Student Services Procedures
Student Services Procedures of Catawba Valley Community College
3.1 Career Advising Procedure
Individual career advising is available to all students and prospective students who are interested in discussing their career interests, choice of program/training, and career goals. Career assessments and career information are used to assist students in examining their interests, values, and skills to explore career options. Career advising sessions are by appointment and can be scheduled by contacting the CVCC Career Advising.
For more detailed information, please visit Career Advising.
3.2 Admission to CVCC Procedure
The specific processes for general admission to CVCC include
- Plan a career path using Focus 2 or Career Coach
- Select a Program of Study
- Complete and submit the North Carolina Residency Interview
- Complete and submit the CVCC Application
- Complete and submit the FAFSA and CVCC Scholarships Forms
- Submit ALL official transcripts to CVCC Records
- Visit Student Services to activate the Application. Bring a valid government-issued photo ID to the visit.
Additional information on general admission to CVCC may be found at » Apply Now
Questions about this process are to be directed to the Chief Student Services Officer or designee.
International Student
CVCC is authorized by the U.S. Department of Naturalization and Immigration to admit international students with valid F-1 Visa or valid Permanent Resident Card. The specific processes for International Students to be admitted to CVCC include
- Plan a career path using Focus 2 or Career Coach
- Select a Program of Study
- Complete and submit the North Carolina Residency Interview
- Complete and submit the CVCC Application
- Complete all financial statements as listed on the CVCC website at International Student Admission Packet.
- Request evaluation and translation of high school/secondary and/or post-secondary transcripts into English language by any agency associated with National Association of Credential Evaluation Services (NACES) to be sent to CVCC Student Records.
- Submit a photograph
- Submit Verification of Home Country Address Form
- Submit an official TOEFL (Test of English as Foreign Language) test score less than five (5) years old.
- Visit Student Services upon arrival to campus. Bring a valid government-issues photo ID to the visit.
Students must submit a VISA CLEARANCE FORM if transferring from another United States institution of higher learning.
Additional information on this process may be found on the CVCC website at International Students.
To fulfill the college’s general admission requirements, students who have attended foreign schools at the secondary level (high school) and/or post-secondary level (college/university) must submit transcripts according to the following process:
Foreign secondary or post-secondary transcripts must be written in the English language or translated literally (word for word) into the English language and evaluated by a member of the National Association of Credential Evaluation Services (NACES). Foreign secondary level transcripts must indicate US high school equivalency. Foreign post-secondary transcripts must indicate potential transfer credit for courses at CVCC.
The student must request official documents be sent to the NACES evaluating agency from their educational institutions. Once the report has been completed, the NACES evaluating agency must send an official report directly to CVCC Student Records that includes a copy of the official document(s) submitted to the agency and the official evaluation and/or translation report performed by the agency. The report must include the student’s name as issued on the original document(s) and date of birth. The report must be signed by the evaluator and include the evaluator’s credentials.
Student copies of the report are not accepted.
If the student name is not consistent on all documents, students may be required to submit legal documentation with proof of their name change. Legal documents accepted for proof of name changes are legible certified copies that have a raised seal and certification by a US government official. These documents include Marriage Certificate, Divorce Decree, Certificate of US Naturalization, or US Court Order approving the name change.
Questions about this process are to be directed to the Chief Student Services Officer or designee.
High School Students
Eligible North Carolina high school students may be admitted to CVCC as Career and College Promise students. Career and College Promise offers North Carolina high school students a clear path to success in college or in a career. The program is tuition-free to all students who maintain a “B” average and meet other eligibility requirements. Through a partnership of the Department of Public Instruction, the N.C. Community College System, the University of North Carolina system and many independent colleges and universities, North Carolina is helping eligible high school students to begin earning college credit at a community college campus at no tuition cost to them or their families. The three pathways include:
- College Transfer Pathways (CTP) which require the completion of at least 30 semester hours of transfer courses including English and mathematics.
- Career and Technical Education Pathways (CTE):
- a curriculum Career and Technical Education Pathway leading to a certificate or diploma aligned with a high school career cluster.
- a Workforce Continuing Education Pathway (WCEP) leading to a state or industry recognized credential aligned with a high school career cluster.
- Cooperative Innovative High School Programs (CIHSP) are located on college campuses (unless a waiver was provided) and provide opportunities for students to complete an associate degree program or earn up to two years of college credit within five years. Examples include Early and Middle College High Schools.
Admission information is available at Career and College Promise.
Challenger Early College and Alexander Early College are Cooperative Innovative High Schools and are authorized as part of the Career and College Promise legislation. Admission information is available at » Challenger Early College or Alexander Early College.
Questions about this process are to be directed to the High School Liaison.
Safety Exception
An applicant denied admission on the basis of a safety threat may appeal (within 15 days) the denial to the Executive Board of the CVCC Safety and Security Committee (It will not be a full Safety and Security Committee) by submitting a written request for appeal to the Office of the President. The Committee shall promptly conduct a review/hearing of the appeal, providing results to the applicant within 15 working days. Such review/hearing will have the following procedural safeguards for the applicant and for CVCC:
- The opportunity to confront and cross-examine witnesses;
- The opportunity to present arguments and evidence orally, as well as in writing;
- The right to retain an attorney (the other party shall be informed of intent);
- The maintenance of a complete record of the hearing (although tape recordings may not occur without knowledge and consent of all parties); and
- A recommendation resting solely on the rules and evidence advanced at the hearing.
The decision of the Executive Board regarding an admission appeal shall be determined by majority vote and is final.
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3.3 Admission-Undocumented Immigrants Procedure
Undocumented immigrants follow these specific processes for general admission to CVCC:
- Plan a career path using Focus 2 or Career Coach
- Select a Program of Study
- Complete and submit the North Carolina Residency Interview
- Complete and submit the CVCC Application
- Submit ALL official transcripts to CVCC Records
- Visit Student Services to activate the Application. A photo ID is necessary to complete the enrollment process. DACA documentation, if applicable, should be presented at the time of Application.
Under current state code, undocumented immigrants do not qualify for federal and state financial aid or for in state residency for tuition purposes. Students lawfully present in the United States shall have priority over any undocumented immigrant in a class or program of study when capacity limitations exist.
Questions about this process are to be directed to the Chief Student Services Officer or designee.
Procedure 3.3 - Admission-Undocumented Immigrants
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3.4 Admission to Curriculum Programs of Study Procedure
In addition to the general admission process, some curriculum programs of study have additional admission requirements.
Healthcare Programs
Applicants to healthcare programs must first complete general admissions requirements to CVCC as stated in Procedure 3.2 or on the CVCC website at » How to Enroll. Next applicants will complete additional admission requirements and submit a Minimum Admission Requirement (MAR) document for the healthcare program of interest. This information is posted on the CVCC website at » School of Health and Public Services.
Please note that certain healthcare programs require completion of educational experiences in clinical/lab settings. These clinical/lab settings may require students to undergo criminal background checks and/or drug screenings at the student’s expense. Some facilities may also require additional vaccinations and/or health examinations. Acceptance in a specific healthcare program is contingent upon receipt of the appropriate medical/mental health forms which documents an applicant’s satisfactory fitness for the program.
Students may apply to only one (1) healthcare program at a time. Should acceptance to that program be denied, the student may apply to another healthcare program whose application deadline has not yet occurred.
Students lawfully present in the United States shall have priority over any undocumented immigrant in a class or program of study when capacity limitations exist.
Early Childhood Education Program
Applicants for the Early Childhood Education Program must first complete general admissions requirements to CVCC as stated in Procedure 3.2 or on the CVCC website at » How to Enroll. In addition to the general admissions requirements, applicants for the Early Childhood Education program must complete other procedures. CVCC’s Early Childhood Education program requires completion of educational experiences in childcare facilities and/or public school settings. These settings require students to undergo criminal background checks and/or health assessments. If a student is excluded from an educational setting as a result of one of these requirements, the student may be asked to withdraw from the program. Some settings may also require additional vaccinations and/or health examinations. Completion of CVCC’s Early Childhood Education program may be contingent upon receipt of a CVCC medical form documenting that the applicant possesses satisfactory physical and mental health. Facilities for providing health care services are not available on campus.
» Early Childhood Associate Degree Program
Basic Law Enforcement Training (BLET)
Applicants for the Basic Law Enforcement Training (BLET) certificate must first complete general admissions requirements to CVCC as stated in Procedure 3.2 or on the CVCC website at » How to Enroll. In addition to the general admissions requirements, BLET applicants must complete additional requirements posted on the CVCC website at Basic Law Enforcement Training.
Special Credit Program
Applicants who wish to enroll without pursuing a degree, diploma or certificate are classified as Special Credit students. Applicants must first complete the NC Residency Interview and the CVCC Application. Students may complete the enrollment process in person by visiting the Admissions Office in the Student Services building on the main campus. Special Credit students may also complete the admissions process from a distance. Specific details are available at Distance. A valid government-issued photo ID is necessary to complete the enrollment process.
Special Credit students must meet course prerequisites by either placement testing or by providing unofficial transcripts from a regionally-accredited college/university showing courses with a grade of “C minus” or better.
Special credit students are not eligible for federal/state financial aid or Veterans’ benefits.
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3.4.1 Admission to Distance Education Classes Procedure
The State Authorization Coordinator is charged with ensuring compliance with any state authorization requirements for CVCC through the following steps:
- Act as the clearinghouse to assist academic units that offer online/distance education courses or programs to students residing in other states to obtain authorization in those states as necessary.
- Monitor and maintain information related to other states’ post-secondary authorization requirements.
- Maintain point of contact information for each state’s authorization agency/agencies and correspond with points of contact as necessary.
- Track enrollment of students from other states in CVCC courses delivered by online/distance delivery and to notify Deans and the Chief Academic Officer of these enrollments. (Note: Some states require authorization for faculty residing in the state.)
- If a student from an unauthorized state is discovered found enrolled in an online/distance course(s), that student will be promptly withdrawn from the course.
- Monitor new programs and courses in which students residing in other states might enroll to determine if the program/course meets an exemption status or if authorization must be obtained from a state or states when a need for authorization is determined. If an out-of-state student from a state that is not exempted or not authorized to offer online courses is found currently enrolled in an online course, that student may be withdrawn from that course at any time and asked to register for a seated or hybrid section of the course at the student’s expense.
- Complete the authorization process for the required state or states.
- Establish and monitor renewal cycles for states from which authorization has been obtained.
- Provide website updates to the college webmaster on how to file a complaint with accrediting agencies and relevant state approval authorities that USDOE requires to be available to students on the CVCC website.
- Maintain CVCC presence in the SREB Electronic Campus as appropriate.
- Keep current concerning federal revisions of state authorization regulations and of progress of adoption of the national reciprocity agreement, SARA.
- The academic program/department from which the need for authorization arises will be responsible for implementing a teach out plan and complete substantive change notifications if necessary (such as if a decision is made to no longer offer an entire program distance, etc.)
- When necessary, CVCC will process a payment for state authorization.
Rationale for change: Policy updated to reflex Catawba Valley Community College joining SARA and reflex the dissolution of the SREB reciprocity agreement.
3.5 Placement Testing Services Procedure
CVCC uses the Reinforced Instruction for Student Excellence (RISE) placement test for those students who do not have an unweighted high school GPA or who have completed high school more than ten (10) years before the date of entrance into CVCC. Retesting is allowed one time for each tier in mathematics and one time for each tier in English.
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3.7 Program for Students with Disabilities Procedure
A program of services is provided for students with disabilities. It is the student's responsibility to request these services. Current documentation of the disability by an appropriate professional may be required. All information is kept confidential. Students will be required to sign a release of information form before any special contact is made to arrange accommodations. Please request accommodations at least three (3) weeks before class as some accommodations take time to arrange. If it is less than this, we will accommodate to the extent we feasibly can.
Individuals with disabilities (as defined in the Americans with Disabilities Act (ADA) of 1990 and the ADA Amended Act 2008) wishing to make a request for reasonable accommodation or wishing to file a complaint of alleged discrimination on the basis of disability should contact the Office for Students with Disabilities Program in CAD 157 in the Learning Assistance Center or by email at accommodations@cvcc.edu.
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3.8 Registration Procedure
Registration activities occur for each fall, spring, and summer semester. Students must have been admitted to CVCC, be enrolled in an active curriculum program of study, must have met all financial obligations to CVCC, and have no holds on their accounts to participate in registration.
Current students (those who have been enrolled in curriculum courses during the previous semester) will have priority registration. Current students will be advised of their specific priority registration date via their secure CVCC-issued email and/or through the CVCC Portal. Current students will also be able to register throughout the registration period either online or by appointment in the Advising Center.
New and returning students (those who have not been enrolled in curriculum courses during the previous semester) will be able to register after the priority registration period for Current Students.
Registration activities for curriculum classes can be found at:
» Registration
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3.9 Tuition and Fees Procedure
Tuition
Tuition for Catawba Valley Community College is established by the State Board of Community Colleges and the North Carolina General Assembly and is subject to change each fiscal year.
Student Activity Fee
The student activity fee is non-refundable after the 100% refund period. This fee will be charged for Fall and Spring semesters only.
Accident Insurance Fee
Students are required to take limited coverage accident insurance while enrolled. This insurance fee is not refundable after the 100% refund period. Due to the changing nature of the insurance industry, types of policies and rates are subject to change without notice. This fee is charged each semester.
Technology Fee
The technology fee is non-refundable after the 100% refund period. This fee is charged each semester.
Access Safety and Security Fee
The Access Safety and Security Fee is non-refundable after the 100% refund period. This fee is charged each semester.
Important Information about Tuition and Fees
Students must pay all tuition and fees in full, officially enroll in the tuition payment plan, have pending financial aid showing on their account, or provide an authorization letter for sponsor payment by the payment deadlines published for each semester or the student’s schedule will be deleted. If high school students are enrolled in Catawba Valley Community College courses offered on a high school campus, the activity fee is waived.
Current Tuition and Fees are maintained on the Business Office Website.
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3.10 North Carolina Residency for Tuition Purposes Procedure
The specific standards for determining resident status for tuition purposes are set forth in North Carolina General Statue section 116-143.1. Session Law 2013 – 360 directs the University of North Carolina (UNCGA), the North Carolina Community College System (NCCCS), the North Carolina State Education Assistance Authority (NCSEAA), and the North Carolina Independent Colleges and Universities (NCICU) to create a centralized, uniform process for determining residency for tuition purposes and for administration of state financial aid. This centralized process is known as the Residency Determination Service (RDS). In order for a student to receive the benefits of in-state tuition, a residency determination from RDS is required as part of admission.
Specific documents used to establish residency can be found on the CVCC Student Services Admissions website at:
Students will be assisted with Residency issues by Admissions Staff.
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3.11 Student Refund Policies Procedure
The College follows the refund policies established by the North Carolina Community College System. Specific guidelines have been established in accordance with these policies and are maintained on the Business Office website at under the Refund Policy web page.
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3.12 Overdue Student Financial Obligations Procedure
Fulfillment of Financial Obligations
Students are responsible for any and all amounts due on their account.
Continuing Education students must pay all required course fees or provide an authorization letter for sponsor payment at the time of registration for the course.
Curriculum students must pay all tuition and fees in full, officially enroll in the Tuition Payment Plan, have pending financial aid showing on their account, or provide an authorization letter for sponsor payment by the payment deadlines published for each semester.
Curriculum students are considered to have a past due balance if a balance is still due on their account after the published payment deadline or on the day of academic semester for which the charges are incurred. This balance could have resulted from failure to adhere to the conditions of the Deferred Payment Plan, financial aid was reduced or revoked, or a sponsor declined payment for any reason. Failure to pay any past due balance in full may result in the following:
- Unable to register for any classes
- Unable to receive grades or official transcripts
- Account may be turned over to the North Carolina Department of Revenue or North Carolina Attorney General's Office for collection
- Account may be turned over to a collection agency where credit could be adversely affected
3.13 Student Insurance Procedure
Student accident insurance is not refundable after the 100% refund period. Due to the changing nature of the insurance industry, types of policies and rates are subject to change without notice.
A copy of the current Student Accident Insurance Plan is maintained on the Business Office Website.
3.14 Scholarships, Financial Aid, and VA Educational Benefits Procedure
CVCC follows well defined procedures to assist students in obtaining financial aid for which they are eligible. The CVCC web site provides step-by-step procedures.
Information about Scholarships:
Information about Financial Aid:
Information about VA Educational Benefits:
» Veterans Benefits
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3.15 Copies of Academic Record Procedure
Students have access to unofficial copies of their CVCC transcript at their secure Student Self Service account on the CVCC Portal.
For an official copy of the CVCC transcript, the process is detailed on the Student Records page at:
For an official copy of test scores that have been taken at CVCC, the process is detailed on the Testing Center page at:
» Request Test Scores
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3.16 Student Records Retention Procedure
Any officially submitted document that supports information posted on the student’s transcript will be scanned into the secure CVCC database and retained in support of the transcript.
3.17 Privacy of Students ("FERPA") Procedure
Directory Information is information contained in a student’s education record that would not generally be considered harmful or an invasion of privacy if disclosed. In accordance with 34 CFR 99.3 (a) of FERPA, each institution is required to define its directory items. These items are listed in Policy 3.17.
Post-secondary institutions are required by the Solomon Amendment to comply with requests for directory information about students enrolled in programs of study at the college. CVCC provides the following directory information to comply with the Solomon Amendment.
- Name
- Address
- Institutionally assigned email address
- Telephone numbers
- Degree(s) awarded
- Major field of Study
- Class level (Freshman or Sophomore)
- Date of birth
In accordance with 34 CFR 99.37(d) of FERPA, the institution is NOT required to release directory information. It is at the discretion of the institution. It is not CVCC’s practice to release directory information to third parties except for those that CVCC deems to have a legitimate educational interest in the information or who provide a service on behalf of CVCC.
Notice is made each semester to inform students that they may opt out of having their directory information made available by submitting a completed “Request to Withhold Directory Information Form” found on the CVCC Portal under Forms. Requests will be processed in a timely manner as they are received and shall be effective at the date/time of processing. A request to withhold directory information is in effect permanently, even if the student is no longer enrolled at CVCC, and can only be removed by the student in writing by submitting a completed “Request to Release Directory Information Form” found on the CVCC Portal under Forms.
Students should be aware that a request to withhold directory information results in the following:
- Student name/address is excluded from printed/electronic material such as media releases for honors/high honors announcements or awards/scholarships received, commencement programs, awards programs, etc.
- Enrollment and degree-awarded inquiries from third parties, such as potential employers, insurance companies, and others will neither receive a confirmation of enrollment nor graduation.
- No information will be released to any person(s) on the telephone or via email.
- No information will be included in sports information programs.
- Personal information changes must be made only by the student in person at Student Records with a valid, government-issued ID.
- The student’s request for withholding of directory information does not prevent disclosure to CVCC employees who require this information to perform their job duties or disclosure required from a lawfully-issued subpoena.