General Policies and Information
Policy: To maintain enrollment in each class, the
student must attend the first class meeting and 100% of the first week's class and lab
meetings. If the student does not do so, s/he may be administratively withdrawn
from that class by the instructor. If this results in a tuition
refund, the refund will be processed within three weeks.
(For classes that are of less than eight weeks duration, attendance
at the first class only is required to avoid administrative
If the student is unable physically to attend the class during the
first week, s/he must make personal contact with the instructor prior to the
class meeting to avoid administrative withdrawal.
If a student is administratively withdrawn but wishes to re-enroll,
s/he may do so if there is room in the class.
Q: What is administrative withdrawal?
A: Administrative withdrawal is canceling
a student's registration because s/he did not attend the first class meeting and 100% of the first week's
Q: Why is administrative withdrawal
A: It will help you have an accurate
record of who is in your class; it allows wait list students into your class; it helps us comply with federal
financial aid regulations (COCC distributes student financial aid based on the
number of credit a student is enrolled in on the second Friday of the
term. If your class rosters are accurate, the student's registration record is accurate
and financial aid will be disbursed appropriately).
Q: How do I administratively withdraw a
A: You will receive class rosters and
waiting lists, if any, the first day of class. For any student not in attendance (a "no-show") at the first class,
draw a line through the student's name, initial next to it, and return the
roster to Records by 4:30 on Tuesday. Or, you may FAX it to 541-318-3700 or send by
E-mail to firstname.lastname@example.org.
Campus mail may delay the process.
Repeat this process with the
roster you receive on Wednesday of the first week, and return that roster to us by Friday at 4:30. Please do not
use campus mail.
After removing the no-shows from
your roster, you may sign add/drop forms for people on the waiting list to replace the no-shows.
Please be sure to stress that waiting list students must bring the add/drop form to Records
within 48 hours to be enrolled in the class.
Q: Should I take roll at the beginning of the
A: Consensus seems to be that it is best
to take roll toward the end of the class in order to maximize the chance of an accurate assessment of who is
Q: Should I administratively withdraw a student
even if my class is not full?
A: YES! If you do not
administratively withdraw a student, and the student does not drop the class, the student will receive a bill and possibly a
Q: Should I return the roster even if I do not
administratively withdraw anyone?
A: YES! Write "all here" on the
roster and drop it in campus mail to us. This will help us better track who has submitted rosters, as well as resolve
a student dispute later.
Q: How do I know if a student was administratively
A: The next roster printed will indicate
in the status column the notation "adm w/draw (AW)." This indicates that student was
administratively withdrawn and is no longer registered in the class. Subsequent rosters
will not list the withdrawn student.
Q: What if a student shows up at the 2nd class
meeting and I have already administratively withdrawn him/her?
A: If you still have room in the class,
you may sign an add/drop form for the student and tell him/her to go to Boyle Education Center to
re-register. On the other hand, if the class is full, it is your discretion if you want to
expand class size to accommodate this student.
Q: If the student comes to the first class, but
not the rest of the week, do I administratively withdraw that student?
A: Yes. The student must attend all
of the first week's classes.
The roster you print on
Wednesday of the first week should be used to process the second round of administrative withdrawals. These rosters
are due in Records by 4:30 on Friday of the first week of classes.
Q: If a student knows in advance s/he will miss
one or more class meetings during the first week, how can s/he prevent being
A: The student is responsible for
contacting the instructor in advance if s/he cannot attend the first and/or subsequent class meetings during the first
week. If the student makes satisfactory arrangements with the instructor, s/he
should not be administratively withdrawn.
Q: What is the attendance policy for classes that
are of less than 8 weeks duration?
A: The student is required to attend the
first class, or s/he will be administratively withdrawn. The attendance pattern after that is not
subject to the attendance policy.
If a class fills, a wait list is automatically started. At
the start of each term, print both a class roster and a wait list roster. If you
have a seat available due to a registered student not showing up to class, or if you wish to
add a few extra students to your class, you must take people from wait list roster
in the order listed, assuming the wait list student is present.
To give permission for a student to add your class from the wait
list, you can either give the student approval online (see "Banner Cheat Sheet") or
sign a registration form. The student must bring this form to the registration area within
two days of receiving your signature. Students WILL NOT be added to your class if
you write their names on the bottom of your administrative withdrawal roster. The
student is not charged for the class until they are actually registered in the course.
DROP and REFUND DEADLINES
Second Friday of Term -100% refund for full term class Tuition
Third Monday of Term -$30 late registration fee begins -- $30
late tuition payment fee begins (continues once a week, up to $90)
Friday of Seventh Week of Term -Last day to drop classes and
change to/from audit/credit--Grade will not appear on student transcript--No
Wednesday Before Finals Week -Last day to drop full term classes
--Requires instructor approval/signature -- Student will receive a "W" on transcript
Note: Short-term classes have prorated drop and refund
deadlines. See Class Schedule for details.
High school students: COCC permits high school
students to take up to nineteen credits per term. Know that these students are treated as if
they are a full-time college students and are expected to follow all policies and procedures as
Middle school students: Middle school students are also
permitted to take up to two classes per term at COCC, with instructor approval. Know that it is
the instructor's discretion to determine if the student is academically prepared for the course
and if s/he can manage the course content and requirements. If the instructor agrees
that the student can academically and personally manage the course, then the instructor
signs the Concurrent Enrollment form and the student's registration form.
Field Trip Permission: If you are taking students under
the age of 18 on a field trip, you must have a field trip permission form signed by the student's parent or
Students can-and will-petition almost every registration/payment
policy at COCC: requesting a refund after the drop deadline; requesting to add a
class without the late registration fee; waiving the late payment fee; etc. First
and foremost, do not be offended if we call you for further details! Oftentimes, instructors
offer information different from what the student shares. Second, if you ever have any questions about
any of our registration policies or deadlines, do not hesitate to refer the student or
contact us directly. The more accurate the information, the fewer petitions we have.
Finally, PLEASE submit your administratively withdrawal roster, as this will greatly alleviate
the number of student petitions. Student petitions are available in Enrollment
Services - Admissions and Records. Contact Admissions and
Records for petition questions.
On the Monday of the fifth week of the term, you will receive a
mid-term grade roster. If a student is in danger of receiving a failing grade ("D" or
"F"), you have two choices:
- Issue a "D" or "F" to the student
- Issue a "W" to the student.
You can do so online or by writing the grade on the mid-term
roster and submitting the roster to Enrollment Services - Records. Either option
must be complete by Monday of the sixth week. We will then notify the student of
their status. By doing so, you give the student an opportunity to drop the course within
the first seven weeks of the term and not have a poor grade affect their academic record
Important note: If you do not submit a "W" grade
at mid-term, you cannot submit a "W" grade on the final grade report.
Grades may be entered online only, no later than the Wednesday after finals week by 8:00
Notes: If you issued a "W" at mid-term, you can issue a "W" as a final
grade. If you did not issue a "W" at mid-term, you CANNOT issue a "W" as a final
If a student chose to audit a class an "AU" will appear next to
the student's name. You cannot issue a letter grade in place of the "AU".
An "I" (incomplete) grade is used if the student has a
reasonable amount of coursework to complete. An "I" grade should be issued only when you and
the student have agreed upon a timeline to complete this work-no longer than one
calendar year-doing so without having to re-enroll in the class.