Academic Regulations

General Expectations Academic Fresh Start Academic Honors Academic Load Academic Retention Standards Change of Program (Major) Change of Registration (Drop/Add) Change of Status Class Attendance Class Cancellation Classification Co-op Credit Course Substitutions	Diplomas Dropping a Class Enrollment_Verifications Grading Policy Graduation Requirements Indebtedness Privacy Rights of Students Probation/Suspension Retention of Records Transcripts Transcript Evaluations Undecided Majors Withdrawal from College

Any exceptions to the following Academic Regulations must have the Vice President for Academic Affairs approval.

General Expectations

The College’s course offerings and requirements are analyzed, scrutinized and revised for currency and quality.  This catalog shows the offerings and requirements in effect at the time of publication.  They may be changed or revoked.  Adequate and reasonable notice will be given to students affected by any substantive changes.

This catalog is not intended to state contractual terms and does not constitute a contract between the student and the institution.

The institution reserves the right to make changes as required in course offerings, curricula, academic policies and other rules and regulations affecting students to be effective whenever determined by the institution.  These changes will govern current and formerly enrolled students.   Enrollment of all students is subject to these conditions.

Academic Fresh Start

“Academic Fresh Start” is a plan of academic forgiveness provided for undergraduate students who have demonstrated academic responsibility following their return. The Academic Fresh Start allows the calculation of the quality point average and credit hours toward graduation to be based only on work after returning to college.

Eligibility

• Separation from all institutions of higher education for a minimum of 4 years.
• Readmit or apply as degree-seeking student to Chattanooga State.
• Upon readmission to college, obtain an Academic Fresh Start application and an Academic Plan form from the Enrollment Services Office and return to the office upon completion.
• Completion of 15 semester hours of earned degree coursework (exempt Transitional Studies courses) with a minimum GPA of 2.50 for all work attempted upon returning to college.

Terms of the Academic Fresh Start

• Academic Fresh Start is granted only once and is irrevocable.
• The student’s permanent record will remain a record of all work; however, the student will forfeit the use for degree or certification purposes all transferred college or university degree credit earned prior to the 4 year separation upon granting of the Fresh Start.
• Previously satisfied Transitional Studies requirements are not forfeited. Students who did not complete their Transitional Studies requirements during their previous enrollment must meet current requirements and these courses do not count toward the 15 hours of coursework required to be eligible for Academic Fresh Start.
• The student’s transcript will note the Academic Fresh Start and state that the grade point average and credit totals are based only on the work beginning with the Academic Fresh Start.    The grade originally earned is followed by a period when Academic Fresh Start is invoked.

• A student transferring to another institution should contact that institution to see what impact an Academic Fresh Start will have prior to implementing the program at Chattanooga State.

For more information, contact the Enrollment Services Office or the Records Office.

Academic Honors

All honors recognition at commencement is based on the college-level GPA and all work completed at the end of the fall term before the commencement exercise.

Commencement Honors

Chattanooga State recognizes exceptional degree seeking students by granting honors at commencement as follows:

Honors recognition at commencement is based on the college-level work completed through the fall semester preceding commencement.  Honor status or higher honor status achieved after the final semester of study will be reflected on the diploma.     Participation in no way confirms completion of requirements or official graduation. 

Dean’s List

Students completing 12 or more hours of college level work with a GPA of 3.50 or higher will make the Dean’s List for that semester. (Dean’s List recognition is based on calculations at the end of the semester and cannot be updated later to reflect grade changes, such as removal of incompletes.)

Scholars on the River

Who’s Who Among Students In American Junior Colleges

Full-time students with 30 college-level completed hours and a GPA of 3.30 or higher may apply for Who’s Who. Applicants are screened by a committee and reviewed by faculty members before the final selection is made.

Academic Load

Definition: The total semester hours of credit for all courses taken during the semester. Also referred to as “credit load,” “course load,” or “class load.”

Full-time Students

Recommended credit load: 15-18 hours.

Minimum credit load: 12 hours.

Maximum credit load: 19 hours.

Overload: 20-22 hours. Enrollment in more than 19 credit hours must be approved in advance by the Vice President for Academic Affairs. A student requesting an overload should have a cumulative 3.00 or higher GPA. The maximum number of hours permitted is 22.  

Part-time Students

A student who carries an academic load of less than 12 hours is considered part-time.

Tennessee Technology Center Students

A full-time load for a Tennessee Technology Center student is 30 or more clock hours per week.   For immunization requirement purposes only, 357 or more clock hours per term will determine documentation requirement.

Tennessee Technology Center enrollments are limited to enrollment in one program per term.

Tennessee Technology Center students who wish to take credit courses while enrolled in a Tennessee Technology Center program may do so subject to the following restrictions:

• Requests for concurrent registration must be submitted before registration in either division takes place.
• All course prerequisites, including any mandatory testing, must be met and appropriate course fees paid.
• When concurrent registration has been approved, schedule changes cannot be made without TTC and Academic Affairs approval and cannot be made via self-service.

Academic Retention Standards

Academic standing is based on the student’s grade point average and is posted at the end of each term. The standing designation becomes part of the permanent record and does not change even if the GPA changes due to repeated courses.

Good Standing

The minimum college-level GPA required to receive a degree is 2.0. To be enrolled in good standing, a student must earn the minimum cumulative combined GPA below for the total number of semester credit hours attempted.

*Quality hours attempted are shown on the transcript under GPA-Hrs.

Academic Probation

Any student who fails to attain the progression standards listed will be placed on academic probation for the next enrolled semester.

Academic Suspension

Any student on academic probation who fails to attain either the cumulative standard or a 2.0 GPA for the current semester will be suspended for the next semester. The summer semester cannot be counted as the semester of suspension, nor can a suspended student enroll in summer school.

A student who re-enrolls at Chattanooga State after an academic suspension will be placed on post-suspension probation. If the student earns:

1. The cumulative standard, he/she will be in good standing.
2. A 2.0 GPA for that semester but is still below the cumulative standard, he/she will remain on probation.
3. Less than a 2.0 GPA for that semester and is still below the cumulative standard, he/she will be placed on a twelve month suspension.

Appeal of Academic Suspension

A student may appeal his/her academic suspension. Suspension appeal forms, which include the procedures for an appeal, are available in the Career Services and Counseling Center. Appeal hearings are usually held the first day of registration each semester. Students should ask about suspension appeals as early as possible.

If an appeal is granted, the student will be eligible to enroll that semester in post-suspension probation status and must meet the conditions set by the appeals committee. If the conditions are not met, the student will be suspended for twelve months. Students may not appeal during this twelve-month suspension.

Students enrolled in a post suspension probation status will not be allowed to pre-register for the next term. Grades will be reviewed during end of term processing and registration eligibility will be determined at that time.

Tennessee Technology Center

The Tennessee Technology Center academic retention policy can be found in the “Tennessee Technology Center Programs” section of this catalog.

Change of Registration and Drop/Add

Submit a Registration and Drop/Add form to Enrollment Services or off campus site for processes not available online. This includes:

• To register for Audit Status (must be done on the first day of the respective part of term). 
• To drop TTC or Transitional Studies (Remedial/Developmental) classes after the term has begun.
• This form cannot be used to completely withdraw from school (see Withdrawal from College).

• To repeat a course you have previously completed with a B or better, unless the class is listed as repeatable.  Secure your permission from the advisor or designated official before bringing your signed paperwork to the office.

Deadlines

The academic calendar is published each semester indicates the deadlines for making various registration changes. The following policies apply:

•  
• Students can drop/add online according to the term calendar (may not drop Transitional Studies courses online, approval required).
• A grade of ‘W’ shall be recorded for course(s) dropped prior to the Drop Deadline, which is not later than two-thirds into the semester.
• Exceptions to drop deadline are approved by the Vice President for Academic Affairs under extenuating circumstances only.
• A grade of ‘W’ shall be recorded for Tennessee Technology Center courses dropped at any point in the semester.
• If a student stops attending class and does not officially withdraw, he/she will receive a failing grade (F) for that course.   The unofficial withdrawal may be reported to determine benefits.
• For consideration of full refund, drop must be prior to first day of the term.   See Bursar’s online refund policies and refund calendar.

Change of Record - Address, Phone, SSN Change

It is the student’s obligation to notify the Enrollment Services Office of any change in name, social security number, or address. Name and/or social security changes require documentation. Failure to do so can cause serious delay in handling student records and in notification of emergencies at home. 

Change of Program (Major)

Any major change requires that all admissions requirements be completed before future registration. A change of program must be received in the Enrollment Services Office during the first two weeks of the academic term. Any changes after that time will be effective with the next term.

Class Attendance

Students are obligated for all the work that may be assigned and for regular class attendance. Absences, excused or unexcused, do not absolve him/her of this responsibility.

The instructor sets the attendance requirements for a class. At the beginning of the term, the instructor will distribute the class attendance policy, including an explanation of any grade penalties that result from failure to comply with the policy. An unsatisfactory attendance record may negatively affect the final grade as well as enrollment verification. It is each student’s responsibility to know the attendance policy in each of his/her classes. Please note: non-attendance will not result in an automatic drop/withdrawal from course(s) and can result in grades which negatively affect the student’s academic record.

Students who are members of school sanctioned organizations will not incur grade penalties for classes not attended or class assignments/exams missed while representing Chattanooga State at scheduled events. At the beginning of each semester, the student must present a letter of organizational membership and a tentative activity schedule that has been developed and signed by the organization sponsor. It is also the student’s responsibility to notify the teacher in advance of any class he/she will miss. The student must complete missed assigned work/exams. Scheduled completion time will be at the discretion of the instructor.

Unsatisfactory attendance may result in a repayment of any financial aid received. Financial Aid students must attend all classes for which they register.  The last attendance date is reported for determining benefits for processing purposes even thought you did not withdraw and may receive a failing grade.

All veterans will be reported to Veterans Affairs when they have been excessively absent.

Class Cancellation

The College may cancel any class with fewer than the minimum number of students enrolled as set by the institutional guidelines; however, all courses are given the opportunity to make.   Students enrolled at the time of cancellation will receive a full fee adjustment of money paid unless an alternative class is selected as a replacement.

Classification

A student is a freshman until he/she completes 33 semester hours in college level courses. Transfer credits are included in determining classification.

Co-op Credit

College credit may be earned through Chattanooga State’s Cooperative Education program and may apply toward graduation, with the following restrictions:

1. Co-op courses may be used as Unrestricted Elective credit in career programs (Associate of Applied Science degree).
2. A course substitution approved by the appropriate dean is required for co-op credit to be used to satisfy degree requirements other than Unrestricted Elective.
3. Co-op credit may not be used to satisfy General Education requirements.
4. Co-op credit for CP201 or CP202 only may be used as elective credit in transfer programs (Associate of Arts or Associate of Science degrees).

Course Substitutions

A substitution for a general education course will be considered only if course requested is on the approved general education list (one general education course for another) and meets the requirements/goals of the major.

Only under unavoidable and exceptional circumstances will the College permit deviation from the prescribed curricula. In cases where this is necessary, the student must have advisor clearly state in writing the desired substitution and reason for the request.  Course substitutions must be approved by the student’s adviser, the appropriate department head and dean, and the Vice President for Academic Affairs. A substitution is not allowed for courses for which a grade of ‘D’ or ‘F’ has been earned.

Diplomas

Unclaimed diplomas will be held for one (1) academic year after each graduation.

Dropping a Class

See “Change of Registration.”

Enrollment Verifications

Chattanooga State participates in the National Student Clearinghouse. Enrollment certification and deferment request are submitted to the Clearinghouse once each week throughout the semester. Students may refer an organization needing enrollment verification to the National Clearinghouse at www.studentclearninghouse.org or the National Clearinghouse, 13454 Sunrise Valley Drive, Suite 300, Herndon, VA 20171.

Students may request additional enrollment verifications in writing. The written request may be mailed, faxed or otherwise delivered to the Enrollment Services Office (Student Center Amnicola campus).

Grading Policy

Chattanooga State uses a grading system designed to show the level of mastery the student has achieved in a course. Minimum acceptable achievement is what is deemed necessary to enter the next level course or, at the program level, to enter a four-year college, or to be qualified to work in a specific career. The letter grades below are based on documented mastery of a set of specific instructional competencies. The competencies and objectives for each course are listed in the course syllabus.

Note: Some program courses may require a higher than minimum average listed below - see course syllabus.

Calculation of Grade Point Average (GPA)

Chattanooga State transcripts indicate two grade point averages-an “institutional” average and an “overall combined” average. The institutional only GPA consists of hours taken in college level courses. The combined GPA includes hours taken in both college level and Transitional Studies courses. The institutional only GPA is used to calculate the GPA required for graduation and to determine honors. The combined GPA is used to determine suspension, probation, eligibility for financial aid, and athletic eligibility.

The GPA for the Tennessee Education Lottery Scholarship is calculated to determine potential scholarship eligibility. All grades including transfers after 2002, repeats, and withdrawals are used to determine eligibility.  This GPA is available to the student by viewing the lottery GPA in Self-Service.  Otherwise transfer credits are not used in computing a student’s GPA at Chattanooga State, but are counted in earned hours and shown under “Transfer Combined”.

Repeating a Course

For increasing mastery or GPA (and only for these purposes), students may repeat courses in which their final grades are “C” or lower.

Students may only repeat a course with a “B” or higher with the approval of the Vice President for Academic Affairs.

When a course is repeated, only the last grade received is calculated in the cumulative GPA and is used to determine completion.  However, if a course is repeated more than twice, the third and all later grades are included in computing the cumulative GPA.

When reviewing your transcripts, be sure to check the last column (R) for any indication of a repeat process.

ABBREVIATIONS, SYMBOLS, AND TERMS APPEARING ON THE ACADEMIC TRANSCRIPT

Transfer credits are not used to calculate GPA but may be excluded or included to satisfy degree requirements.

R (Repeat) Designation:

• A = Include in GPA but exclude from earned hours
• E= Exclude from GPA
• I = Include in GPA

Examples:

First attempt - E, Second attempt - I

First attempt - E, Second attempt - E, Third attempt - I

First attempt - E, Second attempt - E, Third attempt - A, Fourth attempt - I

Appeal of a Grade

Prior to requesting the appeal of a final course grade, the student should read the following statement.

Course grades assigned by faculty members are final unless there is evidence that the grade was influenced by consideration of race, color, religion, sex, marital status, disability or national origin, arbitrary or capricious action or other reasons not related to the academic performance of the student. In all cases, the student shall assume the burden of proof with respect to the allegations.

In the event the student elects to file an appeal, the student is required to refer to and abide by the guidelines provided below. All information provided for this appeal must be legible. Pending resolution of the appeal request, the final course grade stands. If the student fails to present the Final Course Grade Appeal Request within the time frames specified within these guidelines, the student’s final course grade stands. To ensure fair and equable treatment for all students, the steps provided below are to be followed in sequential order beginning with Step 1. Fair and appropriate resolution may occur at any of the six steps provided below.

Steps For Appeal of a Grade:

1. The student must review his/her grade with the course instructor if the student believes the final course grade is incorrect. The student has thirty (30) calendar days from the day grades are due in the Records Office for the term in which the grade was earned to consult with the instructor in an effort to review the final grade assigned. If, for any reason, the instructor is unavailable, the student should contact the instructor’s supervisor to review the course grade. If thirty (30) calendar days have passed from the day grades were due in the Records Office for the term in which the grade was earned prior to the student completing STEP 1, the final course grade stands. Possible outcomes of the Final Course Grade Appeal are:
   1. The final course grade remains as assigned by the course instructor.
   2. The final course grade is changed by the course instructor to a new grade, which may be higher or lower than the initial grade assigned by the course instructor.
   3. If the Final Course Grade Appeal warrants further review, the matter must be referred to the instructor’s immediate supervisor.
2. Should further review be requested, the student has ten (10) calendar days from the date provided by the instructor (supervisor) at Step 1 to present this form with the appropriate signatures and supporting documentation to the instructor’s Department Head/Program Director. The Department Head/Program Director shall discuss the appeal with the instructor and the student.
3. Should further review be requested, the student has five (5) calendar days from the date listed in Step 2 to present this form with the appropriate signatures and supporting documentation to the instructor’s Division Dean. The Division Dean shall discuss the appeal with the instructor and the student within fifteen (15) calendar days of the receipt of the Student Final Course Grade Appeal Request and supporting documentation. The Division Dean, in collaboration with the Department Head/Program Director, shall prepare a written decision regarding this grade appeal. A copy of the Division Dean’s written decision shall be provided to the student, course instructor (and/or supervisor), Department Head/Program Director, and the Provost and Vice President for Academic Affairs. Possible outcomes of the Final Course Grade Appeal are:
   1. The final course grade remains as assigned by the course instructor.
   2. The final course grade is administratively changed to a new grade, which may be higher or lower than the initial grade assigned by the course instructor.
   3. If it is determined that the Final Course Grade Appeal warrants further review, the matter must be referred to the Student Academic Appeals Committee chairperson.
4. Should further review be warranted, the Division Dean has ten (10) calendar days to send a copy of his/her written decision, the Student Final Grade Appeal Request, the evidence and any other supporting data, correspondence and/or records from both parties to the Student Academic Appeals Committee (SAAC). The written request for a hearing shall state the facts of the appeal. The Student Academic Appeals Committee (SAAC) shall notify the student, the instructor (and/or supervisor), Department Head/Program Director, Division Dean and the Vice President for Academic Affairs of the time and location of the hearing. This hearing shall be held within fifteen (15) calendar days of the receipt of the Student Final Course Grade Appeal Request and supporting documentation. The Student Academic Appeals Committee shall function as a review board. After thorough review of the case, the committee shall prepare and submit a written recommendation regarding the Final Course Grade Appeal to the Provost and Vice President for Academic Affairs. The committee shall also provide all materials received for the case including but not limited to the Student Final Grade Appeal Request, all evidence and other supporting data, correspondence and/or records from both parties to the Vice President for Academic Affairs.
5. Upon receipt of the recommendation and materials from the Student Academic Appeals Committee, the Vice President for Academic Affairs shall review all documents received from the Student Academic Appeals Committee and shall prepare his/her written final decision regarding the grade appeal within ten (10) calendar days. A copy of the written decision shall be provided to the student, course instructor and/or supervisor, Department Head/Program Director, Division Dean and President of Chattanooga State Community College. Possible outcomes of the Final Course Grade Appeal are:
   1. The final course grade remains as assigned by the course instructor.
   2. The final course grade is administratively changed to a new grade, which may be higher or lower than the initial grade assigned by the course instructor.

Graduation Requirements

All requirements for degrees and/or certificates must be completed before the credential can be posted to the student’s transcript or a diploma awarded. This includes removal of any incomplete grades in courses needed to satisfy degree or certificate requirements. Incompletes not removed within two weeks of the end of the term will delay posting the credential until the following term.

All candidates for graduation for a given academic year (Fall, Spring, or Summer) may participate in Chattanooga State’s annual commencement exercise even though all requirements for graduation may not have been met.  However, such participation in no way confirms completion of requirements or official graduation. Students not completing all requirements by the end of the summer term following commencement must reapply.

Diplomas are released after each term.    Graduation candidates will be notified of dates when they may pick up their diploma.

Application

A student must submit an Intent to Graduate form to be considered a candidate for graduation.   The deadline for fall completers and priority for spring and summer candidates is October 31.   All students must submit an application no later than January 31 to be considered a candidate for the academic year.

Applicable Catalog

A student may obtain a degree or certificate based on the requirements in the catalog in force when he/she entered the College or under a later catalog in effect for any term he/she is enrolled. However, a student can only use one catalog.

Time Limitation. Counting from the first term covered by the catalog (fall), requirements for associate degrees and Technical Certificates of Credit remain in effect for a period of five years and Tennessee Technology Center programs for two years.

Double Degrees

A student may earn, simultaneously or consecutively, multiple degrees only when the majors completed lead to different degrees, i.e., one leads to a career program (Associate of Applied Science) and the other to a transfer degree (Associate of Arts, Associate of Science, or RODP General Studies - cannot earn multiple transfer degrees).  All requirements for both degrees must be met, and the student must complete at least 20 semester hours not included for the first degree. The cumulative grade point average (GPA) for all college-level work must be 2.0 or higher.   However, some programs require a higher average.

Double Majors

A double major is the completion of two or more majors leading to the same degree.  At Chattanooga State, double majors are available only in Associate of Applied Science career programs.  All requirements for each major must be met. The second major must include at least 20 hours not applied to the first major. The cumulative grade point average (GPA) for all college level work must be 2.0 or higher. 

_{Note: Graduation with two or more concentrations in the same major is not considered a double major (see below).}

Multiple Concentrations

At Chattanooga State, multiple concentrations are available only in Associate of Applied Science career programs.  Students may complete more than one concentration in the same major; however, all concentrations must be completed at the same time.

Degree/Technical Certificate of Credit

Students may receive both a degree and a Technical Certificate of Credit by completing all requirements listed in the SUMMARY OF REQUIRED HOURS for each.

Double Certificates

All requirements for both Technical Certificates of Credit must  be met and at least one-third of the hours required for the second certificate must not have been required for the first certificate.

Grade Point Average

Associate Degrees - The cumulative grade point average (GPA) for all college level work must be 2.000 or higher.

Associate of Science in Teaching Degree - The cumulative grade point average (GPA) for all college level work must be 2.750 or higher.

Technical Certificate of Credit-All courses required for the Technical Certificate of Credit must be completed with a grade of “C” or better.

Graduation Residency Requirements

Associate Degree -The final twenty (20) semester credit hours before graduation must be completed at Chattanooga State.  Transitional Studies and Alternative credits, including departmental credit or waivers, do not satisfy this requirement.

Chattanooga State is a member of the Servicemembers Opportunity Colleges and offers flexible residency requirements to current service members. Graduation residency requirements may be reduced to no less than 25% of the academic program requirement.

Any request for an exception to the last twenty (20) hours policy must be due to extenuating circumstances and approved by the Vice President for Academic Affairs prior to enrolling in the courses(s) at the other institution. This is usually limited to one or two courses and will not be approved if 25% of credit hours required for the degree were not taken at Chattanooga State as required by SACS (Southern Association of Colleges and Schools) 3.5.2 Policy - “The institution awards degrees only to those students who have earned at least 25 percent of the credit hours required for the degree through instruction by that institution.”

Technical Certificate of Credit - A minimum of seventy-five percent (75%) of the required hours for a Technical Certificate of Credit must be completed at Chattanooga State. A maximum of twenty-five percent (25%) of the required hours for a Technical Certificate of Credit may be completed through approved alternative sources of credit (see Alternative Sources of Credit).

Tennessee Technology Center Programs - Credit may be awarded for previous education or training as determined by the instructor and the approval of the Dean of the Tennessee Technology Center or his or her designee. This must be done at time of enrollment in the program.

Exit Testing

All associate degree candidates are required to test for general achievement.  Major testing may also be required in selected fields. These tests are used to evaluate Chattanooga State’s academic programs.  Exit testing must be completed before the Records Office can post the degree or issue a diploma. Until the degree is posted, a student is not considered to have graduated.   Be sure to submit the Intent to Graduate in a timely manner to insure notification of test dates (no summer testing).

Indebtedness

Students should pay off any debts to the College as soon as possible. No diploma, certificate, or academic transcript will be issued to a student who has not settled outstanding College debts with the Vice President for Business and Finance.  A student may be prohibited from attending classes or taking final examinations after the due date of any unpaid obligation.

Privacy Rights of Students

A. Definitions

Educational Records. Those records, files, documents, and other materials which (1) contain information directly related to a student, and (2) are maintained by Chattanooga State or by a person acting for the College. Educational records do not include (1) personal notes, (2) records available only to law enforcement personnel, (3) employment records.

Student. Any person who is or has been enrolled at Chattanooga State. Wherever “student” is used in reference to personal rights, an eligible parent of a dependent student has similar rights. This “eligible” parent is one who has satisfied Section 152 of the Internal Revenue Code of 1954, and who presents proof of such to the Enrollment Services Office. Normally, this will be a written affirmation by the student and the parent declaring that the student is a dependent for Federal Income Tax purposes.

Directory Information.  The college reserves the right to release directory information without the student’s consent.  Any student who does not want directory information disclosed must submit a written request to the Enrollment Services Office within ten days of registration.  

The following information is directory information at Chattanooga State:  name, major field of study, participation in officially recognized activities and sports, weight and height of athletic team members and sports statistics, dates of attendance, degrees, certificates and/or awards received and other institutions previously attended.

Access. To have access to an educational record is to be allowed to see the original record.

B. Release of personally identifiable student educational records

Chattanooga State shall not permit access to or the release of any information in the educational records of any student that is personally identifiable, other than directory information, without the written consent of the student, to any party other than the following:

1. Chattanooga State officials and staff who have legitimate educational interests, including the support of honor societies and academic excellence. All faculty and advising staff have been identified as one who has a legitimate interest.
2. Officials of schools in which the student seeks admission.
3. Appropriate persons in connection with a student’s application for, or receipt of, financial aid.
4. Federal or State officials as defined in paragraph 99.31 of the regulations concerning this law.
5. State and local officials authorized by state statutes.
6. Organizations or persons conducting studies for, or on behalf of Chattanooga State for the purpose of assisting in accomplishing the College’s stated goals, when such information will be used by such organizations or persons and subsequently destroyed when no longer needed for the intended purpose.
7. Accrediting organizations, to carry out their functions.
8. Parents of a student as defined in section 152 of the Internal Revenue Code of 1954 (written consent may be allowed from either of these separated or divorced parents subject to any agreement between the parents or court order). In the case of a student whose legal guardian is an institution, a party representing that institution may have access to the records.
9. In compliance with judicial order or subpoena, providing that the student is notified in advance of the compliance.
10. Appropriate persons in connection with an emergency if such knowledge is necessary to protect the health and safety of a student or other persons.

C. Procedure for Accessing Educational Records

The student requests the custodian to allow him/her to pursue the educational record. The student may ask for an explanation and/or a copy of the given educational record. After consultation with the custodian, errors may be corrected at that time by that custodian. Thereafter, if the student believes the record to be accurate in content, he/she should acknowledge with his signature and the date; if the student believes the record content to be inaccurate, he/she then may submit a request for an informal hearing before the Appeals Committee. The request, and the challenge, must be presented in writing to the Records Office which will request a meeting of the Appeals Committee. The Appeals Committee Chairperson will acknowledge receipt of the challenge and notify the student of time and place for the first meeting convenient to the student. The Appeals Committee will convene with the student within forty-five (45) days from the date of the request allowing the student to present relevant evidence, and allowing the student to be represented by an individual of his/her choice at his/her own expense, including an attorney if so desired. The student will be afforded all of his/her rights under Due Process as delineated in the Student Handbook. The decision rendered by the Appeals Committee shall be based solely upon the evidence presented at the hearing. The decision must include a summary of the evidence and the reasons for the decision.

D. Right of Access Does Not Include:

1. Financial records of parents or any information therein.
2. Confidential letters and statements of recommendation which were placed in the educational records prior to January 1, 1975.
3. Records to which access has been waived by the student. (This applies only if a student, upon request, is notified of the names of all persons making confidential recommendations and, if such recommendations are used solely for the purpose they were intended.)

E. Educational Records

Educational Records may be destroyed except that a student shall be granted access prior to destruction if such is requested.

F. Complaints

Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by Chattanooga State to comply with the requirements of FERPA.

The Office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, SW
Washington, DC 20202-4605

Probation/Suspension

See “Academic Retention Standards” in this section.

Retention of Records

The Records Office is required to maintain certain student records permanently. However, Registration and Drop/Add forms and Transcript requests will be maintained for only one year.

Important reminder: Registration is considered final and changes to the semester record cannot be made after that time.

Transcripts

Unofficial transcripts are available online for current students.

An official Chattanooga State transcript will be sent to another institution or organization upon a student’s written request that includes student’s signature.   There is no fee for this service.

You may download and print the Transcript Request form from the web.   

1. Deliver your completed request in person to the Enrollment Services Office.
2. Fax your completed request to 423-697-4709.
3. Mail you completed request to Chattanooga State Community College - Records     4501 Amnicola Highway    Chattanooga, TN 37406-1097           

Transcript Evaluations

The College accepts transfer credits from other colleges. Official transcripts from each institution a student attended are evaluated in the Admissions Office. A grade of “D” or better is required for transfer. However, a course in which a “D” grade has been earned may/may not be used to satisfy degree requirements or prerequisites. A grade of “C” or better is required in all prerequisite courses and in all courses specified by course numbers in the summary of required hours.

Note: Program Directed or Technical Electives, Associate of Science in Teaching (AST), all Allied Health programs and Technical Certificates require “C” or better in all course work. Transfer credits are not used in computing a student’s GPA at Chattanooga State, but are counted in earned hours.

After reviewing your student record, if you feel a course should have transferred, then a reevaluation may be requested. To request a reevaluation you need to submit the reevaluation form, a course description, and course syllabus for each course in question to the Admissions Office.

Credits from non-regionally accredited institutions must be appealed for transfer on individual basis by department or validated by departmental examination.   Appeal forms are available in the Admissions Office.

International students must provide certified English translation of all high school and post-secondary school transcripts.

The GPA for the Tennessee Educational Lottery Scholarship includes all courses to determine eligibility.

Undecided Majors

Chattanooga State’s “undecided” or “undeclared” major is the Associate of Science, general transfer degree. To learn about Chattanooga State’s degree programs and majors visit the Career Services and Counseling Center (Student Center, 423-697-4421), the Educational Planning and Advising Center (Student Center , 423-697-4483), or one of our academic divisions. A change of major must be received during the first two weeks of the academic term and submitted to the Records Office. Any changes after that time will be effective with the next academic term. The Request to Change Program (Major) form is available in the Enrollment Services Office or on the web.

Withdrawal from College

A release from enrollment from all classes becomes official only after completion of the withdrawal process in the Enrollment Services Office or when you drop all courses online.  TTC and Transitional  (Remedial/Developmental) courses may not be dropped online.    If you drop online you will be withdrawn from the college the next day.   You are encouraged to seek assistance with the drop/add or withdrawal processes before attempting any online activity.

Failure to attend class or discontinued attendance is not official withdrawal. Not withdrawing officially will cause a student to fail and could jeopardize later re-enrollment.  

The consequences of completely withdrawing from school depends on when the student withdraws.  See the Academic Calendar for withdrawal deadlines. Academic Calendar  

For consideration of full refund, withdrawal must be prior to first day of the term.   See Fee Payment Information  Bursar’s online refund policies and refund calendar.