Policies & Procedures

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The College and the Records and Registration Office have established a set of regulations, policies, and standards in order to direct registration and maintain your academic record. The information provided below will outline important policies and procedures you need to know.

Academic Forgiveness

Applying for academic forgiveness allows you to have grades less than a “C” excluded from your cumulative grade point average (GPA). Please be aware that you must meet certain criteria before you can apply for academic forgiveness. For more information about this policy, please see the academic catalog.

Academic Alert/Probation/Suspension

If you maintain less than a 2.0 cumulative grade point average after any given semester, you are placed on Academic Alert. The Records and Registration office will notify you in writing when you are placed on Academic Alert. A plan for improving your GPA must be developed with your advisor/counselor prior to registering for a future term.

The second successive semester that your GPA is below a 2.0, you are placed on Academic Probation. A plan for improving your GPA must be developed with your advisor/counselor prior to registering for a future term.

The third successive semester that your GPA is below a 2.0, you are placed on Academic Suspension, and you will not be allowed to re-enroll for one semester. If you have been academically suspended, you may complete an appeal form available from the Records and Registration Office.

For more information about this policy, please see the academic catalog.

AP & CLEP Credit

If you have completed Advanced Placement (AP) courses in high school and earned a score of “3” or higher, you are eligible to receive college credit for that score. Scores older than five years will not be considered for transfer credit. Please request that your scores are sent to the Records and Registration Office. For a list of credit equivalencies that we offer, please see the AP Chart below.

College credit is awarded to students who achieve a score of “3” or higher on an AP (Advanced Placement) exam, administered by the College Board. Scores older than five years are not considered for transferred credit. In order to have scores reviewed, students must request for an official score report to be sent to Gaston College from the College Board. Our CB code is 5262. For further information about how to request a score report, visit the following Web site: https://apstudents.collegeboard.org/get-scores

The following chart is an example of Gaston College credit equivalency for AP scores of 3, 4, or 5. All equivalencies are subject to change.

AP EXAMINATION

GASTON COLLEGE EQUIVALENT COURSES (for scores of 3 or 4)

Art History
Biology
Calculus AB
Calculus BC
Chemistry
Computer Science AB
Economics: Macro
Economics: Micro
English Language and Composition
English Literature and Composition
Environmental Science
French Language
German Language
Government & Politics: Comparative
Government & Politics: United States
Physics B
Physics C: Mechanics
Physics C: Electricity and Magnetism
Psychology
Spanish Language
Statistics
Studio Art: Drawing
Studio Art: 2D Design
Studio Art: 3D Design
U.S. History
World History

ART 114
BIO 111
MAT 271
MAT 272
CHM 151
CIS  115
ECO 252
ECO 251
ENG 111
ENG 111
BIO 140, BIO 140A
FRE 111
GER 111
POL 210
POL 120
PHY 151
PHY 131
PHY 132
PSY 150
SPA 111
MAT 152
ART 131
ART 121
ART 122
HIS 131
HIS 111


 

AP EXAMINATION

GASTON COLLEGE EQUIVALENT COURSES (for scores of 5)

Art History
Biology
Calculus AB
Calculus BC
Chemistry
Computer Science AB
Economics: Macro
Economics: Micro
English Language and Composition
English Literature and Composition
Environmental Science
European History
French Language
German Language
Government & Politics: Comparative
Government & Politics: United States
Music Theory
Physics B
Physics C: Mechanics
Physics C: Electricity and Magnetism
Psychology
Spanish Language
Statistics
Studio Art: Drawing
Studio Art: 2D Design
Studio Art: 3D Design
U.S. History
World History

ART 114, ART 115
BIO 111, BIO 112
MAT 271
MAT 272
CHM 151, CHM 152
CIS  115
ECO 252
ECO 251
ENG 111, ENG 112
ENG 111, ENG 131
BIO 140, BIO 140A
HIS 213, HIS 214
FRE 111, FRE 112
GER 111, GER 112
POL 210
POL 120
MUS 121, MUS 122
PHY 151, PHY 152
PHY 131
PHY 132
PSY 150
SPA 111, SPA 112
MAT 152
ART 131, ART 132
ART 121
ART 122
HIS 131, HIS 132
HIS 111, HIS 112


 

College level credit is awarded to you if you provide official CLEP (College Level Examination Program) results from the College Board to the Records and Registration Office. Scores (not older than five years) of 50 or above are required for college credit. For more information on CLEP, contact:

CLEP
PO.BOX 6601
Princeton, NJ 08541-6601
(609) 771-7865

Catalog-Archived 

Former and returning students who wish to review course and program requirements from prior years may access archived catalogs 2016-2017 and newer online at academic catalog.  Hard copies are available in the Office of Records and Registration; contact GCRegistrar@gaston.edu or call 704-922-6232 to request course descriptions or program requirements. Catalogs are also archived at https://www.digitalnc.org/.

Catalog of Record

A student who is in continuous attendance (summer semester excluded) may graduate under the provisions of the catalog in effect on his/her date of entry provided the courses are still offered or he/she may choose to meet the requirements of a subsequent issue. A student not enrolled for a period of three consecutive semesters must reapply to the college and will return under the provision of the catalog in effect at that time, unless otherwise mandated by accrediting agencies or governing bodies. A student who changes programs must meet the requirements of the catalog in effect at the time of the change of program.

Course Repeat Policy

If you would like to raise your grade point average, you may repeat a course. If the course was originally completed at Gaston, the repeated course must be completed at Gaston as well in order to honor the repeat policy. Courses that are credit by exam (CE) are not eligible for repeats. For more information, please see the academic catalog.

Credit by Examination

There are some courses that offer you the option of Credit by Examination. It is not required that you register for the course, but there is a $50 fee. The exam must be taken within the first 10 days of the semester and may be only taken once. If you believe you can test out of a class, please meet with your academic department to schedule an exam. For more information, please see the academic catalog

Enrollment Verifications

Enrollment Verifications for Curriculum (for-credit) may be obtained by WebAdvisor, in person, or via fax. The faxed request must contain your signature before any information will be released. Please make sure your full name, social security number, and address/fax number to where the verification is to be sent appears on your request.

Gaston College verifies Curriculum (for-credit) through the National Student Clearinghouse (NSC). High School Equivalency Diploma/HiSet/TASC Transcripts can be found at https://diplomasender.com.”

 

FERPA

THE FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT OF 1974

Gaston College has a long-standing commitment to the protection of students’ rights and privacy of information. Gaston College complies with the provisions of the Federal Family Educational Rights and Privacy Act of 1974 (FERPA), state of North Carolina Law, and the State Department of Education Division of Community College rules. These federal and state requirements relate to accessibility and confidentiality of student records.

Gaston College policies and procedures manual, section 4-31, Confidentiality and Access of Student Records, provides pertinent and detailed information concerning classification of student records. Directory Information Records includes the student’s name, major field of study or program, dates of attendance, enrollment status, and degrees and awards received (Updated November 18, 2019).

Gaston College may disclose directory information about a student without the consent of the student unless the student has properly objected to the release. Any student not wishing the release of directory information must file a written request with the Records and Registration Office no later than the last day of Late Registration. 

Full-time/Part-time Status

If you are enrolled in 12 or more credit hours, you are considered a full-time student. If you are enrolled in less than 12 credit hours, you are considered a part-time student. If you have financial aid, less than 12 credit hours could cause your aid to be reduced. 9-11 credit hours is considered three-quarter time, 6-8 credit hours is considered half-time, and 5 or fewer credit hours is considered less than half-time. If you have student loans and are enrolled as less than half-time, you will not be in a deferred status and will be in repayment.

Grading System

If you attended Gaston College prior to summer 1997, any credits earned are listed as quarter hours. If you attended after summer 1997, any credits earned are listed as semester hours.
The grade point average is calculated by dividing the total number of semester hours attempted by total quality points. For a detailed example, please see the academic catalog.

Greater Charlotte Consortium 

Full-time students in good academic standing with no financial holds are eligible to take classes at member institutions tuition free in fall and spring terms. For more information, visit https://greatercharlotteconsortium.org/ or contact Alisa Roy at 704-922-6202 or roy.alisa@gaston.edu.

Refund Policy

Curriculum

A 100% refund of tuition may be given if you officially drop a class prior to the first official day of the term or the day before a short term class (late start) begins. A 75% refund of tuition may be given if you officially drop a class prior to or on the 10% point of the term or the short term (late start) class. The drop deadlines are published on the student academic calendar. No refunds will be given after the 10% date. If a course is cancelled, refunds are automatically processed.

Regardless of when you officially drop/withdraw, you are still responsible for any fees and/or balance remaining on your account.

 

Economic and Workforce Development

If a student officially drops from a state-supported class or classes before the 10 percent date of the class(es), a 75 percent tuition refund will be given for the class(es) dropped. A 100% refund will be made if the student drops from the class prior to the class start date. No refunds will be given after the 10 percent date. If a course fails to materialize, refunds are automatically processed. (The refund policy is subject to change. Refunds of tuition will be issued in accordance with the current state and college policy. Refund checks will be mailed within six weeks of class cancellation or notification of drop from the class.)

 

Textbook Inclusion Fees

If students drop a course with textbook inclusion fees, full refunds will be given ten calendar days from the start of the class. Students must request a refund of these fees with the Records and Registration Office by calling 704.922.6232. This refund policy excludes Cengage Unlimited as this is a subscription fee not associated with one particular course or textbook.

 

Students called to active military duty may be allowed special provisions for refunds. Contact the Records and Registration Office at 704-922-6232 or gcregistrar@gaston.edu for Active Duty Provisions.

Awarding of Credits-Credit for Prior Learning

Credit for Prior Learning Options May Include:

Credit by Examination

Students who wish to receive course credit for competencies acquired through work experience or other non-academic experiences can request Credit by Examination. The student is responsible for requesting credit by examination. The instructor, in partnership with the divisional dean, is responsible for granting or denying the request for Credit by Examination. A grade of “CE” is assigned for successful credit by examination on the student’s academic record. Only hours earned for credit are recorded. Credits by Examination will be applied toward graduation requirements, but students must satisfy the graduation requirements related to credit hours completed in attendance at Gaston College. Quality points will not be awarded. A grade of “CE” is not used in computing a student’s grade point average. The instructor is responsible for keeping records of the examination and reporting the results, using the Credit by Examination form, to the Records and Registration Office by the third week of class. Credit by Examination cannot be earned for classes numbered less than 100 or for courses in which the student earned a grade or was enrolled and did not drop prior to the first day of the class. This includes audits and withdrawals.

No student may request Credit by Examination for more than 18 credit hours. Because of the nature of the Emergency Medical Science program, students enrolled in this program are exempt from the college’s policy on maximum “CE” credits.

Effective with the Spring 2014 term, a student who wishes to attempt Credit by Examination must meet with the academic department to provide evidence of proficiency in the course in which he/she is requesting Credit by Examination. The Credit by Examination fee is $50 and the student does not need to register for the class. The examination must be administered during the first 10 days of the semester and may be taken only once. A student who receives any type of financial aid should consult with the Office of Financial Aid before attempting Credit by Examination.

 

Courses Listed in High School to Community College Articulation Agreements

Students may receive college credit for high school courses if taken within the last 5 years, earned a B or better grade, and received a grade of 80 or higher on a post-assessment test within two years of high school graduation. Students in the Associate in Arts in Teacher Preparation or Associate in Science in Teacher Preparation may receive credit for EDU 187 if Teacher Cadet or Teaching as a Profession courses in in high school with a B or higher grade.

Certifications, Licenses, and State/Industry Recognized Credentials

The coursework must have been completed, which resulted in the awarding of a valid certification, license, and/or state/industry recognized credential that is consistent with the CPL standards as approved by the Curriculum Course Review Committee (CCRC).

Standardized Exams

Advanced Placement

If a student has taken AP (Advanced Placement) courses in high school and has earned a score of “3” or higher, he/she is eligible to receive college credit for that score. Scores older than five years are not considered for transfer credit. The results of the Advanced Placement Examination should be sent directly from The College Board to the Records and Registration Office. To obtain official score reports contact:

AP Services
P.O. Box 6671
Princeton, NJ 08541-6671
Telephone 609.771.7300
Fax 609.530.0482

College-Level Examination Program® (CLEP®)

College-level credit is awarded to students who provide official CLEP (College Level Examination Program) results to the Records and Registration Office. Scores of 50 or above on subject examinations are required for college credit. No credit is given for the general examination. CLEP scores older than five years are not considered for transfer credit. For further information on CLEP contact:

CLEP
P.O. Box 6601
Princeton, NJ 08541-6601
Telephone 609.771.7865

Cambridge Assessment International Education Examinations (CAIEE)

Must be completed with a grade of “E” or better, which is the equivalent to a grade of “C” or better in the U.S.

 

DANTES Subject Standardized Tests (DSST)

 Students must complete the DSSTs and earn the minimum score as recommended by the American Council on Education at the time the official score is evaluated. CPL will be the same amount of credit awarded students who completed the related course.

 

International Baccalaureate® (IB) Diploma Programme

Students must complete the IB with a score of 70 or higher.
 

Military Credit

Military Credit is awarded based on the Guide to the Evaluation of Education Experiences in the Armed Services.

Workforce Continuing Education

Workforce Continuing Education courses must have an equivalent learning outcome as a curriculum course to be considered for the awarding of CPL. In some cases, multiple Workforce Continuing Education courses may be combined to demonstrate an equivalent learning outcome for a curriculum course. In all cases, a grade of “S” or “C” or better must be earned for a Workforce Continuing Education course to be eligible for CPL. Awarded CPL for Workforce Continuing Education cannot be used to fulfil the residency requirement for graduation.

Apprenticeships

Gaston College recognizes “Registered Apprenticeships” as defined by the U.S. Department of Labor and will award CPL for a registered apprenticeship based on any applicable and approved statewide articulation, including an evaluation of the instruction provided when articulation is not applicable or approved. Work-based learning (WBL) course credit may be granted for the experiential portion of a Registered Apprenticeship; however, documentation, including completed time on task, must be provided through an Apprenticeship Agreement and constitute the documentational requirements of a WBL experience.

Public Safety Training (PST) Prefix Courses

Courses in the NCCCS Combined Course Library with a Public Safety Training (PST) prefix will be evaluated for the awarding CPL for industry-recognized public safety training and/or credentials. To be consistent with 1D SBCCC 400.8(c), credit will be considered for public safety training that meets the criteria outlined in the Public Safety Training (PST) course descriptions as listed in the Combined Course Library. Gaston College requires official documentation from the training provider or credentialing entity that validates, at a minimum, the description and length of training.

Portfolio Assessment

The College may award CPL based on portfolio assessment. For the purposes of this option and consideration, a portfolio must contain a collection of artifacts documenting competencies gained through prior life and learning experiences. The assessment may also require self-reflection on growth during the learning experiences, strength/weaknesses of the artifacts, and/or how well the artifacts demonstrate attainment of course learning outcomes or course learning objectives. The assessment would be conducted by subject matter expert(s) (SME) designated by the College. The SME(s) conducting the assessment will provide the rubric or instrument to assess the portfolio along with the minimum passing criteria. The portfolio assessment may also require a Credit by Examination (CBE) exam as per this policy, and if the CBE exam is outside of regular course enrollment, an assessment fee may apply. The maximum allowable CPL for portfolio assessment is 18 credits.

 

Awarding of Transfer Credits From Another School

Students may be eligible to receive transfer credit(s) to Gaston College from nationally-accredited colleges and universities. Gaston College accepts transfer credits from institutions of higher education that are accredited by the Southern Association of Colleges and Schools and other national agencies recognized by the Council on Postsecondary Accreditation as described in the current edition of Transfer Credit Practices of Designated Educational Institutions published by the American Association of Collegiate Registrars and Admissions Officers.

A transfer credit evaluation is provided for each student with prior college work when the student has an application for admission on file with the Office of Admissions. Students must earn at least 25% of credit hours of their course work at Gaston College in order to receive a degree or diploma from Gaston College.

Time limits may restrict the transfer of some courses if it is determined that the course material is outdated. Only course work completed at Gaston College is used in computing grade point averages.

The student should meet with his/her academic division to determine how and if the course work will apply toward the student’s degree program and graduation requirements at Gaston College.

Credits That WILL Transfer to Gaston College

  • Courses which have a Gaston College equivalent course in terms of course title/content/semester hour equivalency.
  • Courses earned with letter grades of “C” or higher.
  • Courses from nationally-accredited schools.
  • Some military credits on a case-by-case basis with proper documentation.
  • CLEP score(s) 50 or above subject to examination, less than five years old.
  • AP credit and IB credit for scores of “3” or higher, less than five years old.
  • Credit from foreign institutions, only if an official course-by-course evaluation is provided and all other transfer requirements have been met.
  • Possible CJC credit for students who successfully complete the BLET program.
  • Possible FIP credit earned from the National Fire Academy as recommended by ACES and approved by the Director of the Fire Protection Technology program.
  • Possible AUT credit earned through the ASE examination and approved by the Chair of the Automotive Systems Technology program.
  • Emergency Medical Science (EMS) credit is given to those that have passed the National Registry of Emergency Medical Technicians (NREMT) cognitive and practical examinations and received National EMS Certification as an EMT-Basic. These students must provide a letter from NREMT stating that they have passed their certification along with their NREMT certification card. Upon receipt the EMS Department Chair reviews their course work for credit to be accepted by Gaston College.
  • The North Carolina High School to Community College Articulation Agreement is honored by Gaston College. As outlined in this agreement, high school students have an opportunity to earn college credit for specific courses taken in high school.. Credit may be awarded to high school students who complete specific high school courses. The following criteria must be met: a grade of B or higher earned on the high school course and a raw score of 80 or higher on the Career Technical Education post-assessment. Students must enroll in Gaston College within two years of their high school graduation date to receive this credit. Gaston College must be provided an official high school transcript from the School County Office showing the course(s), the grade(s) earned, and the corresponding Career Technical Education post-assessment scores. If the post-assessment scores are not reflected on the high school transcript, a letter on school letterhead stating the post-assessment scores and the corresponding course must be submitted with the high school transcript.

Credits That WILL NOT Transfer to Gaston College

  • Courses which do not have a Gaston College equivalent course in terms of course title/course content/semester hour equivalency.
  • Courses earned with a letter grade lower than a “C”, unless taken at a NC Community College. Please be aware that a “C” or better grade may be required for certain academic programs.
  • Courses from non-nationally accredited schools.
  • Work-Based Learning experience courses.
  • Department-specific time limit restrictions (varies by department).
  • Courses earned through credit by examination.

Transferring to Another School From Gaston College

Academic Advisors other members of the college faculty and staff are available to advise and assist any student planning to transfer to a four-year institution. It is the student’s responsibility to follow their intended school’s admission requirements closely. These requirements are indicated in the particular institution’s catalog.

Because of the highly specialized nature of courses in particular programs, some courses are not designed for transfer to a four-year institution. Students also should note that courses numbered 100 or lower usually do not transfer.

Students are strongly advised to see an academic advisor regularly if they are planning to transfer to a four-year college or university. Representatives from four-year colleges visit the campus regularly in order to help Gaston College students plan their transfer programs.

Students that have been granted academic forgiveness or have repeated courses with deficient grades should contact their intended transfer institution about their course transfer policy. Many institutions count all course attempts upon transfer.

 

Tuition/Fees

Tuition is due by the published deadlines on the academic calendar. Failure to meet tuition deadlines may result in losing your classes. Currently, the tuition for in-state students is $76.00 per credit hour plus usage fees. The tuition for out-of-state students is $268.00 per credit hour plus usage fees. For more information about tuition and fees, please see the academic catalog.