first three weeks of the semester by the course instructor.

IP Grade - A grade of “IP” indicates unsatisfactory progress toward the completion of course work in developmental education courses. The “IP” grade allows a student in a developmental course to continue the course in a subsequent semester until all course requirements are met. The student must re-register for the course in the subsequent semester and the grade will be assigned when the work has been concluded. Exceptions to continue the “IP” into a third semester must have written permission of the Department Chair of Developmental Education. Effective Summer 2014, IP grades are no longer used.

Pass Grade - For Developmental Education classes. A Pass indicates that all work was completed at 80% or higher for DMA and DRE Developmental classes. Also used for ACA 111 and MAT 001. Pass grades are excluded in the calculation of the cumulative grade point average. Effective Fall 2019, P1, P2, P3 grades signify completion of Developmental Transition courses.

Repeat-Grade - For Developmental Education classes, ACA 111 and MAT 001. This grade indicates non-completion of all objectives necessary and are excluded in the calculation of the cumulative grade point average.

* Only course work taken at Gaston College is used in computing grade point averages.

Withdrawals/Unofficial Withdrawals

• Students can withdraw from classes through the published deadline each term.
• Students who do not enter a class prior to the 10% point (census date) receive a grade of “NS” (No Show) and are responsible for all tuition and fees.
• Students who stop attending/participating in classes without officially withdrawing will be considered unofficially withdrawn. The faculty member has the option of withdrawing the student and the last date of attendance/participation is added to the student record. If the students did not withdraw by the published withdrawal date, the faculty member may assign a grade of “F” and the last day of attendance/participation is marked on the grading roster.

Unofficial Withdrawals and Financial Aid

Financial aid is awarded to students contingent upon completion of the semester. Federal financial aid recipients who completely withdraw from class, stop attending, drop out, or are dismissed/suspended from class prior to completing 60% of the semester are subject to a Return of Title IV (R2T4) calculation that will determine if the student is responsible for repayments of any financial aid. Return of Title IV (R2T4) calculations are based on the student’s recorded attendance and/or class participation. Students must follow the attendance requirements set forth in the course syllabus. If attendance requirements are not met, instructors may initiate the unofficial withdrawal process. It is the student’s responsibility to withdraw from a course in which they do not wish to continue.

Additionally, all attempted courses including withdrawals and transfer credit and all periods of attendance at Gaston College are considered towards the 150% maximum time frame requirements regardless of whether financial aid was received for these periods. Once a student reaches the 150% maximum time frame, the student will be considered ineligible for aid.

Consequences of Withdrawals for Students Who Receive Financial Aid

Federal financial aid recipients who withdraw from class or stop attending prior to completing the semester may owe a repayment to the U.S. Government. Calculations are based on the last date of attendance/participation in the class. If a portion of the aid is unearned, the College is required to return the funds to the federal government. If it is determined that the student owes the US Department of Education, failure of the student to repay the debt or make payment arrangements within 45 days of notifications will result in the loss of Title IV eligibility at all institutions. In addition, students will not be allowed to register for future terms at the college.

Academic Standing

Repeating a Course

All repeated courses and course attempts will appear on the student’s transcript. The cumulative grade point average will be computed to count only the course with the highest grade. Repeated courses include those with grades, audits, withdrawals, and incompletes. A student may not re-enroll for a course in which an incomplete (I) was awarded until that “I” is removed. A student may not re-enroll for a course where credit by examination (CE) has been awarded. Students should also refer to catalog information about repeating courses in the Financial Aid section. A student may repeat a Gaston College curriculum course for credit up to, but not more than three times within a five-year period. Counting the first attempt and three repeated attempts allowed by policy, a student may take the same class a maximum of four times. Courses may be repeated in order to improve a student’s cumulative grade point average, to achieve mastery of the course content, or to meet graduation requirements. Students with extenuating circumstances may contact the academic dean and request that an exception to the policy be made. The academic dean must approve all policy exceptions, and the justification for the exception must be filed in the student’s permanent record. A denial of a request for a policy exception may be appealed to the president.

Students should read information about repeating courses as it pertains to separate program admission standards, especially in the Health and Human Services division. Upon completion of the repeated course, the student must notify the Records and Registration Office.

Academic Alert/Probation/Suspension

Any student who maintains less than a 2.00 cumulative grade point average after any given semester is placed on Academic Alert. The Records and Registration Office will notify the student placed on Academic Alert, in writing. A student who is placed on Academic Alert must meet with his/her academic advisor in order to develop a plan for improving his/her grade point average prior to registering for future terms.

The second successive semester that the GPA is below 2.0 the student will be placed on Academic Probation. A student who is placed on Academic Probation must meet with his/her academic advisor in order to develop a plan for improving his/her grade point average prior to registering for future terms.

The third successive semester that the GPA is below 2.0 the student will be placed on Academic Suspension and will not be allowed to re-enroll at Gaston College for one semester.

During the period in which a student is placed on Academic Suspension, the student is encouraged to meet with his or her academic advisor in order to develop a plan for improving his/her grade point average. If the student decides to choose another major/degree program, a Change of Major form must be completed by the student and signed by the advisor or counselor and then returned to the Advising Center.

Students who have been academically suspended and who choose to appeal their suspension status can do so by completing the appropriate forms available from the Records and Registration Office.

All written appeals should include a realistic plan to achieve good academic standing, recognition of the problems that have affected the student’s academic progress, and a plan to resolve those issues. If the Academic Suspension Appeal Committee approves the appeal, the student will be allowed to register and continue their enrollment at Gaston College on a probationary basis. Gaston College may require additional requirements as a condition of re-enrollment.

Students who have been academically suspended and who expect to receive any type of financial aid must meet with a financial aid specialist to discuss the possibility of having financial aid re-instated as well as to discuss any other conditions that must be met.

Academic Forgiveness

The Academic Forgiveness Policy allows Gaston College students who have experienced academic difficulty at Gaston College to have one opportunity to have grades below a “C” excluded from the cumulative grade point average (GPA). Academic difficulty is defined as less than a 2.00 cumulative grade point average at Gaston College. This policy provides for raising the cumulative grade point average by excluding all grades of “D” or “F” earned prior to the date of eligibility for Academic Forgiveness. A student may be granted Academic Forgiveness only once. Students that have been granted academic forgiveness or have repeated courses with deficient grades should contact their intended transfer institution about their course transfer policy. Many institutions count all course attempts upon transfer.

Criteria for Applying for Academic Forgiveness

• A student must have been out of school for at least three sequential semesters OR have changed his or her major.
• Grades must reflect at least a 2.00 grade point average in at least 12 semester hours in the new major before a student is eligible to apply for Academic Forgiveness.

Procedures for Academic Forgiveness

• Students who are interested in applying for Academic Forgiveness must obtain the Academic Forgiveness Petition and information from the Records and Registration Office.
• Once completed by the student, the Records and Registration Office will review the petition to determine basic eligibility. Eligible petitions will be forwarded to the student’s divisional dean for review and a final decision.
• The student’s divisional dean will act upon the petition and return it to the Records and Registration Office.
• If forgiveness is approved, the Records and Registration Office will notify the student of the decision and include an updated student transcript, which will reflect the excluded grades.
• The new GPA calculation on the updated student transcript will exclude all “D” and/or “F” grades. All other grades that are “A”, “B”, and/or “C” will be included in the GPA calculation and will count toward graduation requirements unless other policies supersede this policy.
• The student’s GPA will be calculated based upon the date of eligibility and all criteria being met. The excluded courses will remain on the student’s transcript but will not count toward program/graduation requirements or be calculated in the student’s grade point average. No courses are removed from the transcript. If Academic Forgiveness is approved, the excluded course grades will be preceded by an “E” on the student’s transcript.
• If forgiveness is denied, the Records and Registration Office will notify the student with a letter of explanation.
• Review and processing of Academic Forgiveness generally takes two to four weeks.

Exclusions and Limitations of Academic Forgiveness

• Any credits for courses earned with a grade of “D” are not retained.
• Students who plan to transfer to another college or university should know that the receiving institution is not required to disregard the excluded course grades. Once approved, Academic Forgiveness cannot be reversed.
• The minimum grade point average needed for admission for specific programs may or may not utilize the new grade point average.
• Financial Aid policies regarding Satisfactory Academic Progress are still applicable. Students who receive any type of financial aid should contact the Office of Financial Aid prior to applying for Forgiveness.

Grounds for Student Academic Dismissal

The College has the right to dismiss a student in violation of academic regulations or policies. Dismissal from Gaston College for academic reasons may be initiated by a faculty member, department chair, division dean, or the student’s advisor upon petition to the Vice President who administers the program. Academic dismissal is based upon the concept of “Satisfactory Progress” in a specific course or program as stated in terms of minimum grades; completion of course sequences; and the achievement of certain knowledge, skills, and abilities.

The department head and divisional dean shall document violations and submit the case to the Vice President. The student shall be given the chance to appeal the violations with the Vice President before a decision regarding dismissal is rendered. When the Vice President completes the investigation, the student will be informed of the decision in writing. The decision of the Vice President is final.

Students may petition for re-admission after one complete semester with approval of the divisional dean and Vice President (Vice President only for Public Safety programs).

Dismissal from Career and Technical Education Program (Safe Student Performance)

For academic programs of study that have a technical/vocational focus, if the department/program chair, and/or faculty determines that a student is not a safe and dependable practitioner in the lab, shop, clinic, or field area in the progress of a course, the student may be dismissed from the program. The recommendation for dismissal is made with the concurrence of the Dean for curriculum programs or the Vice-President for Economic and Workforce Development for continuing education programs who administers the program. The Dean for curriculum programs or the Vice-President for Economic and Workforce Development for continuing education programs will notify the student in writing of the intent to dismiss along with reasons supporting that decision. The student may appeal the dismissal in writing within three (3) business days to the Vice President for Academic Affairs or designee. When the Vice President for Academic Affairs or designee completes the investigation, the student will be informed of the decision in writing. The decision of the Vice President for Academic Affairs is final. Students dismissed from an occupational program under this policy may petition for re-admission in a later class with approval of the divisional Dean or the Vice-President for Economic and Workforce Development for continuing education programs and Vice-President for Academic Affairs or designee.

Since certain career and technical education courses are offered in one- or two-year sequential patterns, or only once during the sequence, a student will likely not have an opportunity to repeat a course or elect a substitute course. 

Honors Lists

President’s List

The President’s List is an honor roll for students who earn a grade point average of 4.00 on 12 or more semester hours of work (not including CE credits) in any given semester and with no Incompletes recorded.

Dean’s List

The Dean’s List is an honor roll for students who earn a grade point average of 3.50-3.99 on 12 or more semester hours of work (not including CE credits) in any given semester and with no Incompletes recorded.

Honor’s List

The Honor’s List is an honor roll for part-time students who earn a grade point average of 3.50 or higher on 6 to 11 semester hours of work (not including CE credits) in any given semester and with no Incompletes recorded.

Catalog of Record

A student who is in continuous attendance (summer semester excluded) may graduate under the provisions of the catalog in effect on his/her date of entry provided the courses are still offered or he or she may choose to meet the requirements of a subsequent issue. A student not enrolled for a period of two consecutive semesters must reapply to the college and will return under the provision of the catalog in effect at that time, unless otherwise mandated by accrediting agencies or governing bodies. A student who changes programs must meet the requirements of the catalog in effect at the time of the change of program.

Graduation

The divisional dean validates the requirements for degrees, diplomas, and certificates. Requirements for a degree, diploma or certificate will vary according to the curriculum. Students should refer to their particular program requirements.

• A 2.00 grade point average is required for graduation.
• For an associate degree diploma, or certificate, at least 25 percent of semester credit hours of major courses or other required hours must be completed at Gaston College (residency requirement). Grades of “D” or higher (grades of “B” or “C” or higher are required for designated programs) for an associate degree or diploma must be completed in attendance at Gaston College.
• Courses numbered less than 100 do not count for credit towards graduation.

It is the responsibility of the student to ensure that all course and graduation requirements are met.

Graduation Process and Procedures

Students are required to complete and submit a graduation application for degrees and diplomas to the Records and Registration Office. The application deadlines are listed in the Gaston College Calendar. Graduation applications received after the deadlines are accepted for the next semester. Effective fall 2022, the graduation fee of $45 is no longer charged. The College moved to a $10 Student Success Fee that covers the cost of graduation. The specific date of the commencement ceremony is listed in the Gaston College Calendar. Degrees and diplomas will be ordered and transcripts will be updated each semester to reflect completion for students that submit the application for graduation before the deadline each semester. Applications submitted after the deadline will be processed for the following semester thus, delaying the student’s graduation completion.

Students that complete requirements in the summer and fall semesters will be given the opportunity to participate in the spring ceremony.

Graduation

Marshals:
Students with at least 36 hours and the highest GPA are eligible to serve as marshals. Marshals perform various duties including distributing programs, seating guests, and assisting graduates.

Honor Graduates:
Students with a grade point average of 3.8 or above on all work completed at Gaston College are eligible for a degree or diploma with high honors. High honor graduates wear gold honor cords. Students with a grade point average of 3.5, but below 3.8 on all work completed at Gaston College are eligible for a degree or diploma with honors. Honor graduates wear burgundy honor cords.