Student Rights and Regulations

Family Rights and Privacy Policy of ECC

The Family Educational Rights and Privacy Act (FERPA) affords students who attend a postsecondary institution, such as the college, certain rights concerning their education records.  These rights include:

1. The right to inspect and review the student’s education records within 45 days after the college receives an access request. A student should submit to the registrar, dean, head of academic department, or another appropriate school official a written request that identifies the record(s) the student wishes to inspect. The school official will make access arrangements and notify the student of the time and place to inspect the records.  If the school official does not maintain the records to who the student submitted the request, that official shall advise the student of the correct school official to whom the student should address the request.
2. The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise violate the student’s privacy rights under FERPA.

A student who wishes to ask the College to amend a record should write the Vice President of Student Services, clearly identify the part of the record the student wants to be changed, and specify why ECC should change it.

If the college decides not to amend the record as requested, the college will notify the student in writing of the decision and the student’s 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.

   3. The right to provide written consent before the college discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

The college discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official typically includes a person employed by the College in an administrative, supervisory, academic, research, or support staff position (including law en­forcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance com­mittee. A school official also may include a volunteer or contractor outside of the college who performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school concerning the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing their tasks. A school official typically has a legitimate educational interest if the official needs to review an educa­tion record to fulfill their professional responsibilities for the college.

Upon request or if the student initiates the disclosure, the college also discloses education records without consent to officials of another school in which a student seeks or intends to enroll. 

1. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College 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

FERPA permits PII disclosure from students’ education records without the student’s consent if the disclosure meets certain conditions found in the FERPA regulations. Except for school officials’ disclosures, some judicial orders, lawfully issued subpoenas, directory information disclosures to the student, the FERPA regulations require the institution to record the disclosure. Students have a right to inspect and review the record of disclosures. The College may disclose PII from the education records without obtaining the prior written consent of the student -

• To other school officials, including teachers, within the College whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in FERPA are met.
• To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of FERPA. 
• To authorized representatives of the U. S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of FERPA, in connection with an audit or evaluation of Federal- or State-supported education programs or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that they designate as their authorized representatives to conduct any audit, evaluation, or enforcement, or compliance activity on their behalf.
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid.
• To organizations conducting studies for, or on behalf of, the school, to (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. 
• To accrediting organizations to carry out their accrediting functions. 
• To parents of an eligible student if the student is a dependent for IRS tax purposes. 
• To comply with a judicial order or lawfully issued subpoena. 
• To appropriate officials in connection with a health or safety emergency, subject to FERPA.
• Information, the school, has designated as “directory information.”  (see below) 
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of FERPA. The disclosure may only include the final results of the disciplinary proceeding concerning that alleged crime or offense, regardless of the finding. 
• To the general public, the final results of a disciplinary proceeding, subject to the requirements of FERPA, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has violated the school’s rules or policies concerning the allegation made against them. 
• To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. 

The College may disclose a student’s “directory information” without their consent and without violating FERPA if they have not restricted their personal information.  The College considers the following to be “directory information”:

• name
• college email address
• address (local & home)
• telephone number (any listed)
• date of birth
• college/school & curriculum
• enrollment status & credit hours
• dates of attendance
• classification
• receipt or non-receipt of degree
• academic awards received (e.g., dean’s list, honors students)
• participation in officially recognized activities
• previously attended educational institutions
• photographs and digital images

While attending Edgecombe Community College, students may request to restrict the release of their directory information except to College officials with a legitimate educational interest, as described in item 3 above.  To restrict the release of directory information, a signed and the student must make a dated request in writing to the Registrar, Room 116, McIntyre Building, 2009 W. Wilson St., Tarboro, NC 27886.  Should the student graduate or otherwise leave the College, this restriction will remain until the student requests in writing for it to be removed. 

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Student Right-To-Know

The Student Right-to-Know Act of 1990 requires the college to compile and release institution-wide persistence rates to all students. The average rate of persistence toward degree completion of students at ECC is available in the office of Student Services.

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Scholastic Rights and Responsibilities

Students, instructors, administrators, advisors, and counselors have certain rights and responsibilities to ensure that the college grading system improves academic performance.

Students have the following rights:

1. To know the basis for their evaluation in each course
2. To appeal a grade
3. To have all policies and procedures explained in a way they understand
4. To be able to make appointments with instructors, administrators, advisors, counselors, or other staff members with reasonable effort
5. To be informed of their academic progress

Students have the following responsibilities:

1. To make a reasonable effort to meet all course requirements for each course taken.
2. To make arrangements to meet with their instructor(s), advisor, and/or counselor from time to time and particularly at the first indication of academic difficulty.
3. To set realistic educational goals with the help of an instructor, advisor, and/or counselor.
4. To make arrangements with their instructor(s) to complete necessary work and to remove incomplete (“I”) grades within the time allowed.
5. Knowing and following the college’s procedures when withdrawing from a course and/or from the college.
6. To make arrangements to meet periodically with their advisor to review their progress toward graduation.
7. To understand and follow all academic policies and procedures of the college as presented in the College Catalog and Student Handbook and to ask for help when they do not understand

Instructors have the following rights:

1. To define performance requirements for specific grades
2. To determine the best methods of presenting materials in courses
3. To expect reasonable effort on the students’ part to meet course requirements

Instructors have the following responsibilities:

1. To evaluate grading procedures periodically
2. To inform students at the beginning of the course of the objectives of the course and the grading system to be used.
3. To investigate new and different ways to teach and evaluate students
4. To provide students with opportunities for individualized advice and counsel
5. To maintain an atmosphere that facilitates learning
6. To maintain a relationship and rapport with students that facilitates learning

Advisors, counselors, and administrators have the following rights:

1. To have access to student records
2. To receive a response regarding the disposition of referrals made to other programs and/or services in the college.
3. To be provided with needed materials and information

Advisors, counselors, and administrators have the following responsibilities:

1. To provide means whereby students are informed of any policy and procedural changes
2. To provide the necessary time, resources, and facilities needed for teaching and learning to take place
3. To provide a grade appeal process
4. To provide appropriate counseling and advisement services
5. To provide leadership in continuing development and evaluation of a standard grading system
6. To respect the confidentiality of student records.

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Student Records

Student records are maintained permanently for all students who enroll at ECC. Curriculum records are filed in the Student Services Department and are maintained by the admissions coordinator. Continuing Education records are located in the Continuing Education Department and are maintained by the continuing education coordinators/directors. Student records may be sent to other institutions or authorized persons only when requested by students. The student should make a written request to the registrar. We do not accept faxed or emailed requests for transcripts.

Institutional instructors or professional personnel who wish to see student records concerning professional education-student relations must obtain permission from the registrar, counselor, or Vice President of Student Services.

Each copy of a student transcript is released at the rate of $5 per copy. A $5 fee is charged to release all copies of any other record in students’ files.

Student files may contain the following:

1. Application
2. Transcript of high school or post-high school grades
3. Correspondence (except form letters)
4. Placement/Admission test results
5. Medical forms
6. Veterans’ records
7. Statement of residency

What are education records?

With certain exceptions, an education record is any record (1) which contains information that is personally identifiable to a student, and (2) is maintained by the college. With the exception of information about other students, financial records of parents and confidential letters of reference to which the student has waived acccess, a student has the right of access to his or her education records. 

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Civil Rights Complaints

Students who feel that they have been deprived of their civil rights shall confer with the college’s Affirmative Action Officer, who will attempt to resolve the complaint. If the Affirmative Action Officer cannot resolve the complaint, the student may appeal directly to the college president. The decision of the President is final. The President shall notify the Board of all Civil Rights complaints and final decisions.

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Religious Observance Policy

Edgecombe Community College (ECC) shall authorize a minimum of two excused absences each academic year (or once per semester) for religious observances required by a student’s faith. ECC requires that the student provide written notice of the request for an excused absence a minimum of one week before the religious observance absence to all appropriate instructors. The student shall work with their instructors and be allowed to make up any tests or other work missed due to an excused absence for religious observance under General Statute 115D-5.

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Retesting Policy

Students may retest for placement testing one time after the first attempt within twelve months of the first testing date. The higher score is used for placement. Once a student has started taking a transitional course, retesting is not permitted. Placement tests are valid for five years.

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College Wavier of Responsibility

The college is in no way responsible for the quality of work performed or damages sustained in departments where services are rendered. Students perform work in departments as a learning experience. Students and staff receiving services from college departments are responsible for paying material costs as determined by the instructors.

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Criminal Background Checks and Drug Screen Requirements for Health Science Students

In health science programs, students are assigned clinical rotations in several participating agencies. Various accrediting bodies, as well as state and federal mandates, regulate these agencies. The accrediting bodies or state and federal regulations may require that students have a criminal background check and drug screen before or at any time after beginning the clinical rotation. If the student has a criminal conviction or drug screen results that do not meet the agency’s hiring standards, the agency may refuse to allow the student to participate in the clinical experience. If a student is prohibited from participating in a clinical agency based on the criminal background or drug screening results, the student will be unable to continue in the allied health program and withdraw.

All costs associated with criminal background checks and drug screens are the responsibility of the student. ECC recognizes and fully supports the clinical agencies that require criminal background checks and/or drug screens on students.

ECC has contracted with Castle Branch, Inc to perform background checks and drug screens at a reduced rate for students. The tests are available to the student and the Human Resources Director of the clinical agency at www.certifiedbackground.com. Once students receive a letter of acceptance to a health science program, they should follow the instructions provided to obtain the required checks and screens. Most clinical agencies will not accept hand-delivered background checks and drug screening results.

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Computer Usage Policy

College-owned or operated computing resources are for the use of faculty, students, staff, and other authorized individuals. Individuals should exercise responsible and ethical behavior when using these resources. The college does not attempt to identify all required or proscribed behavior by its users. Therefore, each individual’s judgment on appropriate conduct must be relied upon. To assist in such judgment, the following guidelines have been developed:

1. Users may not create, display, transmit, or make accessible threatening, racist, sexist, obscene, offensive, annoying, or harassing language and/or material, such as broadcasting unsolicited messages or sending unwanted electronic mail.
2. Users may not access systems for which they are not properly authorized or damage systems or information that is not theirs, such as college records or use any system for illegal activities.
3. Users may not connect any devices not owned by the college to the campus network without prior authorization from the college’s Director of Computer Services.
4. Computing resources and access accounts are to be used only for their assigned purpose and not for commercial or non-college-related activities.
5. Others must not use access accounts assigned to individuals. Individuals are responsible for properly using their accounts, including proper password protection and appropriate Internet use. Allowing friends, family, or co-workers to use their accounts is a serious violation of these guidelines.
6. All computer software is protected by federal copyright law, and most are proprietary and protected by legal licensing agreements and copyright law. Users are responsible for being aware of the licensing restrictions for the software they use on any system.
7. Users should not engage in activities that damage or disrupt hardware or communication, such as virus creation and propagation, spyware installation, and overloading networks with excessive data such as video and audio files.
8. Users should be considerate, not monopolizing or misusing system resources, such as requesting multiple copies from printers or playing games.

Failure to follow the acceptable use guidelines may result in the suspension or revoking of access accounts or another college disciplinary action and possible further legal actions as allowed by state and federal law.

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Wireless Internet Service

ECC provides wireless Internet access on both campuses.

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Social Media Policy

Employees, students, and friends of the College are encouraged to follow the College on its official website and various social media sites such as Facebook and Twitter.

When joining social media sites, employees and students should make sure that they read and follow the terms of use, privacy policies, etc., for each site.

Additionally, employees and students should consider the following regarding the use of social media sites:

• You should treat everything you post on the Internet as though it were available to the general public. While your postings may be restricted to those who have access to your page (commonly referred to as “friends”), you cannot control what those people do with your postings - i.e., reposting, forwarding through email, etc.
• Most social media sites require you to supply an email address when joining. When joining social media sites, you should join using your personal (not work) email account or create separate accounts for personal and professional use. Most people will find that their use of social media sites will evolve to include numerous personal contacts making work-related emails inappropriate for this use. (Be aware that Facebook’s terms of use prohibit maintaining more than one account. It is strongly suggested you use a personal email account when joining Facebook.)
• Use common sense when posting information, comments, photos, etc. Everything you post reflects on you both as an individual, and in many cases, as an associate of the College. Use the same amount of restraint as you would if you posted the information on a bulletin board in a public space.
• Use privacy settings to ensure that you do not compromise your personal information and/or safety. Do not post information online that you do not want to be made available to the general public.
• Use College computing resources for College-related purposes. Employee access to social media sites during the workday should be reserved for business-related purposes. Access for personal reasons should take place during personal time.
• Make sure your access to and use of social media sites does not violate existing College policies.
• Remember, College-related social media sites may be subject to monitoring, archiving, and disclosure to third parties under North Carolina Public Records Law.

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Academic Standing Policy

To be in good academic standing, beginning students must have earned a grade point average of two-point-zero (2.0 GPA) by the end of the first semester and must maintain a cumulative grade point average (CGPA) of two-point-zero (2.0 CGPA) thereafter. All students are required to have a major GPA of two-point-zero (2.0) for graduation.

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Academic Progress Policy

The policy governing academic progress at Edgecombe Community College is intended to assist the student in completing a chosen program of study within a given period of time. Procedures are designed to identify students experiencing academic difficulties and to ensure enrollment in an interventional plan. A minimum cumulative grade point average of two-point-zero (2.0 CGPA) is required for all curriculum programs leading to graduation. Certain programs may require a higher GPA for graduation.

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Academic Warning Policy

Students who have failed to achieve a cumulative grade point average of two-point-zero (2.0 CGPA) or above for any semester will be placed on academic warning for the following semester. Students on academic warning may register for a maximum of twelve (12) credit hours unless otherwise approved by their advisor or counselor.

The college will notify students of their status, and the advisor/counselor will prescribe an Intervention Plan that may include study skills, time management, counseling, or other appropriate workshops. Students will remain on academic warning until they re-establish a two-point-zero (2.0 CGPA) cumulative grade point average.

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Academic Probation Policy

Students whose cumulative grade point average falls below 1.0 will be placed on academic probation. Students on academic probation may register for a maximum of six (6) credit hours until they achieve a 2.0 cumulative grade point. Students on academic probation may not register for classes unless approved by their advisor or counselor. Academic advisors will encourage students to repeat courses in which they received a failing grade. The college will drop the lower grade from the calculation of the CGPA, and the higher grade will be used to calculate the CGPA.

The college will notify students of their status, and the advisor or counselor will prescribe an Intervention Plan that may include study skills, time management, counseling, or other appropriate workshops.

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Academic Forgiveness Policy

The Academic Forgiveness Policy applies to students who have failing grades at ECC at least five years old and have not been enrolled for two consecutive years at the college.

Upon readmission, when students complete 12 hours of academic work with a 2.0-grade point average or better, their previous grades of F are forgiven in the computation of the overall grade point average. All financial aid policies apply and are not governed by this policy.

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Grade Repeat Policy

Students who receive a grade of “C” or better on a curriculum course may repeat the course once. Students who receive a grade below “C” on a curriculum course may repeat the course until a grade of “C” or better has been obtained.

No course may be counted more than once in calculating the total number of hours toward graduation. For any course repeated, the highest grade earned is used in calculating the major grade point average hours toward graduation. The lowest grade comes out of the grade point average but remains on the official transcript.

Veterans who wish to repeat a course for which a passing grade has been earned do not receive educational benefits for repeating a course unless a “C” is required for progression in the program.

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Catalog of Record

The catalog that is current when the student enrolls in the college is the catalog of record. Students in continuous attendance (except summer term) may graduate under the provisions of their catalog of record or a subsequent issue. Students who are not enrolled for a period of two consecutive semesters must graduate under the provisions of the catalog in effect on their last reentry date or a subsequent issue. Students who change their program of study come under the provisions of the catalog in effect at the time of the change or a subsequent issue.

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Attendance Policy

Students are expected to attend all scheduled classes, laboratories, clinical, and shop sessions to meet the objectives of the courses for which they are registered. Attendance begins with the first day of class, and all students should be on time for classes or instructional sessions. Although special circumstances may cause a student to be absent, regular attendance is essential to satisfy course objectives. Students who anticipate an absence should contact the instructor before the class meets. Should prior notice to the instructor be impossible, the student should expect to explain the absence as soon as possible. Students have full responsibility for accounting to their instructors for absences.

All work missed during absences may be allowed to be made up at the discretion of the instructor. Failure to make up missed work will adversely affect the student’s final grade for the course. To receive credit for a course, the student must attend 80 percent (80%) of class and 80 percent (80%) of lab, clinical, and/or shop hours. However, individual programs and/or departments may adhere to a more stringent attendance policy. The attendance policy for each course is communicated on the course syllabus. The student’s responsibility is to read and abide by the policies outlined in the syllabus for the course they are enrolled in. When absences total more than 20 percent (20%) (or the more stringent percentage set by the respective program and/or department) of the total contact hours for the course, a student may be withdrawn from the class by the faculty member.

This policy shall be subject to any uniform policy adopted and implemented by the State Board of Community Colleges (SBCC) on attendance throughout the Community College System. To the extent that any terms and conditions contained in this policy contradict and /or conflict with the terms and conditions of any such SBCC policy, the SBCC policy shall take precedence and supersede this policy. 

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Withdrawal by Students from Courses or College

A student who wishes to withdraw from an individual course or the College should complete a withdrawal form. A student is not officially withdrawn until they process a withdrawal form with the Registrar’s Office. The effective date of the withdrawal is the date the Registrar’s Office receives the completed form. No student will be allowed to withdraw from any class after the seventy-five (75%) point or after the course has ended.

If a student completes the withdrawal process, the student will be given a grade of “W” for their class(es) before the seventy-five (75%) point.

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Withdrawal by Faculty or Administration from Courses

A faculty member has the responsibility of withdrawing a student who has accumulated absences over the number of times indicated in the faculty member’s attendance policy in the course syllabus, demonstrated that they do not intend to pursue the learning objectives of the course, or exhibited conduct unbecoming to a school or class environment. Faculty members may withdraw a student at any time of the course. Any student withdrawn by a faculty member before the seventy-five (75%) point of the course will be issued a grade of “W.” Any student withdrawn by a faculty member after the seventy-five (75%) point of the course will be issued a grade of “WP” or “WF.” The faculty member will issue a grade of “WP” if the student is passing the class at the point of being withdrawn from the class after the seventy-five (75%) point. A faculty member may issue a grade of “WF” if the student is failing the class at the point of being withdrawn from the class after the seventy-five (75%) point.

Before withdrawing a student for attendance reasons, the faculty member must contact the student to discuss the student’s standing in the class and the pending withdrawal. The contact, or attempted contact, must be recorded on the withdrawal form.

When extenuating circumstances exist, the Vice President of Instruction must approve the waiver of “WF.”

Students may be withdrawn for improper conduct by the President, the Vice President of Instruction or Student Services, or a designated representative.

Intellectual Policy

Edgecombe Community College is committed to providing an environment that supports the academic activities of the faculty, staff, and students. The college encourages the creation of original works of authorship and the free expression and exchange of ideas. The college intends to maintain a positive atmosphere for scholarly development. The college encourages innovation and discovery of new knowledge and its dissemination.

The Intellectual Property Policy applies to all full-time and part-time Edgecombe Community College employees, students working with or without compensation on any project under the direction and control of the college, anyone using college facilities, or anyone conducting activities under the supervision of college personnel. A portion of the policy, dealing specifically with student-created work, is included here. The student may find the complete policy in the Edgecombe Community College Employee Handbook and the Edgecombe Community College Board of Trustees Policy Manual.

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Creation of Intellectual Property by Students

With the following exceptions, the student holds the copyright to works the student creates as a part of academic endeavor at the college.

1. Sponsored or Externally Contracted Works: Sponsored or Externally Contracted Works are any works developed using funds supplied under a contract, grant, or another arrangement between the college and a student. Sponsored or Externally Contracted Works created by students in the scope of employment or contract with the college constitute works for hire. They are therefore owned by the college unless there is a written agreement providing otherwise.
2. Class or Laboratory Notes: Student class and lab notes may be “derivative works” within the meaning of copyright law, in which case the student may use them only for personal, educational purposes. Commercial use of derivative works without permission of the college constitutes unlawful copyright infringement. The college may grant exceptions in the case of notes derived from college-owned works or may be granted by the individual copyright owner of works from which the student notes have been derived. Copyright questions should be directed to the Vice President of Instruction.

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