CCGA EMAIL ACCOUNTS
The CCGA Email Account is the official correspondence used by the Office of the Registrar.
A student may change his or her original class schedule by adding, dropping or withdrawing from classes. The student's class schedule becomes the official semester schedule after the drop/add period is over. Specific dates for each semester are published in the Semester Schedule, on the college website, and in campus advertisements.
A student may add/drop classes through the last day of registration posted add/drop period. Additional tuition and fees may be required.
Drop for Non-attendance
In accordance with Federal Title IV funding guidelines, the college may remove any course from a student's schedule if they fail to attend during the first 9 days of the session to include all web-based courses. Students will not be allowed to re-enter a class that was removed for nonattendance without special permission of the faculty, Dean, and Registrar. Request to reinstate classes must be made within 7 days of initial notification.
The College reserves the right to cancel courses due to insufficient class enrollment, lack of availability of qualified instructors, or lack of appropriate facilities, and due to unforeseen circumstances. A student who enrolls in a class that is later cancelled will have an opportunity to drop the cancelled class and add another class in its place. This opportunity is available throughout the late registration period and the first week of school.
A student may officially withdraw from a class within the prescribed time as noted in the Academic Calendar with the permission of their advisor, instructor, or dean. After students have discussed their decision with the instructor and advisor, and have obtained their approval, the students will complete a change of schedule form and obtain the signature of the instructor or the Dean, and their advisor. The form must be submitted to the Financial Aid Office, Bursar, and Registrar's Office for completion and processing. The date on which the student withdraws from the class will affect the amount of refund to which the student may be entitled. No refunds will be granted for a reduction in course load after the published Add/Drop period.
Withdrawals from All Courses
A Withdrawal is when a student drops all courses for a given semester. A student who officially withdraws prior to the deadline listed in the academic calendar will receive a W or WF on the transcript. If a student stops attending classes or fails to officially withdraw, a grade of F will be assigned for each class. It is the student's responsibility to officially withdraw. Refund of tuition will be pro-rated according to the date the Change of Schedule is submitted for processing.
Withdrawals from a course before the deadline
If you withdraw from a college course before the deadline published in the college portal you will receive a grade of W or WF depending on the determination of the course instructor, the course grade at the time of the withdrawal, and the circumstances of the withdrawal. To withdraw from a course, a student must follow the procedures listed below:
- Obtain a withdrawal form from the student's advisor.
- Get approval of advisor.
- Get the instructor's permission to drop each class or that of the Department Chair or Dean.
- If receiving Financial Aid, it is suggested that you discuss how the withdrawal may affect future awards with a Financial Aid representative.
- Take the change of schedule form to the Office of the Registrar.
- Keep a signed copy of the form for your records.
Students who stop attending classes and do not withdraw will receive a grade of F for the course(s).
Withdrawals from a course after the deadline
Withdrawal after the published mid-semester deadline will not be permitted without academic penalty except in cases of extreme hardship as determined by the Vice President for Academic Affairs.
Administrative Withdrawal - Financial
Students that do not fully meet all financial obligations by posted deadlines will be administratively withdrawn by request of the Bursar. Students are responsible for all tuition and fees accumulated up to the date of withdraw. All requests for reinstatements must be made within 7 days and all payments must be made in person. Reinstatements will not be considered after the midterm of any given semester.
Administrative Withdrawal - Student Affairs
The Vice President for Student Affairs may withdraw a student if it is determined that the student: (a) poses a significant danger or threat of physical harm to themselves or to the person or property of others or (b) engages in behavior that impedes the rights of other members of the college community or interferes with the exercise of any proper activities or functions of the college or its personnel or (c ) is unable to meet institutional requirements for admission and continued enrollment, as defined in the Student Conduct Code and other publications of the college.
A student enlisted in the U.S. military is permitted to withdraw under the Board of Regents policy for military refunds (704.0401) upon receipt of emergency orders to active duty or reassignment, without penalty at any time during the term.
ENROLLING IN MORE THAN ONE COLLEGE AT A TIME
Students wishing to enroll at another institution while enrolled at CCGA are encouraged to obtain transient permission from the Registrar's Office to ensure courses can be used toward their program of study. Students must be in Good Academic Standing before permission will be granted. Transient permission will not be authorized for a first semester student.
Students who do not wish to receive credit or a grade for a course may audit. Registration for audit (no credit) is limited to the late registration period and is based on the availability of space in the individual class. Students who audit courses pay the same fees as those enrolling for credit. Registration for audit can be changed to credit no later than the last day of late registration. Registration for credit cannot be changed to audit.
Students should be prepared to pay when they register for or add classes. The College of Coastal Georgia reserves the right to delete the enrollment of any student who has not paid the total amount due for courses and outstanding debts to the College.
Attending class and being on time for class sessions is an important part of your success in the classroom. The College has set the following policy on class attendance: Attendance requirements may vary based on the needs of, the course, the method of instruction or the instructor.
The attendance policies are set by the academic school in which the course resides and will be distributed in writing or via D2L to students by the instructor at the beginning of each semester including any penalties that may result from excessive absences or tardiness.
When students are required to be absent from class for approved college activities, the student must assume responsibility for making up any missed work.
The transcript is the permanent academic record of credit and will report student's name, social security number or student identification number, courses enrolled each term, cumulative grade point average (GPA), term GPA, credit hours attempted, credit hours earned, grades, grade points earned, degrees and certificates earned, academic program(s), honors, academic status, and transfer credit.
REQUESTING A TRANSCRIPT
A student may request a copy of their official or unofficial transcript by sending a written request to the Registrar's Office and paying the required fee. The request must include the student's name, social security number or student identification number, signature, and the name and address of the person or agency to which the record is to be sent. Students should allow two to three business days for transcripts to be processed. However, at least one week should be allowed when requests are made at the end of the term or during periods of registration. Transcripts are not released if the student has any outstanding financial obligations with the College.
CHANGE OF PROGRAM OF STUDY (MAJOR)
Students who desire to change their program of study (major) should consult their advisor. A Change of Major form must be completed and returned to the Registrar's Office for processing.
The Registrar will review the request for the student's eligibility for admission into the new program. Changes to programs of study are only conducted between semesters. Students may review changes using their COAST accounts.
CHANGE OF NAME, ADDRESS OR TELEPHONE NUMBER
The Registrar's Office should be informed of all changes in the student's legal name, permanent address and/or telephone number. A copy of legal records must be submitted to document a name change. The College is not responsible for a student's failure to receive official information due to an incorrect name or address.
CONFIDENTIALITY OF STUDENT RECORDS
The Family Educational Rights and Privacy Act (FERPA) afford students certain rights with respect to their education records. These rights include:
- The right to inspect and review the student's education records within 45 days of the day the College receives a request for access. Students should submit to the registrar, written requests that identify the record(s) they wish to inspect. The College official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
- The right to request the amendment of the student's education records that the student believes is inaccurate. Students may ask the College to amend a record that they believe is inaccurate. They should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
- The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College of Coastal Georgia to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is: Family Policy Compliance Office U.S. Department of Education 400 Maryland Avenue, SW Washington, DC 20202-5920.
- As of January 3, 2012, the U.S. Department of Education's FERPA regulations expanded the circumstances under which your education records and personally identifiable information (PII) contained in such records including your Social Security Number, grades, or other private information may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Secretary of Education, or state and local education authorities (Federal and State Authorities) may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is principally engaged in the provision of education, such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.
Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without a student's prior written consent. If you do not want CCGA to disclose directory information without your prior written consent, you must notify the College in writing. CCGA has designated the following information as directory information: student's name; participation in officially recognized activities and sports; address; telephone listing; weight and height of members of athletic teams; electronic mail address; photograph; degrees, honors, and awards received; date and place of birth; major field of study; dates of attendance; grade level; the most recent educational agency or institution attended.