Admission and Academic Information

Academic Policies and Procedures

Academic Honesty

Coffeyville Community College expects students to display the highest level of academic and personal integrity. Academic honesty is an expectation in each and every classroom and in all course work. In addition, most instructors list specific policies regarding cheating and plagiarism in their course syllabus. Students can expect disciplinary action for failing to maintain a standard of honesty. Violations will be filed in the Vice President for Academic Services Office.

Admission Requirements

Coffeyville Community College has an open door admission policy. The following applicants may be admitted to Coffeyville Community College.

1. Any graduate from an accredited high school.
2. Any person who has successfully completed the General Educational Development (GED) examination.
3. Any home school graduate who can provide an official transcript as well as documentation showing recognition from the state in which the high school diploma was received.
4. Gifted students enrolled in any grade 9-12 maintained by a school district that has demonstrated the ability to benefit from participation in the regular curricula, has been authorized by the principal of the school attended and has provided an IEP and a psychological evaluation.
5. Any high school student who has completed 15 units and has written approval from his/her principal to attend part-time. Home school students taking classes while completing high school must have completed 15 units and have written permission from their principal to attend part-time, as well as, documentation showing state recognition.
6. Any person 18 years of age or older who may benefit from college-level instruction.

In accordance with the above policy, all applicants who have graduated from high school within the last five years and do not hold at least an associate degree must submit an official high school transcript, which includes graduation date, to the Registrar’s Office prior to enrolling. An official GED Certificate may be filed in lieu of a high school transcript.

Transfer Students

Transfer students are eligible for admission to the College if they meet regular admission requirements for new students. All official transcripts from previous colleges attended are required to be on file in the Registrar’s Office before students can enroll for classes. Students who falsify admission information and/or fail to submit all transcripts are accountable for any problems that arise from their misinformation.

Vocational/Technical Transfer Students

Students wishing to transfer vocational/technical clock or credit hours from an accredited technical school should have an official transcript sent to the College. The Registrar will evaluate the clock hours, if needed, and assign the appropriate credit hours. Students can graduate from the College after completing the general education requirements for the Associate in Applied Science degree, if the transcript shows that a technical certificate with 46 hours or more was awarded by the prior institution. Students may also seek the Associate in Arts or Associate in Science degree options.

Transfer of Credits from CCC

The College recommends that students who plan to transfer to a four-year institution complete an Associate in Arts or Associate in Science degree at Coffeyville Community College. Students should meet with their academic advisor to plan and monitor an academic program that will meet their educational objectives. Students who know where they intend to transfer will be assisted by an advisor in designing a degree program tailored to meet that institution’s requirements. Some Kansas universities have dual advising programs to ensure successful transfers. Students still deciding where to transfer will be advised to take general education courses. Vocational, technical and college preparation studies generally do not transfer to the university. However, CCC has articulation agreements with several area universities to accept the Associate in Applied Science Degree in transfer.

Coffeyville Community College has signed transfer articulation agreements with the Kansas Regents Universities and several regional institutions of higher learning. An articulation agreement provides for the transition of credit hours from one institution to another through the articulation of courses required for completion of a bachelor’s degree. Currently, CCC has agreements with the six Kansas Regents Universities, Friends University, Newman University, Southwestern College Professional Studies, Sterling College, Washburn University, Missouri Southern State University in Joplin, Missouri, Northeastern State University in Tahlequah, Oklahoma, Rogers State University in Claremore and Bartlesville, Oklahoma, Oklahoma Wesleyan University in Bartlesville, Oklahoma, and Texas A&M University in Commerce, Texas. Students can check on the transferability of classes from Coffeyville Community College by looking at the transfer university’s web site. For more information on transferability of courses, contact the Director of Academic Advising/Academic Advisor.

Classification of Students

Assessment and Placement

All full-time students or transfer students are required to submit ACT or SAT scores or take the ACCUPLACER test. The purpose of the test is to place students in appropriate math and English courses on the basis of their skill level and to promote successful college experiences. Placement is mandatory for math and English classes. The following placement rules apply:

Using ACCUPLACER

Writing Skills:

Quantitative Reasoning, Algebra & Statistics

Using SAT Scores

English

Math

Using SAT Scores

Writing

Math

All new students should send a copy of their ACT or SAT scores to the Student Success Center or bring a copy with them when they enroll. If students have not taken the ACT or SAT, or do not have a copy on file, they will be required to take the ACCUPLACER test before enrollment can be completed. For more information contact the Student Success Center.

Multiple Measures for Academic Placement

CCC has implemented multiple measures to assist students in a collaborative discussion with the Student Success Center’s Academic Advising staff regarding academic placement in Math and English courses. The SSC Advising staff will use placement scores as a baseline for academic placement and evaluate the student’s high school transcript, considering GPA and the highest Math and English courses completed in the last five years.

All new students should either send a copy of their ACT or SAT scores to the Admissions and Advising Center or bring a copy with them when they enroll. If students have not taken the ACT or SAT, or do not have a copy on file, they will be required to take the ACCUPLACER test before enrollment can be completed. For more information contact the Admissions and Advising Center.

Attendance Policy

All Campuses

Students are expected to attend all classes regardless of location or delivery. Regular class attendance and promptness are necessary for maximum student success in college. The soft skill and knowledge obtained prepare students for transfer and employee reliability. Students in the Technical Trades will not receive a recommendation for employability if their attendance record is poor.

Students must establish attendance in all courses (online, hybrid, and face-to-face) during the first week of class. Faculty will provide an attendance policy in the course syllabus. It is at the discretion of faculty members to establish their course attendance expectations. Faculty may either recommend withdrawal from the course to the students for violation of the course attendance policy or formally recommend to the Vice President for Academic Services to withdraw a student from any class for excessive absences or non-participation.

Students who are withdrawn due to excessive absences or non-participation will be responsible for the course charges per the institution’s refund policy.

College Sponsored Activities

Student Responsibility - It is the responsibility of students to make definite arrangements for all work before going on field trips or other College-sponsored trips. School-sponsored activities will be counted as excused absences provided students complete all necessary assignments designated by the instructors and the activity sponsors notify the instructors at least three (3) days before the day(s) the students will be absent. Excused absences include academic competitions, music events, official athletic events, field trips, convocations, and other College-sponsored events as approved by the Vice President for Academic Services.

Distance Education - Online Classes

Online courses at CCC are asynchronous, and students will have weekly requirements for participation. Logging into the online class does NOT quantify attending the course. Attendance Activities may encompass the following: submitting an academic assignment, taking an exam, or participating in an online discussion.

Attendance is established during the first week of an online course by completing the Attendance Activity. Additional coursework will be required during the first week that will impact the student’s grade. The first week of the online course begins at 8:00 am (CST) on the course start date through 4 pm (CST) on the 7th day. Students will be administratively withdrawn from the course for failure to meet the attendance requirement, and the institution’s refund policy will be applied.

Class Load

A full-time class load consists of 12-18 credit hours per Fall or Spring semester and nine credit hours per summer or intercession session. A student must receive special permission to take more than 21 hours during the Fall or Spring semester or more than nine hours during the summer or intercession session. Overload requests begin with the Senior Director of Academic Advising, Admissions and Student Success.

Course Repeat

Courses may be taken once for credit; however, any course may be repeated. The last repeat of a course shall replace any earlier credit hours or grade points earned for such course. Students who wish to repeat a course more than twice will need to submit a petition to the Vice President for Academic Services or the Dean of Career and Technical Education for career and technical courses/programs. College Preparation courses do not fall under the repeat policy unless and “C or better” grade has been earned in the course.

Dropping and Adding Classes

If a student wishes to change class time, drop a class or add a class, he/she must contact their academic advisor.

1. During pre-registration a student will be allowed to make course changes, which must first be approved by his/her academic advisor.
2. A student who withdraws from a course after the 20th day of classes will receive a “W” for that course, which does not calculate into the GPA.
3. A student will be allowed to add a course up to and including the Final Add Date as indicated on the Master Calendar. The final Add Date is determined by calculating twenty-five (25) percent of the allotted class time. Courses not meeting the entire semester will be calculated in the same manner.
4. A student will be allowed to drop a course up to and including the Final Drop Day as indicated on the Master Calendar. The Final Drop Day is determined by calculating eighty (80) percent of the allotted class time. Courses not meeting the entire semester will be calculated in the same manner.
5. A student remains responsible for payment of tuition and fees if the drop occurs after the tuition refund dates as indicated on the Master Calendar.

Electric Device Policy

All electronic devices, such as but not limited to, cell phones, media players, laptops, e-readers and notepads are to be turned off and out of sight during class time. Individual faculty may have a less restrictive policy.

Grade Point Average

The “grade point average” for any term is calculated by dividing the number of grade points earned by the number of credit hours attempted (excluding “I”, “W”, & “CR” & “NC”). Exception: When a course is repeated for credit, the last enrollment and grade will be used in computing the cumulative grade point average, regardless of whether it improved or lowered the grade.

Grading System

A report showing the grades of a student will be available online through the RedConnect system at the end of a semester or session.
Grades reported at the end of each semester are recorded on the permanent record of the student and are reported on any transcript issued by the Registrar. The following grades, with their values and honor points per semester hour, are used:

Courses Enrolled for Letter Grade:

A student who fails to complete all requirements of a course by the end of the assigned term may request, and by consent of their instructor, be awarded an incomplete (“I”). Incomplete grades will not be allowed without a minimum of 75% of the class work completed at the time the incomplete is given. Course work receiving an “I” will be entered on the student’s transcript. The student and instructor shall agree upon a date by which the course shall be completed. The maximum time permitted a student to complete such work shall not exceed one (1) semester following the termination of that course. One year after the termination of the course, the registrar will exercise the authority given by the Academic Affairs Committee to change any “I” grade to an “F.” A written contract as prescribed by the College shall be completed by the student and the instructor. Failure to complete the course within the allowed time period shall result in the instructor converting the “I” grade to an “F”. It is the responsibility of the instructor to submit a Change of Grade form within ten (10) days after the allotted time for completion of the work, which will authorize the Registrar to make the grade change. For grade point average determination, all grades except “I”, “W” and “CR” are used. A “W” is issued to a student who withdraws from a course prior to the last day to drop. A “NC” is issued when a student does not withdraw from a credit only course and has not earned the “CR”.

Courses Enrolled for Credit Only:

A course being taken for credit only (CR/NC) will receive a passing/failing grade. Credit only courses (CR) will be transcribed as “CR” on the transcript when the student successfully completes the course requirements. A “W” is issued to a student who withdraws from a course prior to the last day to drop. A “NC” is issued to a student when credit only course expectations are not met and the student does not withdraw from the course prior to the last day to drop.

Online Classes

Coffeyville Community College offers a variety of online classes and students may complete an Associate in Arts, Associate in Science, or an Associate in General Studies degree entirely online. Courses are also available online to fulfill General Education requirements for an Associate in Applied Science degree.

Online classes at CCC are asynchronous and students have weekly requirements for participation. Weekly participation usually includes, but is not limited to, posting in graded discussion forums, submitting a written assignment and/or completing a quiz. Failure to meet attendance/participation expectations within the first seven days will result in the student being administratively withdrawn from the course. The student remains responsible for payment of tuition and fees if the drop occurs after the refund dates as indicated on the master calendar. Students who stop attending for any reason, and fail to drop a class will receive a grade of “F” recorded on their permanent record of the student. A notation of “W” (withdrawal) will be made on the student’s permanent record if they officially withdraw prior to the published withdrawal date on the master calendar.

Classes are available in 8 week and 16 week formats. Course content in the 8 week format is equal to the content in a full semester (16 week) course; the shorter session is more rigorous and will move at a quicker pace.

Students seeking to earn a degree online should contact the Director of Distance Education at 620-252-7071.

NOTE: All online students are required to establish attendance within the first week as well as participate weekly in their courses. Failure to meet attendance / participation expectations within the first seven days will result in the student being administratively dropped from the course. The student remains responsible for payment of tuition and fees if the drop occurs after the refund dates as indicated on the master calendar.

RedConnect

Coffeyville Community College offers students the availability to receive and view their records and College information online. Visit www.coffeyville.edu and click on Red Connect. Enter username (firstname.lastname) and password (last 6 digits of social security number). NOTE: You will have to immediately change your password before it will let you proceed into RedConnect. Navigational tabs available are: Student Finance, Student Planning, Grades, Financial Aid, Course Catalog, Graduation Overview, and Academic Attendance.

Honor Graduate

Any person graduating with an associate degree who has an overall grade point average of 3.40 with no grade below a “C” is an honor graduate.

Honor Roll

The names of members of the freshman and sophomore classes who have done outstanding work are placed on the honor rolls at the end of each semester. To be placed on the President’s Honor Roll a student must be enrolled in at least 14 hours of graded academic work with a grade point average of 3.75 or above with no grade below a “B”. To be placed on the Vice President’s Honor Roll a student must be enrolled in at least 12 hours of graded academic work with a grade point average of 3.40 or above with no grade below a “B”.

Academic Fresh Start Policy

Academic fresh start is a policy which allows returning undergraduate students with poor or marginal academic records to resume work toward an associate degree without the burden created by poor past performance in an earlier college semester. This policy is designed for students who have gained maturity through extended experience outside of educational institutions and who have decided that a return to academic life would be beneficial. However, academic fresh start is not for every returning student. There are two requirements that a student must meet before being granted this option:

1. Has not been enrolled as a full-time student at any institution of higher education for at least four (4) years.
2. Has made formal application to the Vice President for Academic Services. This application should describe the reasons for the request and outline an academic plan which includes the declaration of a major.

Fresh Start Criteria:

1. Minimum 4 years of non-attendance/separation from all institutions of higher learning.
2. Must complete 1 semester at CCC consisting of 12 or more hours, with no grade below a “C,” before applying for Fresh Start.
3. Fresh Start is granted once.
4. Entire semester in question must be “wiped out”. A student cannot select individual courses.
5. The student’s permanent record will remain a record of all work, regardless of institution at which that work was completed. Transcript will show all original courses with the Fresh Start semester appropriately noted.
6. After receiving Fresh Start, credits and grades from the semester in question are not used in GPA computation.
7. Grades transferred from another institution will not be eligible for Fresh Start. The intent of the Fresh Start Policy is to provide a fresh start to students who initially had academic difficulties with an opportunity to begin anew; it is specifically not intended for students simply to boost their GPA, qualify for honors status or establish eligibility for graduation.

Student Military Leave Policy

Students called to “service” with any military branch will be extended the special consideration for completion of a course(s) or reimbursement for tuition and fees as follows:

1. Receive full tuition, fee and book refund for the course(s) in accordance with established refund policy, or
2. If past the refund date, the student may withdraw from the course(s) and receive a “W”. When the student returns to the institution, they will receive free tuition and fees for the same number of credit hours withdrawn at the time the student was called to military service, or
3. If at least 75% of the course is completed at the time of the call to military service, the student will be given an incomplete “I” grade for the course(s) and may complete the course(s) when they return to the institution. Students will have up to three (3) years from the date they return to the institution to complete the incomplete course work.
4. Graduation requirements, as published in the College catalog in effect at the time of the call to military service, will be used to determine eligibility for graduation.

The uniformed services consist of the following military branches:
Army, Navy, Marine Corps, Air Force or Coast Guard Army Reserve, Navy Reserve, Marine Corps Reserve, Air Force Reserve or Coast Guard Reserve, Army National Guard or Air National Guard, Commissioned Corps of Public Health Service, and any other category of persons designated by the President in time of war or emergency

Service in the uniformed services means duty on a voluntary or involuntary basis in a uniformed service, including:

• Active duty
• Active duty for training
• Initial active duty for training
• Inactive duty training
• Full-time National Guard duty

Individuals must provide advance written or verbal notice to the Vice President for Academic Services for all military duty. Notice may be provided by the student or by the military branch in which the individual will be serving. Notice is not required if military necessity prevents the giving of notice or the giving of notice is otherwise impossible or unreasonable.

The U. S. Department of Education will determine the procedure for handling financial aid awards for students called for military service.
In the event of a student being called for service, the Vice President for Academic Services will notify the appropriate College staff to make the appropriate arrangements for the student to leave for military service.

Transcripts

A student who wishes to have a transcript sent to another institution or recipient, must make a request through Parchment.com or submit a request form through the Registrar’s Office. An official transcript may only be issued after the student has fulfilled all of his/her financial obligations to the College. A transcript is not official without the College seal. Requests made in person may be mailed or picked up, and the $3 fee, per transcript, must be paid in cash. Requests made through Parchment may be mailed or sent electronically to specific institutions or to any address or email you specify. Payment is made online at the time of your request.

In July 2001, the Southeast Kansas Area Technical School (SEKATS) officially merged with Coffeyville Community College. Student transcripts from the former SEKATS are maintained by Coffeyville Community College in the Registrar’s Office. Requests for official transcripts from SEKATS should be made with the College Registrar.

Transcript Evaluation

All transfer credit will be accepted at Coffeyville Community College once an official copy of the transcript is provided and accreditation is verified. The classification of the course will be determined using the course description, course syllabi, as well as faculty consultation. The KBOR list of system-wide transferrable courses is also consulted and followed.

Developmental courses are placed on the transcript but do not count toward a formal award. Transfer credits will be accepted from colleges and universities that are regionally accredited with the following:

• Higher Learning Commission (HLC)
• Accrediting Commission for Community and Junior Colleges (ACCJC) Western Association of Schools and Colleges
• Middle States Commission on Higher Education (MSCHE)
• New England Commission of Higher Education (NECHE)
• Northwest Commission on Colleges and Universities (NWCCU)
• Southern Association of Colleges and Schools Commission on Colleges (SACSCOC)
• WASC Senior College and University Commission (WSCUC)
  * Other institutions may be specifically approved by the President or President’s designee.

Student’s Location Verification Policy

Students are required to verify permanent and local addresses as part of the enrollment process each semester. The Registrar’s office verifies and updates the student’s address information in the electronic database as well as the student files which are archived in the records office. Students may update personal information by completing a change of information form in the Registrar’s office at any point throughout the year.

Who’s Who in American Junior Colleges

This is a recognized institution of the American academic community. Who’s Who awards are presented annually to outstanding sophomore students. Selections are made by a campus nominating committee and are based on a minimum 3.00 cumulative grade point average, citizenship, participation and leadership in academic and extra-curricular activities and promise of future contribution to society.

Complete Withdrawal from the Institution

A student who wishes to do a complete withdrawal from the College may do so prior to the last day to withdraw noted on the current academic calendar. To receive an honorable withdrawal, students must complete an official Withdrawal from the College Form and confer with the student’s Academic Advisor, Financial Aid, and complete the official withdrawal process with the Registrar. Technical Division students would contact the respective Technical Campus Central Office. A student remains responsible for payment of tuition and fees if the withdrawal occurs after the tuition refund date. Additionally, a student who attends less than sixty (60) percent of the allotted class time and receives federal financial aid will be responsible for returning a portion of that aid. A student who officially withdraws from the College before the withdrawal deadline will receive a “W” (no credit or penalty) for each course. Unless all the steps of this procedure have been taken, the student will not receive an honorable withdrawal, and the semester grades will be recorded as assigned by instructors. If a student receiving financial assistance withdraws from all courses at Coffeyville Community College, and/or the student may be required to return some or all of the federal funds awarded to the student, these funds will be returned to the grant or loan fund from which the assistance was received. The student may also be eligible for a refund or a partial refund of oncampus room and board paid to the College for the semester. The return of funds policy is outlined in the Financial Aid Policy handbook, which can be found online at www.coffeyville.edu.

Advisement and Counseling

Academic Advising

All students will be assigned an academic advisor based on their majors and/or participation in college activities. Advisors are faculty members and College personnel who are familiar with degree requirements, course descriptions, and College services. Each student is responsible for working out an educational plan with his or her advisor, visiting with the advisor before enrollment, and discussing any problems or questions when they arise. When planning schedules students must realize that they are ultimately responsible for fulfilling graduation and transfer requirements.

Counseling

Any discussion topic important to the student is appropriate for counseling. The task of counseling is to confer with the student as an individual on a confidential basis, and to provide the student with informational resources relevant to these discussions. Every attempt is made for counseling to fit the student’s particular needs and to make resources available to the student.

Academic Standards

Academic Warning and Probation Policy

Coffeyville Community College values a student’s success in the classroom. Students must maintain a cumulative grade point average (GPA) of 2.0 to maintain good academic standing with the institution. If a student falls below the required 2.0 Cumulative GPA, the student will receive an academic warning for one semester. If the student’s cumulative GPA remains below 2.0 after the second semester, the student will work with their academic advisor one-on-one to develop an academic plan for success. The student will be placed on academic probation. Once the student earns a cumulative 2.0 GPA, the student will be considered in good academic standing with the institution.

Students receiving financial aid are subject to sanctions if academic progress is unmet. In conjunction with the institutional academic progress policy, Federal regulations require that financial aid recipients maintain satisfactory academic progress (SAP) toward a degree or certificate to be eligible for federal aid. Federal aid includes the following: Pell Grants, Federal Supplemental Educational Opportunity Grants, Federal Work-Study, and Federal Direct Loans. See below, Standard Academic Policy, Financial Aid Monitoring Periods, Warnings and Loss of Eligibility or Suspension.

Grade of Incomplete

Credits for a course in which a student received an incomplete grade are considered not completed. When the incomplete grade becomes a letter grade, your credits earned may be reevaluated to determine the student’s successful completion of the required number of credits. It is the student’s responsibility to inform the Financial Aid Office of such a grade change.

Course Withdrawal

Credits for a course from which a student has withdrawn are not considered completed. Courses dropped before the end of the 20th-day certification date will NOT count as attempted credits. Those courses dropped beyond the census or certification date will be counted toward attempted hours.

Remedial Courses

Remedial coursework will be counted towards a student’s academic progress and included in attempted hours.

Repeated Courses

All grades and attempted credits will be counted toward academic progress and maximum timeframe. Please note: Federal regulations allow financial aid to pay for one retake of any previously passed course.

Transfer Credits

Transfer credits accepted toward a student’s educational program count as attempted and completed credits.

Maximum Timeframe/Pace

Students must complete their degree within 150% of the published length of their program. A student enrolled in a degree-seeking program must complete their 64-credit hour degree within 96 hours. The pace of completion requirements is specified and aligned with the maximum timeframe permitted. Pace=total credits completed divided by total credits attempted.

Financial Aid / Student Accounts

Purpose

The Financial Aid Program at Coffeyville Community College is designed to function as a multi-purpose financial assistance service for students. One important purpose of the program is to reward outstanding students for past academic accomplishments and those with outstanding potential. Another purpose is to assist students who, without such aid, would be unable to attend college. Fundamental to this philosophy is the belief that the educational opportunities of able students should not be controlled by their financial resources. The College provides students with financial aid through scholarships, grants, loans, and part-time employment. Approximately 75 percent of Coffeyville Community College students receive financial assistance from federal, state, college, and private sources annually.

Students wishing to apply for federal aid should complete the Free Application for Federal Student Aid (FAFSA). The application is available online at: https://studentaid.gov/h/apply-for-aid/fafsa

The Federal PELL GRANT program provides grant assistance to undergraduate students who have no previous baccalaureate degree. Eligibility is based on financial need and is determined by the federal government.

The Federal SUPPLEMENTAL EDUCATIONAL OPPORTUNITY GRANT (SEOG) provides grant assistance to undergraduate students with no previous degree who demonstrate high financial need. This grant is given to students who also qualify for a PELL GRANT.

The Federal COLLEGE WORK-STUDY program provides employment opportunities for students. It also is a need-based program, and students must qualify for this source of assistance through the aid application.

Loans

Direct Loans are low-interest loans for students and parents to help pay for the cost of a student’s education after high school. The lender is the U.S. Department of Education rather than a bank or other financial institution. When you graduate, drop below half-time, or withdraw from your academic program, you will receive a six-month grace period for your Direct Subsidized and Unsubsidized Loans. Your grace period begins the day after you stop attending school on at least a half-time basis. Once your grace period ends, you must begin repaying your loan(s). There is no grace period for Direct PLUS Loans-the repayment period for each Direct PLUS Loan you receive begins immediately after your school makes the last disbursement of the loan. All Federal Direct Loans are subject to loan fees.

The Direct Loan Program offers the following types of loans:

Federal Direct Subsidized Loan: for students with demonstrated financial need, as determined by federal regulations. No interest is charged while a student is in school at least half-time, during the grace period, and during deferment periods.

Federal Direct Unsubsidized Loan: not based on financial need; interest is charged during all periods, even during the time a student is in school and during grace and deferment periods.

Federal Direct PLUS: unsubsidized loans for the parents of the dependent students and graduate/professional students. PLUS loans help pay for educational expenses up to the cost of attendance minus all other financial assistance. Interest is charged during all periods.

Return of Title IV Funds

Title IV Funds including Pell, FSEOG, and Direct Student loans are awarded to a student under the assumption that the student will attend school for the entire period for which the assistance is awarded. When a student withdraws, stops attending, or receives all W, F’s or I’s, the student may no longer be eligible for the full amount of the Title IV funds the student was originally scheduled to receive.

Students “earn” a percentage of the fund they are disbursed with each day of class attendance. If a student withdraws or stops attending classes, whether any credits have been awarded for the term or not, a portion of the aid received is considered to be unearned and must be returned to the Title IV programs from which it was received.

Students who attend greater than 60% of the term are considered to have earned all of their Title IV financial aid. However, withdrawing from classes may affect a student’s satisfactory academic progress (SAP) and eligibility for additional financial aid.

Withdrawal Exemptions for all programs:

• A student who completes all of the requirements for graduation from their program before completing the days or hours in the period that they were scheduled to complete is not considered to have withdrawn.

Withdrawal Exemptions for programs with modules:

• In a program offered in modules, a student is not considered to have withdrawn if the student successfully completes:
  - One module that includes 49% or more of the number of days in the payment period, excluding scheduled breaks of five or more consecutive days and all days between modules.
  - A combination of modules that when combined contain 49% or more of the number of the number of days in the payment period excluding scheduled breaks of five or more consecutive days and all days between modules.
  - 6 credit hours in module courses.
  •49% may NOT be rounded up.
  •49% is based on the number of days in the overall payment period, not 49% of the modules the student was enrolled in for a particular payment period.

Successful completion means earning a passing grade.

Veteran’s Services

The Financial Aid Office assists veterans and children of deceased or disabled veterans in securing educational benefits. Members of National Guard and Reserve units may be eligible for benefits also. A student receiving veteran’s benefits must meet Coffeyville Community College’s standards of academic progress. Information may be obtained from the Financial Aid Office.

KSA 73-1216, 73-1217, and 73-1218 provide that “The board of trustees of every community college, the board of regents of Washburn University of Topeka, the board of control of every area vocational school and the governing body of every other institution of post-high school education which is supported by any state moneys shall provide for enrollment without charge of tuition or fees for any dependent of a prisoner of war, a person missing in action, or a dependent of a person who died as a result of a service-connected disability suffered during the Vietnam Conflict, so long as such dependent is eligible, but not to exceed twelve (12) semesters of instruction or the equivalent thereof at all such institutions for any person.”

As pursuant to the Veterans Benefits and Transition Act of 2018, Coffeyville Community College will not impose any penalty, including the assessment of late fees, the denial of access to classes, libraries, or other institutional facilities, or require a Chapter 31 or Chapter 33 recipient to borrow additional funds to cover the individual’s inability to meet his or her financial obligations to the institution due to the delayed disbursement of a payment by the U. S. Department of Veterans Affairs.

Eligibility

The eligibility for receiving financial assistance is determined by comparing the cost of attending Coffeyville Community College with the parents and the student’s ability to contribute toward his/her expenses. Financial assistance is viewed as being supplemental to all other resources to meet these costs.

The evaluated financial need equals the difference between the total cost of attending Coffeyville Community College (including all college charges - room and board, books and supplies, personal expenses, and allowable travel expenses) and the ability of the family to contribute to those educational costs. The factors taken into consideration when evaluating the expected contribution include parental income and assets, benefits such as those from Social Security, Veterans Administration, and rehabilitation awards from outside agencies, and the student’s assets and expected savings from employment. The basis for determining the family contribution is from the Free Application for Federal Student Aid.

The most basic eligibility requirements are that you must: (1) demonstrate financial need (for most programs–to learn more, visit StudentAid.gov/how-calculated), (2) be a U.S. citizen or an eligible noncitizen, (3) maintain satisfactory academic progress in college or career school, and (4) show you’re qualified to obtain a college or career school education by having a high school diploma or General Educational Development (GED) certificate or completing a high school education in a homeschool setting approved under state law.

Continued eligibility for the various financial aid programs will require the following: (a) continued enrollment; (b) satisfactory academic standing and the progression toward a degree; (c) properly completed and timely filed applications; (d) remain eligible by the individual program guidelines. For the Satisfactory Academic Progress (SAP) policy, visit our website, www.coffeyville.edu.

Student Rights and Responsibilities

Students receiving Financial Aid have certain rights and responsibilities under the Pell Grant, Supplemental Educational Opportunity Grant, College Work-Study Program, Guaranteed Student Loan, and other aid programs. The applicant must, without exception, report any of the following changes to the Financial Aid Office: (a) withdrawal from school; (b) transfer to another school; (c) dropping below half-time status; (d) name change; (e) address change or parents’ address change. If student loans have been received, an exit interview must be arranged with the Financial Aid Office when graduating or withdrawing from Coffeyville Community College. Failure on the aid recipient’s part to make some satisfactory arrangements for the settlement of a campus account by the due date may result in one of the following official actions: (a) a hold placed on the student’s records and/or (b) referral to a collection agency.

The financial aid applicant is responsible for obtaining, completing, and filing each year the proper financial application, statements, forms, etc., on a timely basis. Official High School and college transcripts from previously attended institutions are among the required documents in the applicatons process. The applicant has the right to seek and receive full information and counsel from the Financial Aid Office in regard to any financial aid matter. If the family’s financial circumstances change due to death, divorce, disability, long-term unemployment, or low income, the applicant may become eligible for more assistance. The applicant must take the initiative in notifying the Financial Aid Office of these changes.

An applicant for financial aid must return all additional documentation, verification, corrections, and/or new information requested by either the Financial Aid Office or the agency to which the applicant submitted his/her application or confidential statement. The applicant is responsible for reading and understanding all forms that must be signed and for keeping copies of them. The applicant accepts responsibility for all agreements he/she signs. When accepting a College Work-Study award, the student must perform the work that was agreed upon by the student and the supervisor. The student is also responsible for understanding the school’s refund procedures and policies.

Standard Academic Policy, Financial Aid Monitoring Periods, Warnings and Loss of Eligibility or Suspension.

Academic progress is reviewed at the end of each semester for all students regardless of whether the student received federal aid during that term. Students will be monitored based on their most recent academic career for the semester just ending. Students not meeting Satisfactory Academic Progress (SAP) will receive a letter from the Financial Aid office notifying them of their status. All official college transcripts must be available before SAP can be determined. Students failing to provide transcripts will not be eligible for aid.

• The first time a student falls below standards for Satisfactory Academic Progress, the student will receive a “Warning” and will remain eligible for federal aid.Warning status cannot be appealed. While on Financial Aid Warning, a student must receive a 2.0 GPA for the semester/term as well as meet the requirements of the pace and the timeframe standards. If a student corrects the deficiency by meeting the standards at the end of the warning term, he or she will be removed from warning.
• Two consecutive incidents of Satisfactory Academic Progress violations will result in a loss of financial aid eligibility.
• There is no warning period for the Maximum Timeframe or Pace.
• In addition, any student who receives all unsatisfactory grades, all incompletes, or totally withdraws from classes will automatically be suspended (i.e. no warning period will be granted).

Credit Hour Completion/Pace

Students must complete 67% of all credits attempted at Coffeyville Community College as well as those transferred and accepted from other schools the student has attended. CCC will compare the student’s cumulative credits attempted against the cumulative credits earned or completed. Credits attempted are defined as all classes for which a student receives a passing grade, F, Incomplete, Withdrawal, or Credit. Credits completed or earned are defined as all classes for which a student receives a passing grade of D or better.

Satisfactory Academic Progress (SAP)

The Financial Aid Office will determine the satisfactory progress of each student receiving aid at the completion of fall, spring and summer semester/terms. Eligibility relative to this policy may also be reviewed as students apply for aid at CCC. The SAP policy can be viewed online at: www.coffeyville.edu/student-services/financial-aid/satisfactory-academic-progress-policy
SAP is measured by the following:

• Cumulative GPA
• College credits completed/Credit hours attempted or Pace
• Timeframe needed to complete the degree

Minimum Cumulative GPA Standard

All students must maintain a 2.0 GPA. A student failing to meet the cumulative GPA requirement will be placed on financial aid warning and will remain eligible for federal aid for another semester/ term. If they do not meet the cumulative GPA for a second time they will lose their financial aid eligibility.

Satisfactory Academic Progress Appeal

Students denied financial aid due to unsatisfactory academic progress may appeal for reconsideration of financial aid eligibility. The student’s failure to maintain satisfactory academic progress must be the result of mitigating or unusual circumstances. Reasons for an appeal may include but are not limited to the death of a relative, an injury or illness of the student, or other special circumstances. The appeal should address and document the extenuating circumstances AND describe how circumstances have changed so that the student is in a better position to be academically successful. The submission of the appeal does not guarantee a change in the student’s financial aid eligibility. The Appeal committee will review the student’s appeal, and the student will be notified in writing of the committee’s decision. All decisions are final. Students may contact the Financial Aid Office to obtain a Satisfactory Academic Progress Appeal Form. Students should submit their approval request to the Financial Aid Office no later than midterm of the semester and allow for approximately two weeks for processing.

Approved Appeals and Satisfactory Academic Progress Probation

A student for which an appeal is approved will be placed on financial aid probation and will need an academic plan completed with the approval of the Academic Advisor. Certain conditions for academic performance will be set through the academic plan and monitored each semester. The probationary conditions will continue EACH semester/term. If the student fails to meet the conditions of the academic plan, the probationary period will be revoked, and the student will lose financial aid eligibility. Satisfactory Academic Progress Appeals will only be approved once per academic career.

Academic Plans

Students who fail the cumulative standards but have met the requirements in the term may be approved to continue to receive financial aid on an approved Academic Plan. The student must complete a degree plan with the Student Success Center or their Advisor to come up with a plan for academic success. As long as the student continues to meet the minimum GPA and pace requirements each term, they will be eligible to receive financial aid. If the student fails to meet the terms of the plan, they will be placed back on suspension and ineligible for aid. Once the cumulative standards are met, the student can be removed from the Academic Plan.

Scholarships

Coffeyville Community College offers scholarships on a competitive basis for academics, activities, and athletics. Recipients must be full-time students making reasonable progress toward a degree.

Scholarships for academic, activity, and athletic programs cover expenses for Kansas tuition and loan of books each semester, not to exceed the tuition cost of associate degree coursework unless otherwise noted.

1. All students are responsible for the payment of all institutional fees.
2. Scholarships may be effective for up to two academic years, as determined by sponsors and in accordance with NJCAA regulations.
3. To maintain a scholarship, students must have completed 12 credit hours in the previous semester with a 2.0 GPA or higher. The first time a student falls below this requirement they will be placed on warning. The second time will result in the loss of the scholarship / suspension.

Students may only receive one institutional scholarship and will remain on the original scholarship unless special circumstances warrant a change. Activity sponsors must agree to scholarship transfers.

Students must meet all institutional requirements as per the scholarship agreement to be eligible for the scholarship the following semester, i.e., minimum grade point average, attendance, activity participation, and/or meet NJCAA eligibility rules in athletics. If a student does not meet the scholarship and/or institutional requirements each semester, Coffeyville Community College reserves the right to revoke the scholarship award (i.e., academic performance, disciplinary reasons, lack of attendance, and/or missed performances).

PRESIDENTIAL SCHOLARSHIPS are provided to a select group of students who, because of their academic achievement, leadership and future promise, are recommended by their high school counselor. This select group of students assists in official capacities. The scholarships provide Kansas tuition, loan of books and $500 toward on-campus housing expenses. These scholarships are renewable, provided the student maintains a 3.60 grade point average throughout their college career at CCC. In order to qualify for a Presidential Scholarship, students must have a high school cumulative grade point average of 3.60 unweighted GPA or higher or an ACT composite score of 24 or higher.

PRESIDENTIAL HONOR SCHOLARSHIPS are available to students with an ACT score of 28 or higher and a 3.75 unweighted GPA. Presidential Honors students will receive a full scholarship including Kansas tuition, loan of books, institutional fees, room and board in on‐campus housing. Presidential Honors scholarships are renewable each semester provided the student maintains a 3.75 GPA.
Presidential Scholarship Requirements:

• Must be a Kansas resident, or a resident of an Oklahoma/Missouri Contiguous County (Oklahoma counties include: Nowata, Washington, Ottawa, Craig, Osage and Rogers. Missouri counties include: McDonald, Newton, Jasper, Barton and Vernon.)
• Must be an incoming freshman student. The Presidential Scholarship is not available for transfer students, international students, out‐of‐state students (except residents of contiguous counties), or students who are already enrolled at the College.
• Students applying for the Presidential or Presidential Honors Scholarship need to submit a copy of their high school transcript and ACT scores along with the Presidential Scholarship Application Form by July 1st to be considered.

NATIVE AMERICAN LEADERSHIP SCHOLARSHIPS are available for official members of federally recognized tribes. This scholarship will provide tuition and loan of books on the CCC main campus or tuition for technical programs for qualified students.

The Coffeyville Community College Foundation awards academic, activity, athletic, memorial, and technical SCHOLARSHIPS to qualified students.

ACTIVITY/ ATHLETIC/TECHNICAL SCHOLARSHIPS provide financial assistance to students who participate in such activities or technical programs and/or meet NJCAA eligibility rules in athletics and/or NIRA regulations for rodeo.

GOLD CARD SCHOLARSHIPS may be awarded to Montgomery County and Cherokee County residents who are 55 years of age or older. The GOLD CARD entitles the holder to six (6) credit hours of instruction in Coffeyville Community College courses during a fiscal year. The scholarship waives tuition; however, any institutional or special class fees and/or books that accompany the course offerings are still applicable and must be paid by the student. Institutional fees and class fees vary by course. Fees are subject to change without notice. The Gold Card must be presented at the time of registration to receive the scholarship for tuition. The holder of the Gold Card is entitled to all rights and responsibilities of any student attending Coffeyville Community College.

WELLNESS CARD. Residents of Southern Montgomery County who are age 21 or older are invited to apply for a free Community Wellness Card. The card allows the holder to take up to three (3) credit hours per semester of wellness classes tuition free. Payment of any fees and/or books is the student’s responsibility. The holder of the Community Wellness Card is entitled to all the rights and responsibilities of any student attending Coffeyville Community College.

Residency for the Purpose of Assessing Tuition

The residency status of students entering Coffeyville Community College is determined by an act of the legislature (Sec. 76-2701 G.G. 1949), which reads as follows: Persons entering the state educational institutions who, if adults, have not been, or if minors, whose parents have not been residents of the State of Kansas for six months before the matriculation in the state educational institutions, are non-residents for the purpose of payment of matriculation and incidental fees. Provided further, that no persons shall be deemed to have gained a residence in this state for the aforesaid purpose while or during the elapse of time attending such institution as a student, nor while a student of any seminary of learning, unless, in the case of a minor, his parents shall have become actual residents in good faith of the State of Kansas during such period, or unless, in the case of a minor, he has neither lived with nor been supported by his parents or either of them for three years or more before enrollment and during said years has been a resident in good faith of the State of Kansas.

Tuition and Fees

Coffeyville Community College charges tuition and fees on a per credit hour basis. The Kansas State Legislature regulates tuition charges for residents and non-residents. The incidental fee supports student activities, including clubs, organizations, athletics, parking, and student health. The building fee is assessed to fund building improvements for college purposes. In addition, certain classes have special fees assessed to help defray the cost of materials and supplies. For a current list of tuition, fees, and special fees, visit our website at: https://www.coffeyville.edu/student-services/costs-fees

Payment of Tuition, Fees, and Residential Housing

The Business Office can only accept payments by cash or check in the office. If you wish to pay by credit/debit card or ACH, it must be done online through the “Make a payment” link on our website: www.coffeyville.edu. All prior balances must be paid before enrollment can be processed or before the official transcripts or diploma is released.

Tuition and Fees Refund Policy

100% of tuition and fees may be refunded for Summer, Fall, and Spring semesters if courses are dropped within five business days of the published session start date. A student remains responsible for payment of tuition and fees if the drop occurs after the tuition refund date, as indicated.

Pending Payment Compliance

In accordance with Title 38 US Code 3679(e), Coffeyville Community College adopts the following additional provisions for any students using U.S. Department of Veterans Affairs (VA) Post-9/11 G.I. Bill® (Ch. 33) or Vocational Rehabilitation & Employment (Ch. 31) benefits, whilepayment to the institution is pending from VA. Coffeyville Community College will not:

• Prevent the student’s enrollment;
• Assess a late penalty fee to the student;
• Require the student to secure alternative or additional funding;
• Deny the student access to any resources (access to classes, libraries, or other institutional facilities) available to other students who have satisfied their tuition and fee bills to the institution.

However, to qualify for this provision, such students may be required to:

• Produce the VA Certificate of Eligibility (COE) by the first day of class;
• Provide a written request to be certified;
• Provide additional information needed to properly certify the enrollment as described in other institutional policies GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA).

Housing

On Campus

Powell Hall houses up to 320 male residents. Each resident room has two beds, two under-bed storage units, two desks, and additional storage in a closet area next to the room entrance. Community bathrooms are located on each level of Powell Hall. Walker Hall houses up to 233 female residents in a three-story facility containing 60 two-bedroom, two-bath suites. Each floor of the building has a lounge area and study room. Cable TV and WiFi are available in all resident rooms, and a laundry facility housed between the two complexes. For more information, contact the Director or Assistant Director of Student Life.

It is the policy of Coffeyville Community College to comply with the Americans with Disabilities Act as amended by the ADA Amendments Act of 2008 (ADAAA), the Fair Housing Act, and other applicable federal laws that prohibit discrimination on the basis of disability. Students seeking accommodations must self-identify with the Director of Academic Advising and Student Success Center.

Policy for Student Records

Family Education Rights and Privacy Act of 1974:
In compliance with the Act, also known as the “Buckley Amendment,” Coffeyville Community College has established the following policy regarding access to and confidentiality of student records.

Upon request, any student of CCC will be granted access to any or all records pertaining directly to said student. Access to records will be granted no more than ten days following such request. If the information in these records is found to be inaccurate, misleading, or detrimental to the student, a committee composed of faculty and administrators will hear all cases challenging the content of such records. Such hearings will be scheduled within ten days of the receipt of a written request for said hearing.

No personally identifiable records will be released from CCC without the written consent of the student. Within the provisions of the Act, access will be granted to the following persons or agencies without the consent of the student:

1. school officials who have a legitimate educational interest;
2. officials of schools to which the student wishes to transfer;
3. authorized representatives of the Comptroller General of the United States, the Secretary and administrative head of an agency; or
4. authorized representatives of other institutions in connection with the student’s application or receipt of financial aid.

Routine data including student name, local address, telephone listing, parent and next-of-kin information, hometown address, date and place of birth, sex, marital status, classification, class schedule, major/minor fields of study, awards received, participation in officially recognized sports (weight, height, position, etc.) and non-identifiable grouped data for the purpose of educational research will continue to be released without the student’s permission. If the student wishes to be deleted from the above exceptions, a written request will be required in order to have his/her name deleted.

Student Conduct, Responsibilities and Rights

CCC is committed to providing a learning environment which will allow each student the ability to focus on reaching his/her education objectives. As such, student conduct rules are structured to support behavior which eliminates barriers so that a safe, non-disruptive, and harassment free climate exists where the “rights of an individual” are prevalent for students, staff, and guests.

Every effort is made to assure due process by providing a student the opportunity to appear before the Student Conduct Committee if a student has alleged actions which violate institutional policies. The Student Conduct Committee can recommend penalties which may include community service, restrictions, fines, suspensions, mandatory counseling sessions at a student’s expense, and/or expulsion.

1. A student will be assured of the following rights: To be informed of the nature of the charges brought against the student;
2. To present testimony, evidence, witness, or other material relevant to the charges;
3. To be represented by an advisor, coach, or faculty member at any time during the disciplinary process;
4. To receive in writing the recommended disposition of the procedure;
5. To appeal their case to the Senior Director of College Relations and Student Services and/or the Vice President for Academic Services, pending on the issue;
6. To initiate the Student Grievance Procedure.

Student Grievance Procedure

In the event that a student has a grievance against a member(s) of the administration, faculty or staff the student may seek redress of the grievance through the following procedure:

1. The student shall inform the person(s) in writing against whom the grievance is brought within 10 school days after the events leading to the grievance. If the grievance is not resolved at this point, the student proceeds to step #2.
2. The student shall inform the immediate supervisor of the person(s) in step #1 in writing of the grievance within 5 school days of the completion of step #1 (including all information pertinent to the grievance). The immediate supervisor of the person(s) against whom the grievance is brought will attempt to resolve the grievance. If the grievance is not resolved at this point, the student proceeds to step #3.
3. The student shall inform the President of the College in writing of the grievance within 5 school days of completion of Step #2. A grievance committee of three members will be selected as follows:
   1. The individual against whom the grievance has been brought will select one individual from one of the following groups:
      • administrator
      • faculty
      • student
      • staff
   2. The individual bringing the grievance will select one individual from one of the following groups:
      • administrator
      • faculty
      • student
      • staff
   3. The individual against whom the grievance has been brought and the individual bringing the grievance will agree upon one individual from one of the following groups:
      • administrator
      • faculty
      • student
      • staff
4. The President will officially notify the three committee members of their appointment and provide general directions for their function. The grievance committee will have access to all information in writing submitted in the previous steps. The grievance committee will make a recommendation to the President of the College within 10 school days of the formation of the committee. The President of the College will inform the student within 5 school days of the submission of the recommendation from the grievance committee as to the disposition of the grievance.
5. The student must work through the internal grievance processes listed above for complaint resolution. If a student believes that concerns were not adequately addressed, a complaint may be filed with the following within 10 school days of the notification from the President of the College:

Coffeyville Community College - Board of Trustees
400 W. 11th
Coffeyville, KS 67337
chair.board@coffeyville.edu
620-252-7115

The written complaint should include the following information:

1. Name, current mailing address, phone number of the complainant
2. Email address
3. Dates of your enrollment
4. Details of your complaint
5. Expected outcome

The Board will reply to you within 10 school days to let you know that they have received your complaint and whether it requires any additional information. The Board will let you know their tentative plan for investigating and resolving the complaint, and will update you if it takes longer than originally planned. The Board will send you a written response, usually within 45 school days of receipt of your complaint, explaining the investigation and the resolution.

In addition to the Board, listed below are other agencies that may be contacted:

• Consumer protection and/or fraud complaints may be filed with the Kansas Attorney General’s office.
• Discrimination complaints may be filed with the Kansas Human Rights Commission.
• Complaints regarding State Authorization Reciprocity Agreement (SARA) courses delivered by SARA ember community colleges may be filed by students enrolled in those courses with the Kansas Board of Regents office.
• Kansas Community Colleges are regionally accredited by the North Central Association of the Higher Learning Commission on Colleges and Universities (NCAHLC). Complaints regarding an institution’s ongoing ability to meet the Criteria of Accreditation may be filed by following the guidelines at https://www.hlcommission.org/HLC-Institutions/complaints.html.