/Policies
Policies2018-08-09T23:19:40+00:00

Policies

The Office of Registration & Records has detailed policies regarding registration, records, student privacy rights, academic progress, and repeating courses. For complete information of all policy and procedure, please review the YVC Course Catalog.

Academic Progress Standards

Yakima Valley College is committed to the educational success of students. The college recognizes that individual student success requires a clear educational goal, careful course selections and a substantial commitment of student time and effort. In support of student success, the college provides programs and services to assist students with their educational choices and their learning processes. The college has the additional obligation to support and require academic progress for enrolled students. This is essential both for the well-being of the student and for the responsible management of the public higher education resources.

In order to maintain satisfactory progress while enrolled at YVC, students are expected to maintain a grade point average of 2.0 or higher on a quarterly and a cumulative basis. Financial aid students must successfully complete all of the credits they were awarded for and earn at least a 2.0 quarterly GPA to remain in satisfactory progress. Please see specific financial aid academic requirements or visit the financial aid office for a printed policy. Students may not always be able to maintain these academic standards, so the college provides the following rules, supports, and procedures:

Determining an Academic Plan

All new certificate or degree-seeking students must establish that they are prepared to succeed in their chosen educational program. Upon completion of 30 college-level credits, students who have not declared a program or a major area of study will be required to meet with their advisor, to declare a program or a major and prepare a degree audit.

Commitment to Academic Goals

Upon completion of 60 credits toward a Transfer Associate Degree or an Associate of Applied Science Degree, students must apply for graduation. Certificate students must apply for graduation one or two quarters prior to graduation, depending on the certificate requirements. This timeline is intended to allow sufficient time for necessary adjustments to a student’s course schedule and to better support timely program completion. Students will receive a postcard reminding them to apply for graduation.

Academic Probation

Students will be placed on academic probation when their GPA falls below the minimum standard of 2.00. Students placed on academic probation will receive a letter informing them of their probation status and how they can obtain assistance in achieving their educational goals.

Academic Suspension

Students who have been placed on academic probation and who fail during the next quarter to make satisfactory progress shall be suspended for one academic quarter. Students placed on academic suspension will be notified by mail and may appeal by the deadline stated in their suspension letter. Students who do not appeal will be dropped from their classes (tuition will be refunded, if warranted) and will be blocked from registration for the quarter. Students can return the following quarter once evidence of their degree audit is submitted to the registration office.

Academic Dismissal

Students who return from prior suspension and fail to earn a minimum 2.0 GPA for the quarter shall be dismissed from the college, subject to appeal. If dismissal is upheld, the student will not be eligible to return until the fourth quarter following the dismissal. Students will be blocked from registration for one academic year. Students can return the following year once evidence of their degree audit is submitted to the registration office.

Family Educational Rights and Privacy Act

The Family Educational Rights and Privacy Act (FERPA) of 1974 is a federal law that protects the privacy of student educational records. FERPA governs the disclosure of educational records maintained by YVC and the access to those records. All educational institutions and educational agencies that receive funding from any program administered by the U.S. Secretary of Education.

Student privacy rights under FERPA

FERPA affords students certain rights with respect to their education records. These rights are:

  1. The right to inspect and review the student’s education records.
  2. The right to request the amendment of the student’s education records that the student believes in inaccurate or misleading.
  3. 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.

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.

A student can waive their FERPA rights by completing a FERPA Release Authorization. The form must be submitted in-person to the Registration and Records Office at YVC. The form must be completed, signed, and the student’s ID verified. The release is valid for the length of time designated on the form up to one year.

A student can request to block the release of their directory information by submitting Section 1 of the Block Directory Information Release form. This will make the student’s directory information confidential. The form must be submitted in-person to the Registration and Records Office at YVC.

Some of the effects of a student’s directory information being confidential are:

  • Student’s name will not appear in the commencement program.
  • Verification of enrollment, graduation, or degrees awarded will not be provided to third parties, including potential employers, insurance companies, and financial institutions.
  • No information will be released to any person, including the student, on the telephone or via email.

Requests to block the release of directory information are permanent until removed in writing. The student can remove the block by completing Section 2 of the Block Directory Information Release form.

Parent Privacy Rights Under FERPA

YVC recognizes the legitimate interest of parents and guardians to consult with the professional staff about the academic and personal well-being of their sons and daughters. YVC also has to consider the educational rights of our students. Therefore, parents of YVC students will not be furnished grade reports or transcripts without written permission from the student. This includes students who’s parents can establish proof of dependency. Likewise, the spouse of a married student, regardless of the student’s age, will be given such information only with the written consent of the student by completing the FERPA Release Authorization. For exceptions to this rule, please contact the Registrar and Director for Enrollment Services at 509.574.4702.

Faculty/Staff privacy responsibilities under FERPA

All YVC faculty/staff must comply with FERPA. An online tutorial is available through the faculty and staff portals for training. The tutorial must be completed before access to the Student Information System will be allowed. For additional information on FERPA, please refer to the FERPA Faculty-Staff Handbook.

Faculty/staff should also require a student consent FERPA Letter of Recommendation Release when writing a letter of recommendation.

Frequently asked FERPA Questions & Answers

When do my FERPA rights begin?

A FERPA related college educational record begins for a student when he or she enrolls at YVC. At YVC, FERPA rights belong to the student in attendance regardless of the student’s age.

What are educational records?

Educational records include any record maintained by YVC that contains information that is personally identifiable to a student. Educational records include (bit not limited to) grades, class schedules, class lists, and student financial records.

Who may have access to personally identifiable education records?

YVC may disclose records without consent when certain requirements are met. Primarily, school officials with legitimate educational interests have access to educational records in order to perform their official, educationally-related duties.

What is directory information?

Directory information is information contained in a student’s educational record that would not generally be considered harmful or an invasion of privacy if disclosed. YVC considers the following directory information: name, major field of study, eligibility for and participation in officially recognized activities, organizations and sports, weight and height of member of athletic teams, dates of attendance (quarters in attendance), honor roll, photos and degrees and awards received and the most recent previous educational agency or institution attended by the student.

What is not directory information?

YVC considers all information not covered under directory information as non-directory information. Non-directory information includes (but is not limited to): social security number, student ID number, address, email address, phone number, date of birth, grades, term and cumulative GPAs, student schedules, academic history, and academic standing.

Can I request my directory information not be released?

Yes. Please see instructions listed in the student rights section.

Where can I find out more information about FERPA?

More information can be found in the YVC Code of Student Rights and Responsibilities handbook. You can also visit the Family Policy Compliance Office (FPCO) for more information.

Petitions

Yakima Valley College (YVC) lists all student policy and procedures in the YVC Course Catalog. Through the course of a student’s academic studies unexpected events occur that preclude a student from completing a quarter. Under certain circumstances, student are allowed to appeal the policy or procedure with a petition.

Petitions are granted only based on facts and evidence. Students are responsible for providing all documentation required for the petition to be approved. If a student states a reason for the petition, that reason must be backed up with official documentation such as a doctor’s note, court documents, etc. Failure to include documentation will result in the petition being denied.

Academic Reinstatement Petition

Students that have been placed on academic suspension/dismissal may Petition for Academic Reinstatement. The petition should be completely filled out and any supporting documentation included. Student’s that filed for academic suspension previously and are now academically dismissed are not eligible to petition.

Academic Renewal Petition

Students must meet all guidelines as stated in the YVC Course Catalog. Students wishing to Petition for Academic Renewal are strongly encouraged to speak with their advisor and financial aid for all ramifications. Petitions for academic renewal will be denied if the student has a degree/certificate posted using any grade in which the petition would affect.

Graduation Petition

A student must submit the Graduation Petition along with their Graduation Application. All petitions will be reviewed by the Registrar and may need further approval by the Dean of the department in which the degree/certificate is awarded. Any petition for graduation that does not meet the minimum credits for the degree/certificate will be denied.

Tuition Forfeiture Petition

This Tuition Forfeiture Petition is used to get all tuition from a quarter refunded and/or all classes removed from the same quarter. Students must meet one of the criteria listed on the petition to qualify and the condition must be supported by official documentation.  Forgetting to drop a class from the waitlist, disagreeing with an instructor, incarceration, or the death of a person outside the immediate family are not acceptable reasons to petition and any petition for those reasons will be denied. All petitions must be submitted before the 30th day of the following academic quarter.

Drop/Withdraw classes

Students sometimes need to drop/withdraw from a class after the quarter has started. Students may drop a class online through the first week of the quarter. Starting the second week of the quarter, all class drops/withdraws must be done in person at the Office of Registration & Records.

A class is considered dropped when it is done during the first two weeks of the quarter. The dropped class will not show up on the student’s transcript. Beginning the third week of the quarter, students may only withdraw from a class. A grade of ‘W’ will be placed on the student’s transcript for that class.

The specific drop/withdraw dates are listed on the Important Dates Calendar. Students should also consult with Financial Aid before dropping/withdrawing from a class as their financial aid status may be effected. Non-attendance in a class does not guarantee a student will be dropped. It is the student’s responsibility to drop themselves from all classes and students will be billed for all classes in which they are enrolled.

Refund Policy

If you find that you must withdraw, you must complete and process the drop form available in the Registration Office. Refunds cannot be arranged by telephone. Refunds are given according to the following schedule:

  1. 100% through the first week of the quarter or if the class is cancelled.
  2. 50% from the sixth through the twentieth day. Summer only- 50% from the fifth day through the fourteenth day. No refunds thereafter.

Complete withdrawals require a processing fee of $10 for full-time students and $5 for part-time students. No refunds will be processed for less than $10, and there is a four-to-six week processing time on all refunds. Remember, it is your responsibility to officially withdraw through the Registration & Records Office to receive a refund. Students receiving student financial aid should expect their refund to be applied to the funding source. Refund processing usually begins the third week of the quarter.

Please contact the Cashier’s Office at 509.574.4660 for specific information concerning a refund.

High Demand Course Repeat Rule

General Rule

The Yakima Valley College High Demand Course Repeat Rule was developed to provide students with fair access to high demand classes. It allows students to repeat courses only once in high demand courses, if the grade earned in the course the first time does not meet standards required to continue in the student’s program of study. Accordingly, in high demand circumstances, a course can be taken twice (once initially and once repeated). All letter grades earned (A through F) as well as I, V, or W grades will be reported on a student’s transcript. This Course Repeat Rule applies to courses with “Wait Lists” and identified by the departments as “High Demand.” YVC departments reserve the right to establish program course repeat rules which may be more stringent than this college-wide High Demand Course Repeat Rule.

Violations

Students will not receive credit for courses taken in violation of this College High Demand Course Repeat Rule. Grades received in violation of this rule will not be used in GPA computations and will not appear on the student’s transcript. A student transferring to another college should check that school’s course repeat policy. It may differ from this repeat rule.

GPA Applications

All courses taken and all grades earned in compliance with the guidelines of this policy will appear on the student’s transcript. The higher grade forgives the lower grade and replaces it in GPA computations. The lower grade(s) will remain on the transcript but will not be used to compute the YVC cumulative GPA.

Exemptions

  1. The YVC High Demand Course Repeat Rule does not apply to the following courses:
  2. Foreign Language classes
  3. Studio Art, Metalsmithing, Design, and Painting classes
  4. Non-High Demand Courses (as defined by departments)
  5. Courses designed to be repeated. Examples include:
    • Performance courses (e.g. Music, Choir, Band, Physical Education)
    • Seminar courses where content changes quarter to quarter
    • Math Center and Writing Center courses
    • Other courses designed for multiple quarter enrollment

Waivers

In extraordinary circumstances and upon receipt of an acceptable plan of study, the Faculty member teaching the class, area Dean, or Vice President of Instruction and Student Services may provide written authorization to the Office of Admissions and Records to waive this rule for a student.

Forgotten/Lost/Stolen Identification

If you have forgotten, lost, or had your identification stolen, please contact the Office of Registration & Records in person or call us at 509.574.4700. If calling over the phone, the Office of Registration & Records will have to verify your identification, so please be ready to answer several identification questions. Failure to answer those questions will result in the need to come in person only.

Updating Contact Information

YVC requires all students to maintain their current contact information up to date, including address, phone, and email address. Failure to update contact information may result in blocking a student’s ability to register for classes. Contact information can be updated via the Student Portal.