Policies & Procedures
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.
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 Self-Service, 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.
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.
