Navigating Your Academic Journey: A Guide to Patrick & Henry Community College Transcripts and Enrollment
Embarking on your higher education journey at Patrick & Henry Community College (P&HCC) involves understanding various academic processes, from initial registration to requesting transcripts. This guide provides comprehensive information to help you navigate these processes smoothly, ensuring you make the most of your time at P&HCC.
Getting Started: Registration and Advising
To receive credit for a course, students must register for the course through established procedures. Each student is assigned an advisor to help the student develop a schedule. The student will either complete an official student registration card, have it approved by his/her advisor and have data entry completed by college staff or the student can self-register via the Student Information System (SIS). Complete procedures for class registration and drop/add can change during an academic year. Review the requirements for your academic program found in our online college catalog.
Advising: Each student at PHCC has an advisor. If you are enrolled in a curriculum, your advisor is a faculty member who teaches in that curriculum or who is thoroughly familiar with the curriculum requirements and the needs of students. If you don’t know who your advisor is, you can stop by the Student Success and Enrollment Services Office in Walker Fine Arts/Student Center or use our Navigate System.
Registration: To receive credit for a course, students must register for the course through established procedures. Each student is assigned an advisor to help the student develop a schedule. The student will either complete an official student registration card, have it approved by his/her advisor and have data entry completed by college staff or the student can self-register via the Student Information System (SIS). Complete procedures for class registration and drop/add can change during an academic year. Review the requirements for your academic program found in our online college catalog.
New Students: If you are a new student, contact the staff of the Student Success and Enrollment Services Office to make sure that you have completed all necessary forms. Once you have completed the online Application for Admission and determined if you need to take the placement test, the Enrollment Services staff will assist you from there.
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Late Registration: There is a brief period of late registration for most classes, but it is extremely important to register as early as possible. Contact your advisor or the Enrollment Services Office in Walker Fine Arts/Student Center for help.
Modifying Your Schedule: Adding, Dropping, and Withdrawing
Students must follow the correct methods of making any change in their class schedule after registration.
Add/Drop Policy: A student may add or register for courses up until the date stated in the respective academic calendar. Students should refer to the current academic calendar for add/drop dates. Students may not register for a class after the stated dates. Exceptions to this policy will be considered on the merits of the individual case. During the first 15% of a session, students may drop a course without financial penalty. Weekend classes and special session classes have shorter periods for adding or dropping.
Withdrawal from a Course: A grade of “W” is awarded to students who withdraw or are withdrawn from a course after the add/drop period but prior to the completion of 60% of the session. No grade-point credit. 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.
Late Addition of a Course: A student may not enter a new course after the add deadline of the semester. Any request for entry after that period must be approved by the Vice President of Academic and Student Success Services. The student must reach out to an advisor for submission of a late-add request.
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Withdrawal from the College: A student who wishes to withdraw from the college should contact the Coordinator of Admissions to determine the appropriate procedure.
Important Note: You may receive a grade of “F” if you do not formally withdraw from the class before the last Add/Drop date for the course. Talk to the instructor and your advisor about your need to withdraw from the class. There is a period of time each semester when students may withdraw from classes without being penalized by their grades, even if the student is currently failing the course. Check the schedule of classes for such deadlines each semester.
Understanding Credit and Coursework
Credits are assigned to each course based on the time required to complete its requirements.
Transfer Credit: Provided certain criteria are met, the college routinely accepts credit from similarly accredited institutions. Credits earned at institutions not accredited can be evaluated provided detailed information regarding course content, texts, evaluation methods, faculty credentials, etc. are provided. Transfer credit evaluations are based on official transcripts from the previous institutions. A transfer student may be advised to repeat a course if it is clearly to the student’s advantage in order to make satisfactory progress in the curriculum.
Credit for Prior Learning: Credit for Prior Learning presents a student with academic credit for knowledge and proficiency within specific fields achieved through prior academic studies or professional experience. Courses for which transfer credit is awarded must be similar in content, credit, and learning outcomes to their counterpart courses at P&HCC. Program faculty may be consulted about the award of transfer credit. Courses must show a grade of “C” (2.0) or higher in any course for which transfer credit is requested.
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Military Credit: A student’s military training, courses, and occupational specialty may all be considered for college credit. As a participating member of Service members Opportunity Colleges (SOC), Patrick & Henry Community College follows the American Council on Education’s (ACE) Guide to the Evaluation of Educational Experiences in the Armed Services in determining the value of learning acquired in military service when applicable to the service member’s program of study. Military service credit in the occupational/technical areas (i.e., Engineering, Health Technology) may require approval by the appropriate academic dean prior to award. To receive credit for military training, the student must submit a military transcript which includes the ACE recommended credit and initiate a request for evaluation to the Patrick Henry Admissions and Records office. Note: If the student submits only the DD214 and no military transcript, only credit for HLT 100 will be awarded. Patrick & Henry Community College receives official Joint Services Transcripts (JST) electronically from the DoD Joint Services Transcript System. The JST is used by the Army, Navy, Marines, and Coast Guard. Requests received by the JST System are processed and sent electronically to P&HCC within one business day.
Credit by Examination: Course credit may be granted for completion of proficiency exams including but not limited to College Level Examination Program (CLEP), DANTES Subject Standardized Test (DSST) of the Defense Activity for Non-Traditional Education Support (DANTES), Excelsior Credit by Exam (ECE), the College Entrance Examination Board (CEEB), Advanced Placement (AP) program, and the International Baccalaureate (IB) program. Credit by examination is an internal method of achieving advanced standing in a course through satisfactorily demonstrating mastery of a course’s objectives by means of either a comprehensive examination and/or a summative assignment administered by the college. The student must attain a grade of C or higher on the examination and/or assignment to gain credit. If approved, students must pay $50 prior to testing or submission of the assignment for every course for which credit by examination is undertaken. Credit for training provided by non-collegiate institutions and for professional certification will be considered on an individual basis.
Waiver of Course Requirements: Under certain conditions, students may receive a waiver of a specific curriculum course requirement. In such cases, credits are not awarded; the student is certified as having the requirements waived and is required to substitute other course work for the requirement. To complete a curriculum, the student still needs to complete the minimum number of required credits. In some instances, courses required in the program outline may not be available or a different course may be appropriate as an exception for the required course. To use a different course for one ordinarily required, an advisor must complete an “Authorized Student Exception” form and have it approved by both the dean and Academic Vice President.
Academic Load and Attendance
Academic Load: The normal academic load for a student is 15 to 17 credits per semester (Fall/Spring). The minimum full-time load is 12 credits, and the normal maximum full-time load is 18 credits. A student wishing to enroll for more than 18 credits must have the approval of the Vice President of Academic and Student Success Services or appointed designee. Students may not enroll in more than 10 credits in an 8-week session which includes the 8-week Summer term.
Attendance: It is extremely important for students to attend classes and laboratory sessions. When absence from a class becomes necessary, it is the responsibility of the student to inform the instructor prior to the absence. Each instructor will establish an attendance policy. In the event that a student has not reported to class (or logged into the VCCS Learning Management System and completed the syllabus assignment for a web course) by the Census Date for the course, the instructor may submit the proper form to administratively drop the student from the course. The Census Date is the point at which enrollment in the course is locked for financial aid purposes. Students are expected to take tests and examinations when scheduled.
Grading and Transcripts
Grading System: The kind of grades (A, B, C, D, F, etc.) used at PHCC is explained on the Grading System. PHCC utilizes a 10 point scale in the majority of courses and your instructor will tell you at the beginning of the course. Grade point averages (GPA) of all your PHCC courses are used as a basis for honors, probation, eligibility for SGA offices, etc. Find your GPA by multiplying the total number of grade points you achieve for each course (A=4, B=3, C=2, D=1, and F=0) by the total number of credits you have attempted for each course.
Accessing Grades: Grades are posted to a student’s academic record by data entry at the end of each semester, or as reported to the Registrar by the faculty. Students may view and print their grades by using their individual access to their record via myPHCC options on the college’s web site: www.patrickhenry.edu.
Transcript Requests: Students should visit parchment.com to make all transcript requests.
Transferring to P&HCC
Transferring Credits: If you received a “C” grade or better, if the course is equivalent to one offered in the Virginia Community College System (VCCS), and if that VCCS course could be used in your program at PHCC, then you may receive credit. PHCC wants you to get all appropriate credit for work you’ve already completed. Students transferring from other colleges should submit official transcripts for ALL previous college or high school work as outlined above (Admissions Procedures). If possible, transfer credits will be evaluated to determine the student’s standing before registering for classes, but not before ALL transcripts are received.
Transfer Credit Permanence: Transfer Credit posted to your Patrick & Henry Community College transcript becomes a part of your permanent academic record. As part of your permanent academic record, transfer credit will not be removed for any reason unless credit is posted erroneously.
Transferring Between Curricula: During the course of study, a student may desire to change to another curriculum. The student’s academic history will be evaluated by the appropriate college official to determine what courses can be applied to the new curriculum. No change in curriculum is official until a “Student Academic Program Change Form” has been submitted.
Additional Resources and Support
Student Success and Enrollment Services: If you don’t know what program of study you want, visit the Student Success and Enrollment Services office in the Walker Fine Arts/Student Center. PHCC has staff available to help you evaluate your interests and options. Feel free to contact them to talk informally about yourself and your goals.
Financial Aid: The Financial Aid office staff may be able to help you. PHCC participates in a number of financial aid programs that provide grants and alternative loans to students with financial need. A number of scholarships that provide assistance to qualified students and work-study jobs may also be available. Veteran’s benefits are available to those students who meet the requirements. Summaries of various financial aid opportunities are shown on Tuition and Financial Aid and in other financial aid brochures available in that office.
Tutoring Services: PHCC has tutoring available both online and in person to assist you if you are struggling in your courses. Tutors are available through Student Support Services in the Learning Lab in the LRC. Ask instructors for help first. They keep office hours to help students.
Career Services: Contact the Career Services Specialist in the Frith Economic Development Center. Individuals are eligible for admission to the community college if they are high school graduates or the equivalent, or if they are eighteen years of age or older and able to benefit academically from study at the community college, as demonstrated by assessment in reading, writing, and mathematics.
Admission Requirements and Special Cases
Individuals are eligible for admission to the community college if they are high school graduates or the equivalent, or if they are eighteen years of age or older and able to benefit academically from study at the community college, as demonstrated by assessment in reading, writing, and mathematics.
Patrick & Henry Community College reserves the right to evaluate and document special cases and to refuse or revoke admission if the college determines that the applicant or student poses a threat, is a potential danger, is significantly disruptive to the college community, or if such refusal or revocation is considered to be in the best interest of a college. The colleges also reserve the right to refuse admission for applicants that have been expelled or suspended from, or determined to be a threat, potential danger, or significantly disruptive by another college.
When enrollments must be limited for any curriculum or course, priority must be given to qualified students who apply for admission to the program within a reasonable length of time before registration. In addition to general admission requirements, other specific requirements may be prescribed for any curriculum. Among the criteria generally considered in determining student eligibility for admission to a curriculum are the student’s educational and occupational experiences and other reasonable standards to ensure that the student has the potential to meet program requirements. Specific requirements for each curriculum are listed in the Curricula of Study section of this catalog.
Admission of Students on the Sexual Offender Registry: Section 23 - 2.2:1 of the Code of Virginia requires that the VCCS send enrollment information to the Virginia State Police concerning students to institutions of higher education. This information is transmitted electronically and compared against the Virginia Criminal Information Network Crime Information Center Convicted Sexual Offender Registry. Language on the web application informs students that their information is being transmitted to the State Police. In the event that the State Police determine that an applicant to Patrick & Henry Community College is listed on the Sex Offender Registry, the State Police will notify P&HCC. The College reserves the right to evaluate special cases and to refuse admission to students when considered advisable in the best interest of the college. When a convicted sex offender is denied initial admission to or is administratively dropped from classes at Patrick & Henry Community College, the applicant or withdrawn student will receive a written notification from the Dean of Student Services stating his/her denial of admission or potential administrative drop from classes.
Special Student Categories
International Students: Patrick & Henry Community College is a two-year, non-residential, commuter college. We welcome applications from qualified international students who meet our academic, financial, and language requirements. After the student’s I-20 is issued, the student must complete the direct enrollment survey for mathematics and English unless exempted from the English portion by a TOEFL Score (76 or higher), enroll in a minimum of 12 credit hours in a transfer program, and file a copy of the student’s passport and I-94 card with the Admissions Office. Additionally, International Students must adhere to the attendance requirements for face-to-face classes. After application materials have been submitted, you should speak with a Designated School Official (DSO) about next steps.
Dual Enrollment: Although high school and home school students are normally not qualified for general admission, colleges may offer admission to those students who meet additional criteria. Dual enrollment is restricted to high school juniors and seniors and home school students studying at the high school junior or senior levels. Home school students must also provide a copy of a home school agreement approved by the school district or a letter from the local school board or a copy of the letter filed by the parent/legal guardian declaring home school for religious exemption. Because admitting freshmen and sophomores is considered exceptional, the college-ready status of each prospective freshman and sophomore student will be treated on a case-by-case basis. All students admitted under this section must demonstrate readiness for college by meeting the current Virginia Plan for Dual enrollment.
Senior Citizens: The Council of Higher Education shall establish procedures to ensure that tuition-paying students are accommodated in courses before senior citizens participating in this program are enrolled. Interested senior citizens should complete the senior citizen tuition assistance form located under Student Forms on the homepage.
Domicile and Tuition
The Virginia Community College System is guided by the Code of Virginia and the regulations of the State Council for Higher Education on determining domicile. For the purposes of in-state tuition, a Virginia resident is defined by state law as one who has lived in Virginia, with the intent to remain a Virginian, for a period of at least one year prior to the first official day of class for the semester in which he or she is enrolling. The intent of domicile is evidenced through the filing of state income tax, voter registration, automobile registration, and driver’s license.
All applicants to the college who are claiming entitlement to Virginia in-state tuition rates must complete the domicile items on the application for admission. The college makes an initial determination of an applicant’s eligibility for in-state tuition rates (or domiciliary status) based on the information supplied by the applicant and/or the applicant’s parent, legal guardian, or spouse in the Domicile Information portion of the Application for Admission. This determination is made under provisions of Section 23.1-500 of the Code of Virginia. If the student does not agree with the determination, an appeal may be filed with the Admissions and Records Office within 30 days of the determination by completing and submitting the “Application for Re-Classification of Student’s Domicile Status” packet. This appeal must include copies of the applicant’s driver’s license, motor vehicle registration, income tax returns for the previous tax year, and any other relevant documents that may support the claim of eligibility for in-state tuition rates.
Academic Renewal
Students who return to the college after a separation of three (3) full years or more may petition for academic renewal. A thorough explanation of the academic renewal policy and analysis of an individual student’s situation and eligibility may be obtained from the College Registrar.
Graduation
You should review your degree requirements by logging into your student account and running your Academic Advisement Report. This report details the requirements for your chosen program of study, list requirements fulfilled and lists requirements that remain unfulfilled. If your report shows all requirements met you should apply for graduation through your student account by the established deadlines for the term in which you will meet your remaining requirements. Deadlines for applying to graduate by term can be found on the homepage under Academics/How to graduate.
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