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Student Services Procedures

Student Services Procedures of Catawba Valley Community College

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3.1 Career Counseling

Individual career counseling is available to all students and prospective students who are interested in discussing their career interests, choice of program/training, and career goals.  Career assessments and career information are used to assist students in examining their interests, values, and skills to explore career options.  Career counseling sessions are by appointment and can be scheduled by contacting the CVCC Career Center.

For more detailed information, please visit Career Services - Career Counseling.

3.2 Admissions to CVCC

The specific processes for general admission to CVCC include

  1. Select a Program of Study. Career planning assistance is available in Career Services.
  2. Complete the online CVCC Application for Admission.
  3. Attend a Starting Points Information Session in person or view online.
  4. Complete the online Free Application for Federal Student Aid (FAFSA).
  5. Request an official high school/adult secondary credential transcript be sent to CVCC Records.  Applicants may choose to deliver official transcripts in sealed envelopes to the Records Department. 
  6. Request all official college transcript(s) be sent to CVCC Records.  Applicants may choose to deliver official transcripts in sealed envelopes to the Records Department. 
  7. Within a week of Application submission, visit the Admissions Office in the Student Services building on the main campus to complete the enrollment process. A photo ID is necessary to complete the enrollment process.

Additional information on general admission to CVCC may be found at » How to Enroll

Questions about this process are to be directed to the Chief Student Services Officer or designee.

International Student

International students must complete additional admission procedures by published deadlines. Specific steps and the supporting documents can be found at » International Student on the CVCC website.

To fulfill the college’s general admission requirements, students who have attended foreign schools at the secondary level (high school) and/or post-secondary level (college/university) must submit transcripts according to the following two steps:

Step 1: The foreign transcript must be written in or translated into the English language. Translated transcripts must be literal (word for word) and the translator must sign the translated copy and include contact information. The name the student is currently using and the date of birth should appear on the transcript.

Step 2: If the translator in Step 1 is not a current member of the National Association of Credential Evaluation Services (NACES) (www.naces.org) that also provides evaluation services, then the translated transcript must be evaluated by a member of NACES. Foreign secondary level transcripts must indicate US high school equivalency. Foreign post-secondary transcripts must indicate potential transfer credit if the student wants to receive appropriate college credit for courses completed with a grade of C- or better.

Please note that the student will likely incur a fee for translation and/or evaluation services with NACES members. The amount of time it takes to translate and/or evaluate transcripts varies by NACES member. The evaluating agency must send official reports to the college; student copies are not accepted.

Questions about this process are to be directed to the Chief Student Services Officer or designee.

High School Students

Eligible North Carolina high school students may be admitted to CVCC as Career and College Promise students. This program provides seamless dual enrollment educational opportunities in order to accelerate completion of college certificates, diplomas, and associate degrees that lead to college transfer or provide entry-level job skills. Admission information is available at » Career and College Promise.

Challenger Early College and Alexander Early College are Cooperative Innovative High Schools and are authorized as part of the Career and College Promise legislation. Admission information is available at » Challenger Early College or » Alexander Early College.

Questions about this process are to be directed to the High School Liaison.

Safety Exception

An applicant denied admission on the basis of a safety threat may appeal (within 15 days) the denial to the Executive Board of the CVCC Safety and Security Committee (It will not be a full Safety and Security Committee) by submitting a written request for appeal to the Office of the President. The Committee shall promptly conduct a review/hearing of the appeal, providing results to the applicant within 15 working days. Such review/hearing will have the following procedural safeguards for the applicant and for CVCC:

  • The opportunity to confront and cross-examine witnesses;
  • The opportunity to present arguments and evidence orally, as well as in writing;
  • The right to retain an attorney (the other party shall be informed of intent);
  • The maintenance of a complete record of the hearing (although tape recordings may not occur without knowledge and consent of all parties); and
  • A recommendation resting solely on the rules and evidence advanced at the hearing.

The decision of the Executive Board regarding an admission appeal shall be determined by majority vote and is final.

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3.3 Admission-Undocumented Immigrants

Undocumented immigrants follow these specific processes for general admission to CVCC:

  1. Select a Program of Study.  Career planning assistance is available in Career Services.
  2. Complete the online CVCC Application for Admission.
  3. Attend a Starting Points Information Session in person or view online.
  4. Request an official high school transcript be sent to CVCC Records.  Applicants may choose to deliver official transcripts in sealed envelopes to the Records Department. 
  5. Request all official college transcript(s) be sent to CVCC Records.  Applicants may choose to deliver official transcripts in sealed envelopes to the Records Department. 
  6. Within a week of Application submission, visit the Admissions Office in the Student Services building on the main campus to complete the enrollment process. A photo ID is necessary to complete the enrollment process. DACA documents, if applicable, should also be submitted at the time of admission.

Under current state code, undocumented immigrants do not qualify for federal and state financial aid or for in state residency for tuition purposes.  Students lawfully present in the United States shall have priority over any undocumented immigrant in a class or program of study when capacity limitations exist.

Questions about this process are to be directed to the Chief Student Services Officer or designee.  

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3.4 Admission to Curriculum Programs of Study Procedure

 In addition to the general admission process, some curriculum programs of study have additional admission requirements.

Healthcare Programs

Applicants to healthcare programs must first complete general admissions requirements to CVCC as stated in Procedure 3.2 or on the CVCC website at » How to Enroll. Next applicants will complete additional admission requirements and submit a Minimum Admission Requirement (MAR) document for the healthcare program of interest. This information is posted on the CVCC website at » School of Health and Public Services.

Please note that certain healthcare programs require completion of educational experiences in clinical/lab settings. These clinical/lab settings may require students to undergo criminal background checks and/or drug screenings at the student’s expense. Some facilities may also require additional vaccinations and/or health examinations. Acceptance in a specific healthcare program is contingent upon receipt of the appropriate medical/mental health forms which documents an applicant’s satisfactory fitness for the program.

Students lawfully present in the United States shall have priority over any undocumented immigrant in a class or program of study when capacity limitations exist.

Early Childhood Education Program

Applicants for the Early Childhood Education Program must first complete general admissions requirements to CVCC as stated in Procedure 3.2 or on the CVCC website at » How to Enroll. In addition to the general admissions requirements, applicants for the Early Childhood Education program must complete other procedures. CVCC’s Early Childhood Education program requires completion of educational experiences in childcare facilities and/or public school settings. These settings require students to undergo criminal background checks and/or health assessments. If a student is excluded from an educational setting as a result of one of these requirements, the student may be asked to withdraw from the program. Some settings may also require additional vaccinations and/or health examinations. Completion of CVCC’s Early Childhood Education program may be contingent upon receipt of a CVCC medical form documenting that the applicant possesses satisfactory physical and mental health. Facilities for providing health care services are not available on campus.

» Early Childhood Associate Degree Program

Basic Law Enforcement Training (BLET)

Applicants for the Basic Law Enforcement Training (BLET) certificate must first complete general admissions requirements to CVCC as stated in Procedure 3.2 or on the CVCC website at » How to Enroll. In addition to the general admissions requirements, BLET applicants must complete additional requirements posted on the CVCC website at Basic Law Enforcement Training.

Special Credit Program

Applicants who wish to enroll without pursuing a degree, diploma or certificate are classified as Special Credit students. Applicants must first complete the online CVCC Application for Admission. Students may complete the enrollment process in person by visiting the Admissions Office in the Student Services building on the main campus. Special Credit students may also complete the admissions process from a distance. Specific details are available at Distance. A photo ID is necessary to complete the enrollment process.

Special Credit students must meet course prerequisites by either placement testing or by providing unofficial transcripts from a regionally-accredited college/university showing courses with a grade of “C-” or better.

Special credit students are not eligible for federal/state financial aid or Veterans’ benefits.

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3.4.1 Admission to Distance Education Classes

The State Authorization Coordinator is charged with ensuring compliance with any state authorization requirements for CVCC through the following steps:

  • Act as the clearinghouse to assist academic units that offer online/distance education courses or programs to students residing in other states to obtain authorization in those states as necessary.
  • Monitor and maintain information related to other states’ post-secondary authorization requirements.
  • Maintain point of contact information for each state’s authorization agency/agencies and correspond with points of contact as necessary.
  • Track enrollment of students from other states in CVCC courses delivered by online/distance delivery and to notify Deans and the Chief Academic Officer of these enrollments.  (Note: Some states require authorization for faculty residing in the state.)
  • If a student from an unauthorized state is discovered found enrolled in an online/distance course(s), that student will be promptly withdrawn from the course.
  • Monitor new programs and courses in which students residing in other states might enroll to determine if the program/course meets an exemption status or if authorization must be obtained from a state or states when a need for authorization is determined.  If an out-of-state student from a state that is not exempted or not authorized to offer online courses is found currently enrolled in an online course, that student may be withdrawn from that course at any time and asked to register for a seated or hybrid section of the course at the student’s expense.
  • Complete the authorization process for the required state or states.
  • Establish and monitor renewal cycles for states from which authorization has been obtained.
  • Provide website updates to the college webmaster on how to file a complaint with accrediting agencies and relevant state approval authorities that USDOE requires to be available to students on the CVCC website.
  • Maintain CVCC presence in the SREB Electronic Campus as appropriate.
  • Keep current concerning federal revisions of state authorization regulations and of progress of adoption of the national reciprocity agreement, SARA.
  • The academic program/department from which the need for authorization arises will be responsible for implementing a teach out plan and complete substantive change notifications if necessary (such as if a decision is made to no longer offer an entire program distance, etc.)
  • Processing payment (if necessary) of fees required for state authorization in any state from which the need for authorization arose.  

3.5 Placement Testing Services 

CVCC uses the NC DAP placement test battery and every student is provided the opportunity to complete placement testing as one of the requirements to be admitted to CVCC. There is no fee for this first-time placement testing. Placement test scores using NC DAP are valid for 5 years.

Re-testing Procedure
Generally, re-testing on NC DAP is not considered to be productive. However, re-testing may occur if one of the following conditions is met:

  1. NC DAP scores are older than 5 years and have expired. There is no fee to re-test if test scores have expired.
  2. The original test score is believed to be invalid due to illness, interruption, or other problems during test administration as determined by the Testing Center staff. Should any of these issues occur, the student must alert the Testing Center staff about the issue upon completion of the placement test and before exiting from the Testing Center. Testing Center staff will discuss the issue with the student and assist the student to schedule a re-test if appropriate. Testing Center staff will determine whether the student must pay a re-testing fee.
  3. The student completes an intervention/remediation to provide appropriate skill development for the student. The student must discuss this option with the appropriate Department Head (Mathematics or English/Developmental Studies) and re-testing will be approved by the Department Head if appropriate. The student will be charged a $10.00 fee to re-test in Mathematics and a $10.00 fee to re-test in Reading/English.
  4. The Department Head for Mathematics or English/Developmental Studies determines that the student may benefit from a re-test. The Department Head will discuss options with the student to determine the best course of action. The student will be charged a $10.00 fee to re-test in Mathematics and a $10.00 fee to re-test in Reading/English.
  5. Testing Center staff are not authorized to grant re-testing except in the case of #2 listed above.

Students who are approved to re-test will receive a form from the appropriate Department Head that indicates the specific NC DAP re-test. The student will take this form to the Business Office and pay the required fee(s). The Business Office will give the student a receipt. The student will take both the re-test Form and the receipt to the Testing Center to schedule a re-test appointment.

Requests for re-testing are directed to the Testing Center. 

» Testing Center

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3.7 Program for Students with Disabilities

A program of services is provided for students with disabilities. It is the student's responsibility to request these services. Current documentation of the disability by an appropriate professional may be required. All information is kept confidential. Students will be required to sign a release of information form before any special contact is made to arrange accommodations. Please request accommodations at least three (3) weeks before class as some accommodations take time to arrange. If it is less than this, we will accommodate to the extent we feasibly can.

Individuals with disabilities (as defined in the Americans with Disabilities Act (ADA) of 1990 and the ADA Amended Act 2008) wishing to make a request for reasonable accommodation or wishing to file a complaint of alleged discrimination on the basis of disability should contact the Office for Students with Disabilities Program in CAD 157 in the Learning Assistance Center or by email at accommodations@cvcc.edu.

» Students with Disabilities

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3.8 Registration

Registration activities occur for each fall, spring, and summer semester. Students must have been admitted to CVCC, be enrolled in an active curriculum program of study, must have met all financial obligations to CVCC, and have no holds on their accounts to participate in registration.

Current students (those who have been enrolled in curriculum courses during the previous three semesters) will have priority registration dates and times according to their earned hours of credit. Current students will be advised of their specific priority date and time via their secure CVCC-issued email and/or through the CVCC Portal, but they will also be able to register throughout the registration period either online or by appointment in the Advising Center.

New and returning students (those who have not been enrolled in curriculum courses during the previous three semesters) will be able to register after the priority period for Current Students.

Registration activities for curriculum classes can be found at:

» Registration
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3.9 Tuition and Fees

Tuition

Tuition for Catawba Valley Community College is established by the State Board of Community Colleges and the North Carolina General Assembly and is subject to change each fiscal year. 

Student Activity Fee

The student activity fee is non-refundable after the 100% refund period.  This fee will be charged for Fall and Spring semesters only. 

Accident Insurance Fee

Students are required to take limited coverage accident insurance while enrolled. This insurance fee is not refundable after the 100% refund period.  Due to the changing nature of the insurance industry, types of policies and rates are subject to change without notice.  This fee is charged each semester.

Technology Fee

The technology fee is non-refundable after the 100% refund period.  This fee is charged each semester. 

Important Information about Tuition and Fees

Students must pay all tuition and fees in full, officially enroll in the tuition payment plan, have pending financial aid showing on their account, or provide an authorization letter for sponsor payment by the payment deadlines published for each semester or the student’s schedule will be deleted. If high school students are enrolled in Catawba Valley Community College courses offered on a high school campus, the activity fee is waived.

Current Tuition and Fees are maintained on the Business Office Website

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3.10 North Carolina Residency for Tuition Purposes

CVCC adheres to the laws and regulations established by the North Carolina General Assembly to determine North Carolina residency for tuition purposes.

» Provisions for Determining Resident Status

Specific documents used to establish residency can be found on the CVCC Student Services Admissions website at:

» N.C Residency

Students will be assisted with Residency issues by Admissions Staff. 

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3.11 Student Refund Policies

The College follows the refund policies established by the North Carolina Community College System. Specific guidelines have been established in accordance with these policies and are maintained on the Business Office website at under the Refund Policy web page.

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3.12 Overdue Student Financial Obligations

Fulfillment of Financial Obligations

Students are responsible for any and all amounts due on their account.

Continuing Education students must pay all required course fees or provide an authorization letter for sponsor payment at the time of registration for the course.

Curriculum students must pay all tuition and fees in full, officially enroll in the Tuition Payment Plan, have pending financial aid showing on their account, or provide an authorization letter for sponsor payment by the payment deadlines published for each semester.

Curriculum students are considered to have a past due balance if a balance is still due on their account after the published payment deadline or on the last day of academic semester for which the charges are incurred. This balance could have resulted from failure to adhere to the conditions of the Deferred Payment Plan, financial aid was reduced or revoked, or a sponsor declined payment for any reason. Failure to pay any past due balance in full may result in the following:

  • Unable to register for any classes
  • Unable to receive grades or official transcripts
  • Account may be turned over to the North Carolina Department of Revenue or North Carolina Attorney General's Office for collection
  • Account may be turned over to a collection agency where credit could be adversely affected

3.13 Student Insurance

Student accident insurance is not refundable after the 100% refund period.  Due to the changing nature of the insurance industry, types of policies and rates are subject to change without notice.

 A copy of the current Student Accident Insurance Plan is maintained on the Business Office Website.


3.14 Scholarships, Financial Aid, and VA Educational Benefits (no change)

CVCC follows well defined procedures to assist students in obtaining financial aid for which they are eligible. The CVCC web site provides step-by-step procedures.

Information about Scholarships:

» Scholarships

Information about Financial Aid:

» Financial Aid

Information about VA Educational Benefits:

» Veterans Benefits

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3.15 Copies of Academic Record

Students have access to unofficial copies of their CVCC transcript at their secure Student Self Service account on the CVCC Portal.

For an official copy of the CVCC transcript, the process is detailed on the Student Records page at:

» Transcript Request

For an official copy of test scores that have been taken at CVCC, the process is detailed on the Testing Center page at:

» Request Test Scores
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3.16 Student Records Retention

Any officially submitted document that supports information posted on the student’s transcript will be scanned into the secure CVCC database and retained in support of the transcript.

3.17 Privacy of Students ("FERPA") Procedure

Directory Information is information contained in a student’s education record that would not generally be considered harmful or an invasion of privacy if disclosed. In accordance with 34 CFR 99.3 (a) of FERPA, each institution is required to define its directory items. These items are listed in Policy 3.17. 

Post-secondary institutions are required by the Solomon Amendment to comply with requests for directory information about students enrolled in programs of study at the college. CVCC provides the following directory information to comply with the Solomon Amendment.

  • Name
  • Address
  • Institutionally assigned email address
  • Telephone numbers
  • Major field of Study
  • Class level (Freshman or Sophomore)
  • Date of birth

In accordance with 34 CFR 99.37(d) of FERPA, the institution is NOT required to release directory information-it is at the discretion of the institution. It is not CVCC’s practice to release directory information to third parties except for those that CVCC deems to have a legitimate educational interest in the information or who provide a service on behalf of CVCC.

Notice is made each semester to inform students that they may opt out of having their directory information made available by submitting a completed “Request to Withhold Directory Information Form” found on the CVCC Portal under Forms. Requests will be processed in a timely manner as they are received and shall be effective at the date/time of processing. A request to withhold directory information is in effect permanently, even if the student is no longer enrolled at CVCC, and can only be removed by the student in writing by submitting a completed “Request to Release Directory Information Form” found on the CVCC Portal under Forms.

Students should be aware that a request to withhold directory information results in the following:

  • Student name/address is excluded from printed/electronic material such as media releases for honors/high honors announcements or awards/scholarships received, commencement programs, awards programs, etc.
  • Enrollment and degree-awarded inquiries from third parties, such as potential employers, insurance companies, and others will neither receive a confirmation of enrollment nor graduation.
  • No information will be released to any person(s) on the telephone or via email.
  • No information will be included in sports information programs.
  • Personal information changes must be made only by the student in person at Student Records with a valid, government-issued ID.

It is important to note that a student’s request for confidentiality does not permit the student to be anonymous in class (including an online class) nor to impede or be excluded from class communication.

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