• To acquaint students with additional policies and procedures that govern student life at Germanna.

• To identify student clubs and organizations and the policies and procedures associated with planning and participating in student government and student activities.

• To identify services and resources available in the community.

We are committed to the total development of our students. We welcome student suggestions and input. Students are invited to visit the Office of Student Services at both campus locations:

The faculty of Germanna Community College recognizes that academic honesty is an integral factor in developing and sharing knowledge. We support the concept of academic honesty, practice academic honesty in our classes, and require academic honesty from our students. GCC students are expected to maintain complete honesty and integrity in the completion and presentation of all academic assignments and examinations. Any student found guilty of cheating, plagiarism, or other dishonorable acts in academic work is subject to disciplinary action.

Academic Dishonesty: Academic dishonesty is cheating and stealing. Academic dishonesty includes, but is not limited to:

Disciplinary Action: All course outlines will include statements regarding academic honesty. When a student is found to have been academically dishonest, the following disciplinary actions may be taken:

Contesting Allegations of Academic Dishonesty: A student who wishes to contest an allegation of academic dishonesty has access to the Student Grievance Policy for this purpose.

The following Statement of Student Rights and Responsibilities was approved by the Germanna Community College Board on May 12, 1978, revised June 1994. These policy statements were reviewed by representatives of the students and faculty prior to College Board approval.

Questions or recommendations regarding the policy contained herein should be address to the Dean of Student Services.

Nursing students must also adhere to standards of conduct outlined in the Nursing Program Student Handbook.

STATEMENT OF STUDENT RIGHTS & RESPONSIBILITIES

Introduction: This statement is designed to clarify the rights that the student may expect to enjoy as a member of the Germanna student body. In addition, those responsibilities which admission to the College places upon the student must be understood. Awareness of and adherence to this statement should create a safe and comfortable environment that fosters learning.

By accepting an offer of admission, the student agrees to adhere to this statement of rights and responsibilities. In so doing, the student is guaranteed the privilege of exercising certain rights without fear of prejudice to include:

The pursuit of educational goals and learning opportunities within the curricula of the College and within the resources of the College.

Disciplinary sanctions only with due process as provided herein.

Free inquiry, expression, and assembly provided such actions do not interfere with the rights of others or the effective operation of the institution.

Fair and justifiable academic evaluation of student performance.

Administration of College Policy: Responsible for the administration of the College is the President who is subject to the Chancellor of the Virginia Community College System and the State Board of Community Colleges. It is the President’s duty to administer the laws of the Commonwealth of Virginia as they are applicable to the College and to fairly implement the policies, rules, and regulations of the State Board for Community Colleges, the Chancellor of the Virginia Community College System and the Germanna College Board.

Any authority or responsibility or duty granted to or imposed upon the College President may be delegated to another person or persons on the faculty or staff of the College. The President or an appropriate delegate may take whatever legal or institutional action is necessary to activate this authority.

Standards of Conduct: Students who associate themselves with Germanna Community College are expected to act as responsible adults and maintain standards appropriate to membership in the College community.

The following misconduct is subject to disciplinary action:

Violation of College policy and procedure on demonstrations. This policy and procedure is in Section 6.5.1 in the VCCS Policy Manual. A copy of the policy may be obtained from the Dean of Student Services.

Solicitation and sales without prior approval of the Dean of Student Services.

Violation of any rule or regulation contained within the official publications of the College or announced as administrative edict by a College official or other person authorized by the President.

Sanctions: Violation of one of the standards of conduct stated above may result in one or more of the following actions. (The listing of the sanctions is not intended to imply a sequential order in which they may be applied. The severity of the alleged offense will determine which of the sanctions may be applied).

Informal Resolution: An oral request to a student from an instructor or an administrator to refrain from the perceived violation of the standard of conduct. Should the perceived violation occur in a classroom or laboratory setting and should the student refuse to refrain from the conduct, the instructor may require the student to leave the classroom or laboratory and may also issue an admonition as defined below.

Admonition: A written statement to a student that he/she has been perceived as having violated a standard of conduct and may be subject to more severe disciplinary action.  Instructors or administrators may issue admonitions.  A copy of the admonition must immediately be provided to the Dean of Student Services.  Should the instructor of administrator be unable because of the circumstances of the alleged violation to present the written statement to the student directly in person, it should be delivered to the student by certified mail. The Dean will retain the admonition in the student’s disciplinary file.

Disciplinary Probation: Prohibition of the student from participating in the extracurricular activities of the College, including the holding of any student office for a specified period of time, not to exceed one academic year. Disciplinary probation may be imposed by the Dean of Student Services, who will document the probation in the student’s disciplinary file and present a statement of the probation to the student, either directly in person or by certified mail. The student may respond to the disciplinary probation, and this response must be documented and placed in the student’s disciplinary file.

Restitution: Required reimbursement for damage to or misappropriation of property. Restitution may be imposed by the Dean of Student Services, and may take the form of appropriate services or other compensation. The Dean will document the violation of the standard of conduct and the nature of the restitution and will include this documentation in the student’s disciplinary file. The Dean will inform the student of this action either directly in person or through certified mail. The student may respond to the ordered restitution, and this response must be documented and placed in the student’s disciplinary file.

Temporary Suspension: Prohibition of a student form attending class as a result of a perceived violation of a standard of conduct. Temporary suspension is to be for no longer than one-fifteenth of the scheduled class time for the semester. Temporary suspension may be imposed by instructors of administrators, who should immediately provide written notice of the suspension to the student, either directly in person or by certified mail, with a copy to the Dean of Student Services. The Dean will retain the written notice in the student’s disciplinary file.

A student who wishes to appeal the temporary suspension must meet with the Dean of Student Services within twenty-four hours of receiving notice of the suspension. The decision of the Dean will be final.

Interim Suspension: Immediate suspension of a student pending a hearing or further appeals. Interim suspension may be imposed by the President or the President’s delegate if that authority judges that the presence of the student may substantially interfere with the educational process, or may interfere with the rights of others on campus, or may pose a threat of harassment or danger to the Germanna faculty, staff, administrators, the student accused of violating a standard of conduct, or others on campus. The issuing authority must inform the student in writing of the justification of the interim suspension. This written justification shall be delivered to the student directly in person or by certified mail. The issuing authority must also provide a copy of the notice to the Dean of Student Services for inclusion in the student’s disciplinary file. The issuing authority must provide the student with an opportunity to respond to the justification of the interim suspension. This response and the issuing authority’s decision must be provided to the Dean of Student Services in a document, whose content both parties agree represents a fair summary of the case to that point.

The interim suspension will remain in effect until the Dean of Student Services or the Review Committee or the President, as provided below, has rendered a final decision.

Suspension: Prohibition of a student from attending the College as a student for a definite period of time, not to exceed one calendar year. The President, by the President's delegate, or the Dean of Student Services, may impose suspension.  The imposing authority will document the justification and conditions of the suspension and will provide a written copy of the documentation to the student either directly in person or by certified mail. The imposing authority will also provide this documentation to the Dean of Student Services, who will retain it in the student’s disciplinary file. If the student appeals the suspension, a Review Committee must review the case as described below before the suspension will take effect.

Dismissal: Prohibition of a student from attending the College as a student for an indefinite period of time. Conditions under which the student may be readmitted to the College will be stated in the order of dismissal. The President, the President’s delegate, or the Dean of Student Services may impose dismissal. The imposing authority will document the justification and conditions of the dismissal and will provide a written copy of the documentation to the student, either directly in person or by certified mail. The imposing authority will also provide this documentation to the Dean of Student Services, who will retain the document in the student’s disciplinary file. If the student appeals the dismissal, a Review Committee must review the case as described below before the dismissal will take effect.

Make-up Work: Instructors are not required to provide make-up work for students who cannot attend class due to temporary suspension, interim suspension, suspension, or dismissal. However, if a student successfully appeals one of these sanctions, instructors must provide make-up options that do not penalize the student for missed work.

Review Committee and Hearing: The student has the right of appeal to a Review Committee in cases where the sanction of interim suspension, suspension, or dismissal has been applied. If the student waives his or her right of an appeal and a hearing, the Dean of Student Services will determine and impose the sanction. The Dean will document the waiver of appeal and hearing and retain the document in the student’s disciplinary file.

Review Committee Selection: If the student exercises the right of appeal, as provided above, the President shall appoint an impartial Review Committee. The Committee shall include: one College administrator, two College faculty members, one student selected by the Dean of Student Services in consultation with the Student Government Association, and one student recommended by the student making the appeal. (Neither the College administrator nor either College faculty member may be the person having brought the charge of the violation of the standard of conduct. A student selected for the Committee may not be a relative by blood or by marriage of the student making the appeal).

Review Committee Procedure: To provide an orderly procedure for handling of disciplinary cases with due process, the following steps will be used in cases referred to the Review Committee.

The President or his delegate shall immediately notify the student of the composition of the Committee after its formation. This notification shall be either directly in person or by certified mail. The student may object to the inclusion of any member of the Committee for cause within twenty-four hours of having received notice of its composition. The President shall consider the merits of any objection and shall change the Committee if the President judges the objections to be valid.

Within five college business days of the final establishment of the Review Committee, the Dean of Student Services will provide to the student and to the Review Committee a written statement outlining the alleged violation of the standard of conduct with which the student is charged. The Dean will provide this statement to the student either directly in person or by certified mail.

Within ten college business days following its receipt of the written statement from the Dean, the Review Committee shall conduct a hearing to determine what sanction, if any, should be imposed on the student.

The student has the right to consult any attorney at his or her own expense. An attorney may be present during the Review Committee hearing, but may not interrogate or address the committee or witnesses. The student and his or her attorney may consult during the hearing, but any consultations must take place outside the hearing room and should be kept within reasonable limits, as determined by the Committee, with regard to their frequency and duration.

Witnesses may be called by either the Review Committee or the student to testify, and the Committee and the student may cross-examine witnesses. The Review Committee may exclude witnesses from the hearing unless those witnesses are to provide testimony or undergo cross-examination.

All parties at the hearing may examine documentary evidence.  Evidence that is relevant, and not unduly repetitive, shall be admissible. Hearsay evidence that is relevant is admissible, but the Committee shall not base its decision exclusively on hearsay evidence.

An audiotaped record of the hearing will be maintained and will be made available to the student. A copy of this record will be retained by the Dean of Student Services, and its availability will be noted in the student’s disciplinary file.

Within five calendar days following the conclusion of the hearing, the Review Committee shall communicate its decision in writing to the student and to the Dean of Student Services. The decision will be communicated to the student either directly in person or by certified mail.

Appeal of the Review Committee’s Decision: The Review Committee’s decision may be appealed to the President in writing by the Dean of Student Services or by the student within ten calendar days after receipt of the written decision. The President will review the appeal based on the Review Committee’s record and on any additional relevant and valid information which has been provided but which was not available at the time of the Review Committee’s hearing. The President will render a final decision within ten calendar days of receipt of the appeal.

CAMPUS DEMONSTRATIONS

The right of peaceful demonstration for protest is granted within the institutional community. The institution retains the right to assure the safety of individuals, the protection of property, and the continuity of the educational process.

Orderly demonstrations and other forms of peaceful protest are permitted on institutional premises under the following guidelines and procedures:

To prevent misunderstandings, the State Board has issued the following clarification:

NON ACADEMIC COMPLAINT

A non-academic complaint is any difference of opinion or dispute between a student and an instructor, administrator, staff member or another GCC student pertaining to the interpretation and/or application of the policies and procedures of the College and the Virginia Community College System excluding issues of instruction and classroom management.  Non-academic grievances shall also include those pertaining to student governance issues, student activities, arbitrary and capricious management decisions, advising, and other concerns that the students might present for redress.

A student who is experiencing dissatisfaction in a non-academic matter at the College must first discuss the complaint with the College official involved.  Every reasonable effort must be made by both parties to resolve the matter through informal discussion.  After this informal discussion, students who continue to feel they have a valid non-academic complaint must report this complaint to the Dean of Student Services.  The Dean will work with all parties involved to mediate the complaint in a timely manner.  In order to mediate the complaint, the Dean may engage faculty or staff members relevant to the complaint in an informal discussion.  The decision of the Dean regarding non-academic complaints is final.    

STUDENT GRIEVANCE PROCEDURE

The purpose of the student grievance procedure is to provide an equitable and orderly process to resolve grievances at Germanna Community College. A student who is experiencing dissatisfaction in an academic matter at the College must first discuss the complaint with the instructor involved. Every reasonable effort should be made by both parties to resolve the matter through informal discussion. After this informal discussion, students who continue to feel they have a valid complaint of unlawful discrimination or unfair treatment may resolve their complaints through the grievance procedure outlined herein. The procedure provides for an expeditious and fair resolution of the complaint while protecting the student and College form a prolonged and complicated process.

Germanna Community College endorses and complies with all federal and State laws and policies which maintain and promote equal employment and educational opportunities without regard to race, color, gender, age, religion, national origin, political affiliation, veteran status, or disability.

Definitions:

Student: Any person enrolled full- or part-time in credit or noncredit courses at Germanna Community College.

Academic Grievance: An academic grievance is any difference of opinion or dispute between a student and a faculty member about learning activities as they affect the student. This may include grading, instructional procedures, attendance, instructional quality, and situations where the student believes he or she is being treated arbitrarily. It is a formal, written complaint of unlawful or unfair treatment charged by a student against the College with respect to the application of the laws, rules, policies, procedures, and regulations under which the College operates. A complaint may exist and be resolved without initiating the formal grievance process.

Note: Separate grievance policies and procedures address issues of sexual misconduct and issues of access and accommodations for individuals with disabilities. In cases of sexual harassment allegations, it is not required that the initial complaint be filed with the individual against whom the complaint is being lodged. Students experiencing sexual harassment should report this directly to the Dean of Student Services. See the Germanna Community College College-Wide Policies section of the College Catalog and Student Handbook.

Time Limits: The grievance process must be initiated within thirty calendar days following the event giving rise to the grievance, or within thirty calendar days of the time when the student reasonably should have gained knowledge of its occurrence, whichever comes first. The appropriate Dean of Instructional Services shall determine the date upon which the grievance occurred. Once a grievance is initiated, the time limitations for either party may be extended by written mutual agreement. If there is no mutual agreement to extend the time limits set herein, and if a decision at one level is not appealed to the next level within the time limit specified, the decision rendered at the previous level shall be final.

Note: It should be understood that the student who chooses to file a grievance must assume the burden of proof for such a grievance by providing factual evidence to substantiate his/her claims.

Steps for Filing an Academic Grievance:

Level 1: If resolution cannot be reached through informal discussion with the instructor involved, the student may file an academic grievance by completing a Student Academic Grievance form and submitting it to the faculty member against whom the complaint is directed, with a copy to the appropriate Dean of Instruction, within the thirty-day time limit. The Student Academic Grievance form may be obtained from the Office of the Deans of Instruction on either campus. Both parties to the grievance are responsible for keeping copies of all paperwork associated with the grievance procedure in the event that the procedure should progress to higher levels. Within 10 college business days of receipt of the written grievance, the faculty member shall respond to the student with a written decision delivered by certified mail, with a copy to the Dean of Instruction.

Note: If the faculty member is no longer at the College, the complaint must be made to the faculty member’s direct supervisor.

Level 2: If the student is not satisfied with the disposition of the grievance at Level 1, the written grievance submitted at Level 1 along with the faculty member’s written response may be submitted within seven college business days of receipt of the Level 1 response to the Dean of Instruction who supervises the faculty member against whom the grievance was filed. The Dean will then discuss the matter with both the student and the faculty member individually. The Dean may choose at this point to issue a written decision delivered by certified mail to both the student and the faculty member, and said decision must be rendered within ten college business days of receipt of the grievance. Alternatively, the Dean may choose at this point to arrange a meeting with the principals. The date for this meeting must be chosen within ten college business days following the receipt of the grievance. The meeting itself may occur as much as seventeen days after the receipt of the grievance. If such a meeting occurs, each party may bring one non-participatory observer to the meeting. If the non-participatory observer is an attorney, the party retaining the attorney must notify the other party and the Dean at least five college business days prior to the hearing. The attorney’s role is as an observer; he/she may not speak to the Dean, the opposing party, or the party who engaged him/her while the meeting is in session. A written decision delivered by certified mail will be rendered to the principals within five college business days following the meeting.

Level 3: If either party to the grievance is not satisfied with the disposition of the grievance at Level 2, the written grievance submitted at Level 1 along with the faculty member’s and Dean’s written responses may be submitted to the Vice-President for Academic Services within seven college business days of receipt of the Level 2 response. The Vice-President at this point shall schedule a meeting with the principals. The date for this meeting must be chosen within ten college business days following the receipt of the grievance. The meeting itself may occur as much as seventeen days after the receipt of the grievance. At the Level 3 meeting, the student and the faculty member may each bring one non-participatory observer. If the non-participatory observer is an attorney, the party retaining the attorney must notify the other party and the Vice-President at least five college business days prior to the hearing. The attorney’s role is as an observer; he/she may not speak to the Vice-President, the opposing party, or the party who engaged him/her while the meeting is in session. A written decision delivered by certified mail will be rendered to the principals within five calendar days following the meeting.

Level 4: If either party to the grievance is not satisfied with the disposition of the grievance at Level 3, the written grievance submitted at Level 1, along with the faculty member’s, the Dean’s and the Vice-President’s written responses may be submitted to the President within seven college business days of receipt of the Level 3 response. The dissatisfied party may choose to have the appeal heard either by the President or by a Grievance Panel.

If the dissatisfied party requests that the President hear the appeal, a hearing date shall be set within ten college business days following the receipt of the appeal. The meeting itself may occur as much as seventeen days after the receipt of the grievance. The student and faculty member may each bring one non-participatory observer to the hearing. If the nonparticipating observer is an attorney, the party retaining the attorney must notify the other party and the President at least five calendar days prior to the hearing. The attorney’s role is as an observer; he/she may not speak to the President, the opposing party, or the party who engaged him/her while the meeting is in session. The student and the faculty member may bring up to two persons each to provide testimony that supports their position. Disruptive persons may be asked to leave the room by the President. The meeting will be audiotaped, and either party upon request may procure a copy of the tape after the meeting. Within five college business days after completion of the hearing, the decision of the President shall be provided in writing, delivered by certified mail, to the principals, and the decision shall be final.

If the dissatisfied party requests a hearing by the Grievance Panel, the President shall assemble a Grievance Panel and shall schedule a hearing for the principals before the Grievance Panel. 

The date for this hearing must be chosen within ten college business days following the receipt of the grievance. The hearing itself may occur as much as seventeen days after the receipt of the grievance. The Panel shall consist of the Dean of Instruction who was not involved at Level 2, two faculty members from the pool of persons elected for this purpose, and two students selected by the Dean of Student Services in consultation with the Student Government Association. The Dean of Student Services shall serve as Chair of the Panel and shall vote only in case of a tie.

The Chair of the Panel is responsible for distributing the documentation provided by the grieving parties, determining the issues of the case to be heard, and conducting the hearing in an orderly efficient, and equitable manner. At the beginning of the hearing, the Chair will review issues of the case with the group and establish the procedure by which the testimony will be presented. The Chair may decide on the length of time needed to explore an issue, set time limits for speakers, and ask for testimony by any person deemed important to the investigation of the facts. The student and faculty member may each bring one non-participatory observer to the hearing. If the nonparticipating observer is an attorney, the party retaining the attorney must notify the other party and the Chair of the Grievance Panel at least five calendar days prior to the hearing. The attorney’s role is as an observer; he/she may not speak to the Chair of the Panel, the opposing party, or the party who engaged him/her while the meeting is in session. The student and the faculty member may bring up to two persons each to provide testimony that supports their position. Disruptive persons may be asked to leave the room by the Chair. The meeting will be audio taped, and either party upon request may procure a copy of the tape after the meeting. The Chair will prepare the recommendations of the Grievance Panel and present them as the final outcome of the grievance, delivered by certified mail to both parties within five business days. The decision of the Panel shall be final.

General Provisions: In no case may an individual involved at an earlier level of the grievance serve on the Grievance Panel.

The Grievance Panel or President has the responsibility to interpret the grievance in light of established laws, rules, policies, procedures, and regulations. The Grievance Panel does not have the prerogative to formulate or change College policies or procedures nor to commit State resources. The President may not change policy or procedure to resolve a grievance, but may, as a result of the grievance, formulate new policy to cover future cases.

Copies of the final resolution of the grievance shall be forwarded to the principals concerned and to all administrative officials involved in the grievance. Files of resolved grievances shall be forwarded to and maintained in the office of the Vice-President for Academic Services. All principals to a grievance shall have the right to copies of all written information presented in the grievance procedure.

DOMICILE APPEALS PROCESS

A student who disagrees with an initial tuition classification may make an oral or written appeal to the Registrar within ten calendar days of the initial notification. The student may be asked to provide additional domicile information to supplement the Application for Virginia Domicile. The Registrar will respond to the appeal within fifteen calendar days.

If the student still disagrees with the tuition classification, the student may file a final written appeal with the Dean of Student Services, for consideration by the Domicile Appeals Committee. The Domicile Appeals Committee shall consist of two members of the College’s Student Support Committee and the Dean of Student Services. No person who serves at one level of this appeals process shall be eligible to serve at any other level of this review. This written appeal must be made within five calendar days of the student’s notification of the first appeal. The Domicile Appeals Committee will notify the student in writing of the final administrative decision within thirty calendar days of receipt of the appeal.

A student who is not satisfied with the outcome of the review by the Domicile Appeals Committee may appeal to the appropriate circuit court. The student must file a petition for review with the court within thirty calendar days of receipt of the decision by the Domicile Appeals Committee.

Note: The Guidelines for Determining Domicile and Eligibility for In-State Tuition Rates set forth in Section 23-7.4 of the Code of Virginia will be followed by Germanna Community College throughout the domicile appeals process.

ACCESS TO STUDENT RECORDS

Transcripts

A student may request that a copy of their student permanent record be forwarded to other educational institutions, employers, or any person(s) designated by the student. A student must authorize the release of their transcript by submitting a signed written request, accessing the Transcript Request Form through GCCOnline at www.gcc.vccs.edu or by completing a Transcript Request Form, available in the Admissions and Records Office at either campus. There is currently no fee for transcripts. Generally, transcript requests will be processed within five business days.

Due to the limitations on access to student information under the Family Educational Rights and Privacy Act of 1974, telephone, email and third party requests for transcripts cannot be honored. This includes transcriipt requests from parents of students. Germanna will not release a transcript for any student who has unresolved financial obligations with the College.

Note: The College does not provide copies of transcripts from other institutions. Such copies must be obtained from the originating source.

Notification of Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

w The right to inspect and review the student’s education records within 45 days of the day the College receives a request for access. Students should submit to the appropriate records custodian written requests that identify the record(s) they wish to inspect. The records custodian will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

w The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading. A student should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

w The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agency); a person serving on the College Board; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

w The right to withhold the disclosure of any or all items of directory information. FERPA permits institutions to identify certain items of student information as "directory information." Germanna identifies directory information as the student’s name, address, curriculum, dates of attendance, and degrees and/or certificates received.

Germanna may disclose any of these items without prior consent, unless the student notifies the Admissions and Records Office, in writing during the first ten days of the semester, that this information remains confidential.

w The right to file a complaint with the U. S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is: Family Policy Compliance Office, U. S. Department of Education, 600 Independence Avenue, SW, Washington, DC 20202-4605.

w school officials, as identified by Germanna Community college, determined by Germanna Community College to have a legitimate educational interest,

w officials of other institutions in which the student seeks to enroll,

w persons or organizations providing to the student financial aid, or determining financial aid decisions,

w accrediting organizations, carrying out their accrediting functions,

w parents of a student who have established that student’s status as a dependent according to IRS Code of 1986, Section 152,

w persons in compliance with a judicial order or a lawfully issued subpoena,

w persons in an emergency, if the knowledge of information, in fact, is necessary to protect the health or safety of the student or other persons.

w The student lives within commuting distance of Germanna Community College; if student is within commuting distance, the student may be asked to come and view the file at the office rather than making a full set of copies of all file contents.

w The student has an unpaid financial obligation to the College.

   w There is an unresolved disciplinary action against the student.

Fees for Copies of Records: Germanna Community College does not charge a fee for the copying of a transcript at this time. However, a reasonable charge may be assessed to provide copies of other records and to cover the expenses of copying time and postage.

Types, Locations, and Custodians of Educational Records:

Admissions & Records
Location: Registrar’s Office
Custodian: Registrar

Cumulative Academic Records
Location: Registrar’s Office
Custodian: Registrar

Financial Aid Records
Location: Financial Aid Office
Custodian: Coordinator of Financial Aid

Financial Records
Location: Business Office
Custodian: Business Manager

Placement Testing
Location: Counseling Centers at both campuses
Custodians: Lead Counselor, Locust Grove Campus; Lead Counselor, Fredericksburg Area Campus

Disciplinary Records
Location: Student Services
Custodian: Dean of Student Services

RETENTION OF STUDENT RECORDS

CHANGES TO OFFICIAL STUDENT RECORD

Students wishing to make any changes or corrections to identifying information on file at the College must complete a Change Form. This includes changes of name, address, telephone number, and curriculum. Change Forms are available in the Admissions and Records Office.

FACSIMILE DOCUMENTS

It is not the policy of the College to facsimile transcripts or other academic documents. Germanna Community College reserves the right to decline to send and/or receive records via facsimile transmission if the College considers the use of facsimile documents inconsistent with policies or the best interest of the institution or its students.

BOOKSTORE

w Full refund given 15 days after the first day of class.

w New and used books are the only items refundable.

w New books must not be written in.

w If the book was purchased wrapped in plastic, money will be refunded only if the book is returned unopened in the plastic wrap.

w The original receipt must be presented for a full refund.

w There is a 10-day waiting period on refunds/returns if payment was made with a check.

BULLETIN BOARDS

Specific bulletin boards for student use are located outside the student lounge area and in the hallways or other designated areas at both campuses. There are also several boards for the express use of designated clubs and contain information about upcoming activities and events. The Dean of Student Services must approve the designation of bulletin boards for specific use.

All flyers, posters, and other promotional material from clubs must be stamped by the Counseling Center before it can be posted. Any flyer not stamped will be removed. Also, any flyer in a non-designated area (on a bulletin board designated for a specific purpose, on a wall, etc.) will be removed.

Part of the bulletin board located near the Student Lounge areas at both campuses (the left one-quarter) is available for students to use to make announcements, sell books, arrange car pools, or other pertinent uses. Items to be posted must not be larger than a legal-sized sheet of paper and must be approved by the Counseling Center. All items must be stamped and may not be posted for longer than 60 days.

CAMPUS CONNECTIONS

Campus Connections is the official newsletter of the Student Activities Office. The newsletter encourages submissions from students about events, activities, etc., as space permits. Please check with the Student Activities Coordinator about deadlines.

STUDENT LOUNGE

Vending machines are available in the Student Lounge for the enjoyment of students, faculty and staff. Students are expected to act in a manner respectful of the rights of others to comfortably use the same facility.

STUDENT E-MAIL ACCOUNTS

Individual e-mail accounts are available to all students. All students are encouraged to use these accounts to facilitate student/instructor interaction. Students can go to the Academic Computing Center at either campus to find out what their account is. Instructions for obtaining student e-mail accounts are also posted on Germanna’s website under the Library link.

STUDENT HEALTH INSURANCE

The Virginia Community College System endorses and makes health insurance coverage available to students enrolled at Germanna Community College. The College does not accept applications or payment. Students obtain coverage by mailing the applications directly to the company. Brochures with information about this insurance policy, coverage and costs are available in the Counseling Center.

LOCKERS

Lockers are available to students on a first-come, first-served basis. To reserve a locker, please contact the Counseling Center at either campus.

LOST & FOUND

Report all lost and found articles to the Admissions and Records Office. "Found" articles may be claimed at the same office.

LOCKED OUT OF VEHICLE / AUTO PROBLEMS

If keys are accidentally locked inside a vehicle or emergency repair/towing assistance is required, contact the switchboard operator or the campus security officer located at the switchboard desk at the main entrance to the Locust Grove Campus. For assistance at the Fredericksburg Area Campus, contact the campus security officer.

EMERGENCIES

In all types of emergencies, it is important to remain calm. Below are instructions on how to deal with the most common potential emergencies that could occur at Germanna.

Fire: Do not attempt to fight the fire until the alarm system has been activated. Pull one of the emergency fire alarms located in the hallways throughout the building for the purpose of evacuating the building immediately. Report the location of the fire to the switchboard operator in person or by dialing "0" from any telephone in the building. The local fire and rescue squad will be notified via the fire alarm security system.

Fire extinguishers are located in the hallways throughout the building. Students are encouraged to acquaint themselves with where the extinguishers are located.

Auto Accidents: Notify the switchboard/receptionist who will then call the State Police and the Office of Student Services. Student Services will notify the appropriate administrators for rerouting traffic and attending to the safety of others until the State Police arrive.

Medical Needs: The College does not provide health services on campus. Medical care is the individual responsibility of each student. However, in case of serious injury or medical emergency, the rescue squad will be called.

When emergency services are required, the switchboard operator should be contacted to place the call to the Rescue Squad. While not required to do so, individuals on campus who can assist with medical emergencies until the Rescue Squad arrives are members of the nursing faculty and the physical education instructor. The Building and Grounds Supervisor should be contacted to assist with directing the Rescue Squad to the injured person. All emergencies should be reported to the Dean of Financial and Administrative Services. If the emergency involves a student, the Dean of Student Services should also be notified.

If the College switchboard operator is unavailable, emergencies can be reported directly by dialing 9-911 from campus telephones. Pay telephones may also be used for this purpose. When using pay telephones, dial 911; no coins are needed.

In the event of an on-campus auto accident, please contact the Office of Student Services immediately and then follow emergency procedures outlined under Auto Accidents.

HEALTH SERVICES

Since health services at the College are extremely limited, students are cautioned to be safety-conscious both at and traveling to and from the College. If first aid is needed or if a student who is mildly ill and needs someone to contact a family member/friend, the student should come to the Counseling Center. First aid supplies are available for students who need them. Contact the switchboard operator at either campus for locations of first aid kits.

WELLNESS CENTER

The Germanna Community College Wellness Center, located in Rooms 608 and 609 at the Locust Grove Campus, is a wellness facility for students, staff, faculty and individuals from our surrounding communities. College students and personnel work together in the Wellness Center to promote a healthy learning and work environment.

Individuals are encouraged to visit the Wellness Center for health information and/or fitness evaluation. Also, individuals may exercise in the Center or simply relax and listen to a stress reduction tape.

Wellness Center hours vary from semester to semester. A current schedule will be posted each semester on the door of Room 608 and in the Student Lounge at the Locust Grove Campus.

STUDENT ACTIVITIES

Student Clubs & Organizations

Students are encouraged to participate in one or more of the active clubs and organizations at Germanna. Students are also encouraged to initiate new clubs. Clubs and activity programming allow students to participate in educational, social, and leadership activities. Participation in clubs and activities contributes to and enhances the total learning experience. Some of the activities have included cultural festivals/fairs, musical presentations, performers, plays, movies, lecturers, trips to events/museums, etc.

College faculty and staff serve as advisors to student clubs. However, clubs continue and thrive based on student participation and interest. In recent years the following clubs and organizations have been active at Germanna:

Art Club: The focus of this club is in learning and participating in many forms of art and sharing their interest in art with others.

Baseball Club: The Baseball Club at Germanna Community College is an organized athletic club, which engages in friendly competition with other community college clubs.

Basketball Club: The Basketball Club at Germanna Community College is an organized athletic club, which engages in friendly competition with other community college clubs.

Biology Club: The Biology Club focuses on the different areas of Biology. They participate in field trips and other learning experiences.

The Black Studies Association: The BSA was established to expand the opportunities of its members; to exercise and develop the talents of its members, and to enhance the appreciation for Afro-American culture. Emphasis is placed on education and encouraging interaction among all studetns, faculty, and staff. MEMBERSHIP IS OPEN TO EVERYONE!!

Beautiful Hand Signs Club: The Beautiful Hand Signs Club is designed to promote an interest in American Sign Language and the deaf community.

Business Club: The goal of the Business Club is to bring the student and professional together in a positive working relationship that will benefit both the student and the community.

Christian Fellowship Club: The purpose of this organization will be to share the truths of Jesus Christ, teaching persons how to experience the fullness of the Christian life as taught in the Bible.

Drama Club: The Drama Club is interested in all aspects of theatre. It participates in field trips and other learning experiences.

Germanna P.A.A.L.S. (People Advocating Accessible Learning and Services): The purpose of the organization shall be to inform and discuss student issues of learning and physical disabilities.

History Club: The focus of this club is to foster awareness and interest in history. All historical interests are welcome and encouraged to participate.

Martial Arts Club: The focus of this club is the preservation of the respect and moral tradition of the Martial Arts. All styles, ranks, and ages are welcome.

Phi Theta Kappa (Alpha Lambda Psi Chapter): Phi Theta Kappa annually provides support to many College activities, such as registration and commencement exercises. Its Adopt-A-Highway cleanup program is an on-going community service project for the chapter. PTK has been represented at all regional meetings, conferences, and workshops for the last seven years. Germanna hosted the Regional Convention in 1994, and participated in the International Convention as part of Host Region in 1996.

Police Science Club: This club is devoted to the furtherance of professionalism in all areas of criminal justice. It strives to encourage greater cooperation among criminal justice agencies and to promote greater understanding between the community and the profession.

Student Government Association: The purpose of the SGA is to encourage communication between students, faculty, and administration. It promotes and coordinates student organizations and activities that include a wide range of interest. The SGA encourages and develops students as effective members of the College and community and encourages better school spirit. The SGA acts as the official voice of the student body to the administration of the College.

Student Nursing Association: This club participates in many activities revolving around the health field (ex. Health and Fitness Fair, American Red Cross Blood Drive, Flu Shots, and free Blood Pressure Screenings).

Germanna has several other clubs students are interested in that are not fully established. They are as follows:

Chess Club

Choir

Computer Club

Ecology Club

Philosophy Club

Volleyball Club

Germanna Association of Night Students

Approval of New or Reestablished Student Clubs

Students are encouraged to establish clubs based on new interest or reactivate clubs, which are no longer active. Campus organizations and student activities are encouraged and may be established for any lawful purpose. All student activities and organizations operate under the Student Government Association (SGA) so long as the SGA remains viable. To move toward and receive formal recognition, a College group must:

Submit an application for recognition to the Student Government Association. The application must include a statement that the group will abide by all the laws and regulations of the College and State Board of Community Colleges. The application must also include a list of officers and copies of the group’s constitution and bylaws along with a signed statement by a College employee stating that said employee is willing to serve as the campus advisor to the group.

Within 10 working days of receipt of the application for recognition, the SGA shall make a recommendation to the Dean of Student Services regarding formal recognition of the group. The Dean of Student Services shall approve or disapprove the application within 5 days of receipt of the SGA’s recommendation. In the event that the SGA fails to deliver a recommendation to the Dean of Student Services within 10 days, the Dean of Student Services shall act on the application without the SGA’s recommendation.

In the event that the Dean of Student Services disapproves the application, the group may appeal the decision in writing to the College President. The President shall render a final decision within 10 college business days of receipt of the appeal.

Where there is affiliation with an external organization such as a national honor society, that organization’s constitution and bylaws shall be filed with the SGA. Amendments shall be submitted to the SGA within a reasonable time.

All organizational funds shall be handled in accordance with established Virginia Community College System policy.

College recognition of an organization implies neither approval nor disapproval of the aims, objectives, and policies of the organization. However, membership in any recognized organization shall be open to any member of the College community without regard to race, color, gender, age, religion, national origin, political affiliation, veteran status, or against otherwise qualified persons with disabilities.

Individual members of any organization who engage in illegal activities on or off campus may have sanctions imposed against them as set forth in the Statement of Student Rights and Responsibilities. Members retain the right of appeal as set forth in the Statement of Student Rights and Responsibilities.

Student Publications

A student, student group, or student organization shall not distribute or communicate material on campus without prior approval of the Dean of Student Services. Approval shall be granted within 5 college business days unless, in the opinion of the Dean of Student Services, the material violates the Code of Ethics of the Society of Professional Journalists. Libelous or obscene material does not conform to the Code of Ethics of the Society of Professional Journalists.

All student communications shall explicitly state on the editorial page that the opinions expressed are not necessarily those of the institution or its student body.

Editors and managers shall not be arbitrarily suspended because of student, faculty, administration, or community disapproval of editorial policy or publication content. This editorial freedom entails a corollary obligation under the Code of Ethics of the Society of Professional Journalists. The Code of Ethics of the Society of Professional Journalists will be made available by the faculty advisor of the student publications. Copies of the Code of Ethics of the Society of Professional Journalists are also available in the office of the Dean of Student Services.

Any breach in the Code of Ethics of the Society of Professional Journalists perpetrated by a student publication will be referred to the Advisory Council to the Dean of Student Services which will judge publication content solely by the Code of Ethics of the Society of Professional Journalists. If a breach in the Code of Ethics of the Society of Professional Journalists is judged significant, Advisory Council to the Dean of Student Services has the authority to sanction or dismiss the editor of the publication.

The Advisory Council to the Dean of Student Services will approve the appointment of publication editors. When a vacancy exists, the publication faculty advisor will recommend a student(s) to fill the position. This student will be assessed for academic good standing, experience, and commitment to the publication.

Student Participation in College Governance

Student participation in College decision-making and policy development is strongly encouraged. Students are nominated by the faculty and staff to serve on the following College standing committees: EEO/AA, Advisory Council to the Dean of Student Services and Technology committee. Student representatives are invited to serve on special and ad-hoc committees when established. The Student Government Association is considered the representative organization for the student body and is consulted for student response, reaction and feedback on relevant issues as they arise.

Student Activities Fund

A Student Activities Fund is established to support the program of student activities. This fund evolves from a $0.50 per credit hour activity fee collected from students and funding from the local jurisdictions of the College. The funds in this account are to be spent only for student activities that have been authorized by the College. The Germanna Community College Board is responsible for the operation and control of these funds under the specific methods and procedures established by the State Department of Community Colleges and approved by the State Auditor. The Dean of Student Services supervises and authorizes all expenditures from the Student Activities Fund.

SGA Mini-Grant Program

SGA initiated the Mini-Grant program in 1994 as a method of disbursing student activities funds to student clubs, organizations, ad-hoc student groups and faculty. It is designed to give an equal opportunity to all students and groups to obtain funding based on their level of effort, creativity and planning for the GCC community. A specified amount is allocated for Mini-Grant projects each year. Students are advised to submit proposals as early as possible in the academic year.

Guidelines:

w Mini-Grants are available to established College clubs, newly formed clubs, classes, faculty and ad hoc groups addressing a specific topic or issue. All groups requesting funds must have a faculty sponsor or advisor.

w A single Mini-Grant request may not exceed $400. Two groups may work cooperatively on a project and request up to $800.

w Mini-Grant proposals must be neatly typed and be accompanied by the Mini-Grant Approval Form. The format and approval form are available from the Student Activities Coordinator or on Germanna’s homepage.

w Mini-Grant proposals must be submitted to the Student Activities Coordinatoar at least two weeks prior to the event. The SGA and the Dean of Student Services will review proposals. A member of the submitting organization should attend the SGA meeting when the proposal is being reviewed to answer any questions that can arise. Groups will be notified in writing of the response of their proposal. If the proposal is not recommended for funding, suggestions for improving the proposal for resubmission will be provided if appropriate. Instructions on how to proceed to obtain funding will accompany the approved Mini-Grant Proposal.

Activity Planning Procedures

Student activity planning procedures and forms are available from the Student Activities Assistant or in the Student Activities Office in the Counseling Center. The Student Activities Assistant and the Dean of Student Services must approve all GCC Student Activities. Groups wishing to host activities must submit an Activity Request Form to the Student Activities Coordinator at least two weeks prior to the activity. Mini-Grant requests, if needed, must accompany this form. The Student Activities Office can help with the planning and publicizing of the activity.

The use of College facilities is granted to recognized organizations with the understanding that reasonable conditions may be imposed to regulate time, the appropriateness of the space, and to insure proper maintenance and security. Germanna has alcohol-free, smoke-free campuses.

Steps in Planning a Successful Event:

Before the Event:

w Brainstorm with the group about ideas for an event.

w Check with the Student Activities Coordinator about times and dates for the activity. Please try not to schedule your event at the same time as another event.

w Plan a budget (if necessary). A budget worksheet is available in Student Services.

w Submit an Activity Request Form and Mini-Grant Proposal (if necessary) to the Student Activities Coordinator for approval.

w If necessary, submit a Chaperone Agreement Form (for evening events).

w Give information about event to the Student Activities Coordinator for posting on the Student Activities web site, in the Campus Connections, and on the television PowerPoint presentation. Check with the Student Activities Coordinator for deadlines.

w Publicize your event. See publicity regulations included in this handbook.

w Don’t forget to save all receipts for expenditures if you have a Mini-Grant or other funding.

w Make sure to have people schedule for setting up for the event.

w Take pictures for the scrapbook if possible.

w Please remember to ask participants to fill out written evaluations if possible (see Student Activities Assistant for samples).

w If you have funding such as a Mini-Grant, please get a list of names of attendees for the Business Office.

w Have fun!

w Have people scheduled to help with clean-up.

w Submit receipts and list of names of participants to the Business Office within two days of the event, if you have funding.

w Evaluate your activity and make recommendations for future events.

Fund-Raising by Students or Student Organizations

All fund raising in the name of Germanna Community College or an approved College student organization must be used to support and advance the mission of the College. Fund-raising activities conducted by recognized College student clubs and organizations require the approval of the Dean of Student Services. An individual student or a student group which is not affiliated with a formally recognized College club or organization must obtain approval from the Dean of Student Services for any fund-raising effort which uses the name of Germanna Community College in its promotion. Approval may be requested by submitting an Activities Request Form, available in the Office of Student Services.

The proceeds of all fund-raising activities must be deposited with the College Business Office within 2 business days of receipt. All expenditures must be supported with original invoices or sales receipts. Requests for payment and /or reimbursement of expenses will follow College procurement guidelines that are available in the Business Office. Fund-raising activities that support the Germanna Community College Educational Foundation are governed by bylaws of the College’s Germanna Community College Board and the Foundation Board.

Recreation/Sports Equipment

Recreation activities include volleyball, football, card games, table games, tennis, exercise, etc. Equipment is available for sign-out in the Office of Student Activities within the Counseling Centers.

REFERRAL SERVICES

The counselors have an index of agencies in the community and State. Students who seek an alternative to services provided by Germanna, or need specialized professional care unavailable at the College, can ask a counselor contact information and assistance in making appointments. Referral information is available in areas including substance abuse, family/psychological counseling, family planning, and many other areas. Many community services are offered at minimum or no cost. Following are some numbers that may assist in locating information and assistance. Most of them are toll free or local numbers, so calls for assistance can be placed without charge.

Alcoholics Anonymous (540) 373-2028

Career Information 1-800-542-5870

Caroline County Department of Social

Services (804) 633-5071

Child Abuse/Neglect 1-800-552-7096

Child Development Center (540) 899-4025

National Drug Treatment Hotline 1-800-662-HELP

Counseling for Child Abuse 1-800-422-4453

Culpeper Family Guidance (540) 825-5656

Culpeper Rehabilitative Services (540) 829-4162

Culpeper County Department of Social

Services (540) 727-3436

Family Guidance Services of Madison (540) 948-5911

Family Guidance Services of Orange (540) 672-2718

Fredericksburg Area Community Services
Board Hotline (540) 371-1212

Fredericksburg Department of Rehabilitative

Services (540) 899-4161

Fredericksburg Department of Social

Services (540) 372-1032

King George County Department of Social

Services (540) 775-3544

Legal Aid (540) 371-1105

Legal Aid - Rappahannock Legal Services (540) 825-3131

Madison County Department of Social

Services (540) 948-5521

Missing Children Hotline 1-800-822-4453

Orange County Department of Social

Services (540) 672-1155

Rappahannock Area Community Services

Board - Mental Health (540) 373-6876

Rappahannock Area Council for Child

Abuse Prevention (540) 785-6217

Rappahannock Council on Domestic Violence (540) 373-9373

Services to Abused Families (540) 825-8876

Spotsylvania County Department of Social

Services (540) 582-7065

Stafford County Department of Social

Services (540) 658-8720

Thurman Brisben Homeless Shelter (540) 899-9853

             VA HIV/STD and Viral Hepatitis Hotline 1-800-533-4148