Conditions of College Enrollment

Attendance

Students are expected to prepare for and attend each class. When absence becomes necessary, the student is responsible for making up all missed work in alignment with each faculty member’s published attendance policies.

Registration Procedures

Students may register for courses only during the official registration period.  Requests for entry after that time must be approved by the instructor of the class and the Division Dean. Registration dates will be announced on the college web page (www.sw.edu).  In the event that a class is closed, the student must see the division dean to determine whether additional class seats may be made available.

Students have the capability to register online using the MySouthwest portal and selecting Navigate. Students may also access registration tools via the Student Information System (SIS). Instructions for self-registration are available online, or you can contact the Office of Admissions and Records at 276.964.7238.

All students are encouraged to meet with their Student Success Advisor and/or Faculty Advisors for assistance in course selection to ensure progress toward graduation and transferability of coursework.

Students receiving financial aid should check with the financial aid office prior to making any registration changes as their aid amounts may be affected, and/or they may have to return a portion of their aid.

Add/Drop Procedures

Students should follow the established procedures for making any change in their schedules by the deadlines published on the website. Courses may be added or dropped online, via the MySouthwest portal using SIS, prior to the end of the published add/drop period. Students may also elect to complete a hard copy of the Add/Drop form in Admissions and Records. If a student drops a class prior to the end of the add/drop period for the semester or term, the student’s name is removed from the class roll and no grade is awarded.

Classes with different start or end dates will also have different add/drop and withdrawal dates. Students are responsible for knowing these dates and should check with the Office of Admissions and Records or view the Academic Calendar online for details.

Course Withdrawal Procedures

Prior to withdrawing from class, be sure to discuss it with your Student Success Advisor AND Financial Aid Specialist to ensure you are aware of potential academic and/or financial impact. 

Scenario 1 - “Drop”: If you withdraw from a course prior to the advertised “Last Day to Drop,” the course will not show on your transcript and you will not be charged tuition and fees for the course.

Scenario 2 - “Withdraw”: If you withdraw from a course after the advertised “Last Day to Drop,” but prior to the advertised “Last Day to Withdraw without Academic Penalty,” (60% completion date), a “W” notation will remain on your schedule and transcript. You should check with the Financial Aid Office to determine if you will owe back any funding that may have been applied to your account.

Scenario 3 - “Late Withdraw”: If you withdraw from a course after the published “Last Day to Withdraw without Academic Penalty,” (60% completion date), a grade of “F” shall be automatically assigned.  Exceptions to this policy may be made under mitigating circumstances; such circumstances must be documented and a copy of the documentation placed in the student’s academic file. For more information about mitigating circumstances, contact the Registrar: Alta.Lewis@sw.edu .

A student’s official date of withdrawal is considered to be the date upon which the student’s electronic or written notification of withdrawal is received by the Office of Admissions and Records.

Scenario 4 - “Stopped Attending”: If a student stops attending courses but fails to officially withdraw either electronically or via communication with Admissions & Records or their instructor, they may receive a grade of “F” for that course. The instructor of the course will mark the last date of attendance on the final grade roster, which will determine if the student receives an “F” or a “W”, and also determine how much financial aid will be owed back to the institution.

College Withdrawal Procedure

A student who wishes to withdraw from the College is encouraged to meet with an Advisor and with the Financial Aid Office prior to withdrawal in order to make sure they are aware of the academic and financial consequences that may follow such action. To withdraw from the college, simply withdraw from all of your courses. No additional process is needed.

Audit

Students who wish to audit a course should register using a hard copy “Add/Drop Form”, checking the audit indicator by the desired course, and have the instructor sign the form. If the instructor is not available, the form can be left with the appropriate academic office for consideration and processing back to Admissions. Full tuition and fees must be paid to audit a course.  Audited courses do not count as a part of the student’s course load.   A change from credit to audit must be completed within the add/drop period at the beginning of the semester.

Change of Program

A student desiring to change programs after acceptance or enrollment in a specific program of the College should contact an advisor for assistance.  A Program Change Request form must be completed, signed by the student, and submitted to the Office of Admissions and Records. Student may also request a program change using their VCCS email account to their advisor or directly to Admissions.

Sex Offender Policy

Section 23-2.2:1 of the Code of Virginia requires that the VCCS send enrollment information to the Virginia State Police concerning applicants to institutions of higher education. This information is transmitted electronically and compared against the Virginia Criminal Information Network and National Crime Information Center Convicted Sexual Offender Registry. Language on the web application informs applicants that their information is being transmitted to the State Police.

In the event that the State Police determine that an applicant to Southwest Virginia Community College is listed on the Sex Offender Registry, the State Police will notify Southwest. When the college receives such a notification, the following procedures apply:

1. The applicant will be denied admission to Southwest in accordance with its admission policy as published in its catalog:  Admission Denied/Revoked: Admission to the college, or to college functions or activities, may be denied or revoked to individuals who are unable to demonstrate safe and/or non-disruptive conduct.
2. If the applicant registers for classes and becomes a student before the college receives notification from the State Police, the student will be immediately informed that he/she is being administratively withdrawn from classes and will receive a refund.
3. An applicant may invoke his/her right to an appeal process.

Appeal Process for Denial of Admission or Withdrawal for Convicted Sex Offender 

When a convicted sex offender is denied admission to or is administratively withdrawn from classes at Southwest Virginia Community College, he/she may invoke the following appeal process:

1. The applicant or withdrawn student will receive a letter from the Dean of Student Success stating his/her denial of admission or administrative withdrawal.
2. The applicant/withdrawn student may write a letter of appeal to the Dean of Student Success in which he/she provides the following information:
   1. Disclosure of the nature of the offense for which he/she has been convicted; 
   2. Justification for consideration of admission/reinstatement; 
   3. Statement acknowledging his/her understanding that his/her identity and status as a convicted sex offender will be publicized on the college campus in accordance with federal and state law if he/she is admitted or reinstated
      
      Note: If a student is appealing a denial of admission or administrative withdrawal, he/she must submit the letter of appeal to the Dean of Student Success within seven (7) calendar days of the administrative withdrawal.
3.  A panel of three (3) full-time faculty or administrators will review the information submitted and make a decision by a simple majority vote within fourteen (14) calendar days of receiving the letter of appeal. The Dean of Student Success will serve as the convener of the panel and will be a member of the panel.
4.  The Dean of Student Success will inform the applicant/withdrawn student by letter of the decision of the appeals panel. The decision of the appeals panel shall be final.

Contagious Disease Policy

Southwest has a policy on contagious diseases for the purpose of preventing the spread of communicable/contagious diseases using safety, prevention, and education. A contagious disease is defined for the purpose of this policy as an infectious disease that is spread from person to person through casual contact or respiratory droplets, which may lead to an epidemic or pandemic situation and threaten the health of the campus community. These diseases include but are not limited to:

• Tuberculosis (TB)
• Measles or German Measles (rubella)
• Certain strains of hepatitis and meninges
• SARS and certain strains of influenza

Other potentially less serious infectious diseases, such as chickenpox and pneumonia, will be addressed on a case-by-case basis. Persons who know or have reason to believe they are infected with a contagious disease: 

• should seek expert medical advice;
• are encouraged to advise local health authorities of a possible public health threat;
• must follow the directions of local health authorities in order to prevent the spread of infection and to protect their own health.

Students who know or suspect they are infected with a contagious disease must notify the Dean of Student Success at 276.964.7677. All records regarding this medical information must remain confidential and be filed separately from all other general student records and/or personnel files.

Confidentiality Statement

No person, group, agency, insurer, employer, or institution should be provided any medical information without the prior specific written consent of the student, employee, or other College community member unless required by state and/or federal law. Furthermore, all medical information relating to contagious diseases of students, employees, or other College community members will be kept confidential, according to applicable state and federal law. Medical information relating to contagious diseases of persons within the College community will only be disclosed to responsible College officials on a need-to-know basis.