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Registration Policies

  • RegistrationThe following registration policies are applicable to all students. Students must be familiar with and abide by these policies, which are the official policies of Cincinnati State and/or the State of Ohio and federal financial aid policies.

Questions about these policies should be directed to the Office of the Registrar by email or by calling (513) 569-1522.

Adding/Dropping Classes
Attendance
Enrollment Verification
Grades
Release of Information


Adding/Dropping Classes

The Calendar of Important Dates for each semester outlines when students may add, drop, or withdraw from a course after completing their initial registration. Add, drop, or withdrawal transactions are not official unless processed through the web registration system or a Registration Activity Request has been submitted to the Office of the Registrar. The appropriate forms for registration activity can be obtained here or in the Office of the Registrar.

The following regulations apply to all courses offered during the semester:

1. Adding a course:

  • Prior to the first course meeting of the semester, no approval is required to enter an open course, unless the course has an “instructor consent” requirement.
  • Once a course has met, the approval of the instructor of the course must be obtained in order to register.
  • The fifth class day of the semester is the last day to add a course.

2. Dropping a course:

  • Courses dropped from the time of registration through the last day to drop do not need additional approval to be processed.
  • The fourteenth calendar day of the semester is the last day to drop a course. In an instance when the fourteenth day falls on a weekend or holiday, the last day to drop a course will be the preceding business day.

3. Withdrawing from a course:

  • The withdrawal period for regularly scheduled courses begins each semester the day after the Last Day to Drop a Course and ends on the fifty-sixth instructional day. The withdrawal period for flexibly scheduled courses begins after the day designated as the Last Day to Drop a Course for that course section through the day designated as the Last Day to Withdraw from that course section. No additional approval is required to withdraw from a course during this period.
  • Only in circumstances beyond the student’s control will a withdrawal be permitted after the fifty-sixth instructional day. All official late withdrawals must be approved by the course instructor and the division dean. In cases not approved, the student receives the grade assigned by the instructor.

4. Course Drop/Withdrawal Grading Policy

  • Through the fourteenth calendar day of each term, courses officially dropped will not appear on students’ transcripts.
  • During the withdrawal period, official withdrawals will be assigned a grade of W. The W will appear on the student’s transcript; however it will not be calculated into the GPA.
  • The instructor may not issue a W as the final grade. A W is assigned only if the student has completed the withdrawal process.

5. Flexibly Scheduled Courses

  • Course sections with a beginning and/or ending date different than the first and last days of the normal semsester schedule are considered flexibly scheduled. Flexibly Scheduled Course Sections are typically identified in the course schedule with alphabetical section designations.
  • Students may register for a flexibly scheduled course section with no additional approvals up to the first course meeting.
  • A student may add a flexibly scheduled course section by the date established as the last day to add a course for that course section. Registrations beyond the date established as the last day to add a course for that flexibly scheduled course section will not be permitted.
  • A student may drop a flexibly scheduled course section without a grade appearing on their record by the date established as the last day to drop a course for that course section.
  • A student may withdraw from a flexibly scheduled course section from the date established as the last day to drop a course for that section through the date established as the last day to withdraw from a course for that section.

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Attendance

  • Instructors are required to document student attendance in each course meeting through the first two weeks of the semester.
  • From the first day of the semester until the First Day to Withdraw for the semester, students who drop a course must identify whether or not they attended the course section.
  • A student who enrolls in a course but does not attend the course within the first two weeks will be designated a No Show (NS) and dropped from the course by the instructor.
  • If there is a discrepancy between a student’s self-reported attendance status and the attendance status reported by an instructor, the attendance status reported by the instructor will be the status of record.
  • Students are not permitted to begin attending a course section after an NS has been issued by the instructor or self reported by the student for that course section.
  • The designation of NS will not appear on the student’s transcript.
  • A student who receives an NS designation for a course is still financially responsible for payment for the course. State and federal financial aid is not applicable to a course for which a student has received an NS designation.
  • A student is not permitted to withdraw from a course he or she did not attend or to which an NS has been assigned.

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Enrollment Verification

Enrollment verification provides proof of enrollment to help determine eligibility for a student's financial aid, veteran’s benefits, company and agency funding, health benefits, employment, and more. This verification provides information about a student’s enrollment status, determined by the official number of credit hours for which a student is registered each semester. It does not provide information on specific courses taken or grades received.

The National Student Clearinghouse is an authorized agent for providing degree and enrollment verifications. The National Student Clearinghouse can be contacted at www.degreeverify.org

Students are responsible for knowing their enrollment status and understanding the impact of changing credit hours by the add/drop process.

Cincinnati State defines a student's enrollment as follows:

Full-Time Enrollment

3/4 Time Enrollment

1/2 Time Enrollment

Less than Half-Time Enrollment

12 or more credit hours or full-time cooperative education placement

9 - 10 - 11 credit hours

6 - 7 - 8 credit hours

5 or fewer credit hours

Students placed on a part-time cooperative education placement are not considered half-time students for the purpose of enrollment verification.


Grading Policies

Grade reports
Course grades are provided to students at the end of each semester, and at the end of a flexibly-scheduled course, through MyServices, in the MyCState section of the Cincinnati State website. It is the student’s responsibility to check his or her grades for accuracy. Any errors, discrepancies, or omissions should be reported to the instructor and/or division dean responsible for the course. Student concerns about grades should be made known within 30 days of the end of the semester for which the grade was issued.

Grade reports are available online by logging in to MyServices via MyCState. Students will not receive a grade report in the mail. Click here to learn how to access your term grade report or to verify that a grade change has been recorded.

Grade changes
Changes to course grades must be initiated by the instructor who issued the grade, and must be submitted to the appropriate division dean for approval no later than two semesters after the semester in which the grade was originally issued. The division dean forwards all approved grade changes to the Office of the Registrar for processing.

Grading standards
The College does not have a universal policy or standard for determining grades for courses or for assignments. Grading policies and procedures are the prerogative of each instructor. In some instances, academic departments or programs have established grading standards that apply to a particular course or group of courses. It is the student’s responsibility to be aware of the instructor’s grading policies, and to seek this information from the instructor if necessary.

Making up missed work
The privilege of making up missed assignments, quizzes, tests, exams, and other course activities is not automatic. An instructor does not have to permit or grant make-up privileges. It is the student’s responsibility to be aware of the instructor’s make-up policies, and to seek this information from the instructor if necessary.

Grading system and credits earned

Grade

Explanation

Grade Point Value
Per Credit Hour

A

Superior

4.0

B

Good

3.0

C

Average

2.0

D

Poor

1.0

F

Failure to complete course requirements

0

W

Official Withdrawal

 

 

 

 

 

 

Not Computed

AC

Advanced Placement Program Credit

CL

CLEP Credit

EC

Cincinnati State Proficiency Examination Credit

EL

External Certificate/Learning Exam

ET

External Formal Training Program

EX

Work Experience Credit

TP

Tech Prep Credit

I

Incomplete

K

Transfer Credit

N

No Grade Reported

S

Satisfactory

U

Unsatisfactory

VO

Vocational Teacher Referral Credit

X

Audit

 

Calculation of Grade Point Average (GPA)
The College utilizes three grade point averages (GPA) for each student.

  • The cumulative GPA is calculated as the total quality points earned (grade point value per credit hour, listed above) divided by the total credit hours attempted for courses bearing quality points at the College.
  • The semester GPA is calculated as the total quality points earned divided by the total credit hours attempted for courses bearing quality points for the semester.
  • The program GPA is calculated as the total quality points earned divided by the total credit hours attempted for all courses bearing quality points listed in the student’s current degree audit curriculum. The degree audit curriculum is the list of requirements the student must complete in order to earn a degree or certificate.

Academic Foundation courses, and English as a Second Language courses, with course numbers in the format “AFX 0XX and ESL 0XX,” are not calculated in the GPA.

If a student repeats a course, the highest grade attained is the only grade computed in the calculation of the GPA. If a student earns the same grade upon repeating a course, only one grade will be computed in the calculation of the GPA. The original course grade will be shown on the transcript with an indication that it is not calculated in the GPA.

Incomplete (I or IP)
A grade of 'I' (Incomplete) or 'IP' (incomplete for classes graded on a pass/fail basis) is awarded at the discretion of the instructor. When unusual circumstances prevent a student from completing course requirements during the semester in which the student is enrolled, the instructor may agree to record a grade of 'I' or 'IP' until the final grade is established. Timetables and requirements for the completion of the course are the instructor’s prerogative. If a final grade has not been submitted to the Office of the Registrar by the last instructional day of the following semester, a grade of 'F' or 'U' will be automatically recorded.

Satisfactory/Unsatisfactory Grades (S/U)
The grade of 'S' represents satisfactory performance, or “passing,” in those courses graded satisfactory/unsatisfactory.  The grade of 'U' represents unsatisfactory performance, or "failing,” in those courses graded satisfactory/unsatisfactory.

No Grade Reported (N)
An 'N' grade is administratively assigned by the Office of the Registrar if no grades are reported for an individual student or for an entire section of a course. A grade of 'N' is not issued to individual students by the instructor.

Official Course Withdrawal (W)
A student who withdraws from a regularly-scheduled course after the Last Day to Drop a Course for the semester through the fifty-sixth instructional day of the semester will receive a grade of 'W' for the course. Students who withdraw from a flexibly-scheduled course after the day designated as the Last Day to Drop a Course for that course section through the day designated as the Last Day to Withdraw from that course section will receive a grade of W for the course. A 'W' grade is not computed in the student’s grade point average (GPA).

Audit (X)
Students who are interested in taking a course solely for the value of the instruction may register to audit the course. No college credit may be earned or later claimed for an audited course. Regular tuition is charged for courses being audited. Requirements for attendance, completion of assignments, and examinations are the prerogatives of the instructor of the course. A student may not request a transfer from “credit” to “audit” or vice versa after the Last Day to Drop a Course for the semester.

Dean’s List and Academic Merit
Students who earn in one semester 12 or more credit hours for academic courses for which quality points are awarded will qualify for Dean’s List status if their GPA for the current semester is 3.5 or greater and no grades of 'I', 'F', or 'U' have been earned in the current semester. Academic Foundations and English as a Second Language courses are not included in GPA calculations for the Dean’s List.

Students who earn in one semester between six and 11 credit hours of academic courses for which quality points are awarded will qualify for Academic Merit status if their GPA for the current semester is 3.5 or greater and no grades of 'I', 'F', or 'U' have been earned in the current semester. Academic Foundations and English as a Second Language courses are not included in GPA calculations for Academic Merit.

Students who receive a grade of 'N' will not initially be eligible for Dean’s List or Academic Merit. To be eligible for Dean’s List or Academic Merit, the grade change for the N grade must be submitted to the Office of the Registrar by the end of the tenth instructional day of the following semester. Grade changes for N grades submitted after the tenth instructional day of the following semester will not be recalculated for Dean’s List or Academic Merit status.

Recalculation for Dean’s List and Academic Merit status will be done only for N grades issued for the immediately preceding semester and only if the grade changes are submitted by the deadline.

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Release of Information

Cincinnati State Technical and Community College, in accordance with the Family Educational Right to Privacy Act of 1974, has designated the following information regarding its students as directory (public) information:

  • Name
  • Program
  • Participation in officially recognized activities and sports
  • Weight and height of members of intercollegiate athletic teams
  • Dates of attendance
  • Degrees and awards received (including dates of graduation and major)
  • Most recent previous educational agency or institution attended
  • Enrollment status (part-time or full-time), including date(s) of change(s) in status if specifically requested

This information may be released without the written consent of the student. All other information is confidential and will be released only with written consent from the student for legitimate College purposes or as otherwise required by law.

Students have the right to withhold directory information from the public if they desire. Each student who wants all directory information withheld is required to inform the Office of the Registrar, Room 161 Main Building, in writing. At least five days should be allowed for processing such requests.

Upon receipt of a written request to withhold directory information, the Office of the Registrar will place a hold on the student’s record alerting staff in the Office of the Registrar the student has requested that no information be provided. No information will be released, regardless of any authorizations the student has completed either before or after notification has been submitted to the Office of the Registrar.

Cincinnati State receives many inquiries for “directory information” from various sources, including prospective employers, insurance companies, loan agencies, other institutions of higher education, government agencies and news media. All students are advised to carefully consider the consequences of a decision to withhold directory information. If a student requests to have directory information withheld, the student will be required to provide written consent to the Office of the Registrar for any and all information to be released. Students requesting that all directory information be withheld will not be able to register through the online registration service.

Photographs and/or films of students for promotional and recruitment purposes are taken throughout the school year. Students who do not wish to be included in these visuals must inform the Associate Vice President of Marketing and Communications prior to photographing and/or filming.

Solomon Amendment
In compliance with the Solomon Amendment which became effective on April 1, 1997, Cincinnati State Technical and Community College must supply the following information (if captured) to representatives of any branch of Federal Armed Forces for the purpose of federal recruiting:

  • Student name
  • Phone
  • Major
  • Date and place of birth
  • Level of education
  • Degree(s) received
  • Prior military experience
  • Most recent previous education institution enrolled

Cincinnati State will only release this information without the student’s written prior consent in compliance with the Solomon Amendment and upon written request of an official representative of the Federal Armed Forces. Please review the above section for information pertaining to the release of directory information.

Notification of Rights under the Family Educational Rights and Privacy Act
Click here to read Cincinnati State’s FERPA policy.

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Location & Hours

Office of the Registrar
Room 161 – Main Building
(513) 569-1522 phone
(513) 569-1883 fax

Office Hours
8 am – 6:30 pm M–Th
8 am - 5 pm F

Phone Hours
8 am – 5 pm M–F

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