Registration :: Northern Virginia Community College

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Policy Number: 603

Categorized: Student Services

Responsible Office: Associate VP for Student Services and Enrollment Management

Subject: Policies and Procedures for Registration for Classes

Related Policies: Withdrawal; Medical/Emergency Withdrawal

Forms: Registration with Permission Form 125-077; Withdrawal Initiated by a Student Form 125-047; Withdrawal Initiated by Instructor (Following Attendance by Student) Form 125-031

Additional Information: NOVA Connect Web Registration

Effective Date:

Last Reviewed Date: 08/25/2017

1.0 Scope

This applies to all students who wish to register for credit classes.

2.0 Policy Statement

All students enrolling at NOVA are required to register by 11:59 p.m. the day before the session begins to meet the On-Time Registration requirement. Once the session starts, registration is closed. Students may not register late or add/swap classes without approval once the session has begun. Any schedule adjustment after the session has begun requires permission of the academic dean.

3.0 Definitions

Semester refers to an academic term. Each year there are three terms: Fall, Spring, and Summer.

Session refers to the number of weeks within a semester/term during which a course is scheduled to meet. NOVA offers several different sessions each semester. For example, in addition to the standard 16- and 8-week sessions, sessions may be taught in 12 or 14 weeks.

4.0 Procedures

4.1. Registration

Students register for classes online. Detailed instructions may be found at

4.2. Changes in Registration

In all cases students should follow established procedures for making any change in their programs after registration. Failure to do so could place their College records in jeopardy. Changes, refunds, etc., are effective as of the time requested and approved. Retroactive changes are usually not permitted.

4.2.1 Schedule Adjustment

There is a limited schedule adjustment period during the first week of classes only with documented mitigating circumstances. Students must complete a Registration with Permission Form (125–077) and submit supporting documentation to the appropriate academic division dean for approval. Additional details may be found in the Catalog.

4.2.2. Dropping a Class

Students may drop courses online until the “last day to drop with a tuition refund or change to audit” deadline (census date).

4.2.3. Cancellation of a Section or Course by the College

The College may cancel a course or section for any reason. Students enrolled in a canceled course or section will receive a tuition refund unless they transfer to another course. The number of credits for the replacement course will determine whether a student owes the College additional tuition or is entitled to an adjusted refund.

4.2.4. Administrative Deletion

Students who enroll in a course are expected to attend every class. Students who do not attend at least one class meeting or participate in an online learning class by the “last day to drop with a tuition refund (census date)” will be administratively deleted from the class. This means that there will be no record of the class or any letter grade on the student’s transcript. Furthermore, the student’s class load will be reduced by the course credits, and this may affect his or her full-time or part-time student status. This, in turn, can impact financial aid, veterans benefits, and F-1/M-1 status. The student’s tuition will not be refunded.

4.2.5. Withdrawal Initiated by Student

A student may withdraw from a course online without academic penalty within the first 60 percent of a session and the student will receive a grade of W. After that time, the student will receive a grade of F, except under mitigating circumstances that must be documented on the Withdrawal Initiated by Student Form (125-047) and approved by the instructor of the course and the academic dean. Students may only withdraw after the 60 percent point if they are in good academic standing in the class.

4.2.6. Medical/Emergency Withdrawal

A student may request a voluntary withdrawal from the College for emergency and severe medical and/ or psychological reasons. Examples of situations that may fall into this category include:

  • an extended illness or major medical issue occurring during the semester the student is registered which requires hospitalization, is life threatening, or is contagious and a danger to the remainder of the College community. The student must have been absent more than 10 percent of the session length. A written verification by the attending physician is required.
  • a psychiatric/psychological emergency or severe, extended illness occurring during the semester the student is registered which requires hospitalization or that prevents the student from attending classes. A written verification by the attending mental health therapist is required.
  • death of the student or a member of the student’s immediate family (mother, father, sister, brother, husband, wife, or child).

The student will complete the Withdrawal Initiated by a Student Form (125–047) with appropriate documents attached. The form will be submitted to the Office of the Dean of Students at the student’s home campus. If the withdrawal is approved, a grade of “W” will be assigned to the student’s records. Any documentation from medical or mental health personnel should be detailed enough for the dean of students to make an informed determination. Students may request consideration for a tuition refund by following the Business Office procedures.

If the withdrawal is approved by the dean of students, the dean will forward the information to the registrar, financial aid (when appropriate), and the Business Office. The Office of the Dean of Students will notify the affected faculty that the student has been withdrawn.

4.2.7 Withdrawal Initiated by Instructor

  • An instructor may withdraw a student using Withdrawal Initiated by Instructor (Following Attendance by Student) Form (125-031) in the following circumstances:
  • Withdraw a student who stops attending before 60% of the class is complete.
  • Withdraw a student after 60% of the course is complete. If there is a documented mitigating circumstance, a grade of W will be assigned to indicate that the student was in good academic standing at the time of withdrawal. A grade of U or F will be assigned if the student is being withdrawn for poor attendance.
  • Withdraw a student has been suspended, dismissed, or otherwise removed from class following due process. In such cases a grade of U or F will be assigned.

5.0 Authority

VCCS Policy 6.2 Student Registration and Records