Welcome to the office of the College Registrar. We are here to serve your needs and look forward to hearing from you soon.

Please refer to our office location and hours of operation if you plan to visit us on the Wallace Drive campus.

Days and Times:

Monday through Thursday from 7:30 a.m. until 6:00 p.m.

Friday from 7:30 a.m. until 4:00 p.m.

Office Location:

Room 124, Allen Hall at 1001 George Wallace Drive, Gadsden, Alabama.

It may be helpful to refer to our campus map and directions for further assistance.

If you have any questions or wish to request our services, please contact us:

Gadsden State Community College

Records Office

P.O. Box 227

Gadsden, Alabama 35902-0227

Telephone: 256.549.8259

Fax: 256.549.8466

E-Mail: trhea@gadsdenstate.edu

Family Educational Rights & Privacy Act of 1974 (FERPA)

From the end of the add/drop period until the deadline for withdrawing from a class, the student may withdraw from one or more classes, for which the grade of 'W' will be assigned.  To withdraw from a class, the student must complete a withdrawal form available in the Records Office.  Should the student fail to officially withdraw, the grade of 'F' will be assigned.

Withdrawal from the College

Students may withdraw completely from GSCC at any time through the last day to withdraw, which is specified in the college calendar. Once the Records Office has processed the complete withdrawal form, students will not be allowed to register again during the term of withdrawal.  Should a student abandon any classes without officially withdrawing from them or from the College, the grade of 'F' will be assigned.

Administrative Withdrawal or Drop From the Course or the College

The College may drop or withdraw students from any course for the following reasons:

• failure to complete registration properly
• failure to fulfill conditions of registration if allowed to register on a conditional basis
• failure to pay applicable fees
• disciplinary action
• misrepresentation of required information
• failure to attend class

State of Alabama Policy on Standards of Academic Progress

In order to avoid academic probation, a student is required to achieve the following minimum levels of progress as measured by the student's cumulative grade-point average (GPA):

• A student who has attempted 12-21 semester credit hours at GSCC must maintain a 1.5 Cumulative Grade Point Average.
• A student who has attempted between 22-32 credit hours at GSCC must maintain a 1.75 Cumulative Grade Point Average.
• A student who has attempted more than 32 credit hours at GSCC must maintain a 2.0 Cumulative Grade Point Average.

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In order to prevent unauthorized persons from having access to a student's grade report, the College no longer prints or mails grade reports. Instead, students may receive grade reports by telephone (1.800.746.6472 or 256.549.8290) or by accessing the online student system. A student number and a personal identification number (PIN) are required to access grades. Students may set up a PIN number from a touch-tone telephone or with the assistance of the Admissions Office.

Grading System

The letters below are generally used to indicate grades and enrollment status, although certain programs may use a different scale for the numerical values of grades.

Satisfactory grades are 'A,' 'B', and 'C'.

Some senior colleges and universities may not grant credit for a course in which a 'D' has been awarded. Grades of 'S' and 'U' are awarded in developmental courses (courses numbered below 100) and do not factor into a student's grade point average (GPA).

If you receive a 'U' in the same course twice, you may not enroll in that course again without special academic advisement from the division chair who supervises the area in which the course is taught.

If you receive a 'U' three times for the same course, you must consult with the Dean of Instructional Services before enrolling in the course again.

Neither the 'S' or 'U' factor in the student's GPA (grade-point average). The 'W' (Withdrawn) is assigned when the student officially withdraws from class (es) by the end of the last class day of the term in which he/she is enrolled for the class(es).

The 'AU' (AUdit) is used to indicate that the student is enrolled in a course for which credit will not be granted. 'Audit' students should attend class regularly but are not required to take exams, participate in class discussion, or undertake assignments. A student may change to 'audit' status in any course if the change is made before the last day to register.

The 'I' (Incomplete) is assigned when a student has been meeting the attendance policy requirements and is passing the class but is prevented by illness or other justifiable cause from completing the required work or from taking the final exam. In order to receive an 'I', the student must request that the instructor assign the 'I' by the end of the scheduled final examination period for the class which the student is unable to complete. An 'I' may be removed only by the student's completing the examination and/or the work missed.

• Students receiving an 'I' during the Fall semester have until end of the fourth week of class of the following Spring semester to complete the missed assignments and/or examination.
• Students who receive an 'I' for the Spring semester or the Summer term have until the end of the fourth week of class of the following Fall semester to complete the missed assignments and/or examination. The 'I' grade will be changed to an 'F' when the missed assignments and/or examination are not completed in the prescribed time allotted by this policy.

Grade Changes

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Grade changes for the purpose of correcting an error or removing an 'I' are initiated by the instructor who assigned the original grade and approved by the Academic Director. Routine grade changes do not require the signature of the Dean of Instructional Services if less than one year old. If over one year, the Dean of Instructional Services must approve.

The College's System for Evaluating the Academic Standing of Students

To evaluate the academic standing of students, the College calculates each student's quality-point average (QPA) or grade-point average (GPA) by assigning quality (or grade) points to grades according to the following system:

CLASS ROSTER & GRADE INFORMATION

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For academic honors and continued residency, the quality point average (QPA) or grade point average (GPA) is calculated by dividing the total quality points earned by the total hours attempted. For graduation purposes, only those hours that count toward graduation are calculated to determine eligibility for an award.

In order for a student to be granted credit for a class, the student’s name must appear on the official class roll. Students registered for a class must receive a grade for that class unless the class is deleted by the college or dropped by the student. The phrases listed and explained below refer to important elements of the registration process and the status of a registered student:

Late Enrollment – Timely registration for (or enrollment in) a GSCC class means that the student must complete the registration process before the enrollment deadline, which is widely publicized by the College.

Non-Payment of Fees – Students who owe a debt or fee to the college will not be permitted to register, have a transcript sent or withdraw from a class until the obligation is satisfied.

Prerequisites and Co-requisites – Prerequisites are other courses or competencies that must be completed or attained before registering for some courses. Co-requisites refer to other courses that the student must be experiencing simultaneously with the course in question.

Course Load – The course load for a full-time student at Gadsden State Community College is at least 12 but no more than 19 credit hours per Fall and Spring semesters (at least 12 and no more than 14 credit hours for summer term). Credit hours above 19 for Fall and Spring semesters (above 14 hours for summer semester) constitute a student overload. The Dean of Instructional Services must approve a student overload. No student will be approved for more than 24 semester credit hours in any one semester or term for any reason.

Independent Study – Regularly enrolled students may, during the two semesters immediately preceding graduation from GSCC, participate in two independent study courses, one each semester. This privilege is available to those students who have been unable to schedule the required course(s) in any other manner. Students must consult with counselors or advisers prior to registration for an independent study course. Independent study requires the written approval of both the administrator of the academic area involved and the course instructor.

Schedule Change – After registering for classes, students may make changes in their schedule by adding and/or dropping classes so long as these changes are requested on the proper form(s) before the deadline for add/drop. Completed add/drop form(s) must be received in the Records Office for processing.  Students may add and drop classes on the web using their ID# and PIN.  Students should access the “Online Registration Program” to add or drop classes (not the “View Schedule” option of the program).  Classes may be added and dropped only during the official add/drop time designated by the college (generally the first 5 full class days).

TRANSCRIPTS

A transcript is an exact copy of a student’s permanent academic record at the time it is issued. It can be either an official or an unofficial transcript, the latter usually issued directly to and only for the personal information of the student concerned. Partial transcripts are not issued. A Gadsden State Community College transcript only includes the student’s complete record at GSCC.  NOTE: Courses accepted by GSCC from other colleges to satisfy graduation requirements do not appear on GSCC’s transcript.

Transcripts covering a student’s secondary and previous college education that have been submitted to GSCC to meet a requirement for admission become part of the Registrar’s official file. The College does not reissue or certify copies of transcripts from other institutions. The student concerned must order any required transcripts directly from other institutions where the coursework was taken.

The official permanent academic records for all GSCC students are maintained by the Records Office. This information is protected by federal law, and release of any information is done only in accordance with the guidelines set forth in the Family Education Rights and Privacy Act of 1974. Only the student may request a copy of his or her academic record. Friends and family are not permitted access to a student’s record without written permission of that student.

If the student wishes to request or pick up a transcript from the Records Office, he/she should be prepared to show a photo ID. There is NO charge for transcripts. Transcripts are issued only at the written request or authorization of the student concerned. When the student requests a transcript, the following must be included:

1. Name (please include any names that may have been used while at GSCC)
   
2. Student Number
   
3. Indicate which campus(s) you attended and the approximate dates
   
4. Address of where the transcript is to be mailed
   
5. Signature Note: Transcripts will not be processed without proper signature.
   
6. Date of Birth
   
7. Dates of Attendance
   
8. Daytime Phone Number
   

Requests for transcripts will normally be processed within 24 hours. A longer period of time may be needed for processing, however, at the end of each semester or summer term. Transcripts are not issued for those students who are indebted to the College until such indebtedness is satisfied. Requests for transcripts must be made in writing, either in person, by FAX, or by mail to: The Records Office, Gadsden State Community College, P. O. Box 227, Gadsden, AL 35902-0227. The FAX number is (256) 549-8466.
Due to the volume of requests, we are unable to fax, e-mail or call you with verification that your fax was received or that your transcript has been sent by the GSCC Records Office. Transcripts are sent within 24 hours of receipt of request except during peak times at the first and last of each term.

DEGREE & CERTIFICATE REQUIREMENTS

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To graduate from GSCC with the Associate in Arts, the Associate in Science, or the Associate in Applied Science degree, the following is required:

1. Students must satisfactorily complete not less than 64 semester hours (or the equivalent quarter hours) of college credit (from courses numbered 100 or above) in an approved program of study, including prescribed general education courses.
   
2. Students must earn at least a 2.0 cumulative grade point average (GPA) in all courses attempted at the College. (The calculation of the GPA for graduation shall not include grades earned in institutional credit courses. A course may be counted only once for purposes of meeting graduation requirements.)
   
3. Students must complete at least twenty-five percent (25%) of the semester credit hours at GSCC.
   
4. Students must meet all requirements for graduation within one calendar year from the last semester of attendance. If over one year, students must re-enroll.
   
5. Any transfer credit applicable toward graduation must come from one or more regionally accredited institutions and/or from one or more of the institutions comprising The Alabama College System; a minimum grade of "C" is required for any course that is transferred. For exceptions, refer to the section on transfer credit. Transfer credit is not included in GSCC’s GPA.
   
6. Students must comply with formal procedures for graduation in accordance with GSCC policies, which includes submitting an “Application for Award” form to the Records Office at least one semester prior to graduation. A Work Keys exam is required for students completing the graduation requirements in the A.A.S. degree programs.
   
7. Students must fulfill all financial obligations to GSCC.
   

With a CERTIFICATE

To graduate from GSCC with a Certificate or any other formal award except a degree, students must meet each of the following requirements:

1. Students must complete satisfactorily an approved program of study.
   
2. Students must earn a 2.0 cumulative grade point average (GPA) in all courses attempted at the College. (The calculation of the GPA for graduation shall not include grades earned in developmental courses. All grades in repeated courses shall be averaged into the grade point average; however, a course may be counted only once for purposes of meeting graduation requirements.)
   
3. Students must complete at least one half (50%) of the total semester credit hours (or the equivalent quarter hours) at GSCC.
4. Students must meet all requirements for graduation within one calendar year from the last semester of attendance. If over one year, students must re-enroll.
   
5. Any transfer credit applicable toward graduation must come from one or more regionally accredited institutions and/or from one or more of the institutions comprising The Alabama College System; a minimum grade of "C" is required for any course that you transfer. Exceptions are listed in the “Transfer Credit” section.
   
6. Students must comply with formal procedures for graduation in accordance with GSCC policies, which includes submitting an “Application for Award” form to the Records Office at least one semester prior to graduation. A Work Keys exam is required for students completing the graduation requirements in select vocational/technical programs.
   
7. Students must fulfill all financial obligations to GSCC.
   

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