Student Handbook

The Student Handbook serves several purposes:

• To acquaint students with additional policies and procedures that governs student life at Germanna.
• To identify student services as well as the clubs and organizations and the policies and procedures associated with planning and participating in student government and student activities.
• To identify services and resources available in the community.

We are committed to the total development of our students. We welcome student suggestions and input. 

Academic Honesty

The faculty of Germanna Community College recognizes that academic honesty is an integral factor in developing and sharing knowledge. We support the concept of academic honesty, practice academic honesty in our classes, and require academic honesty from our students. GCC students are expected to maintain complete honesty and integrity in the completion and presentation of all academic assignments and examinations. Students found guilty of cheating, plagiarism, or other dishonorable acts in academic work are subject to College disciplinary action. Academic penalty in the course is determined by the instructor.

Academic Dishonesty: Academic dishonesty is cheating and stealing. Academic dishonesty includes, but is not limited to:

• Intentionally using material verbatim from a source without giving credit. Copying verbatim from an Internet source is plagiarism.
• Rewriting material from a source without giving credit.
• Using information from an Internet source without giving credit.
• Submitting the work of another person as your own work.
• Using/copying work from another student or that student’s electronic storage device and submitting it for a grade.
• Copying from another person’s paper, test, or homework.
• Allowing someone else to copy/use your work (paper, homework, quiz, and test) and submitting it or a grade.
• Violating VCCS Computer Ethics Guidelines in the pursuit of academic studies.

Disciplinary Action: All course outlines will include statements regarding academic honesty. When a student is found to have been academically dishonest, the following disciplinary actions may be taken:

First Reported Offense

• The instructor reports the Academic Honesty violation by documenting the offense in a memorandum to the appropriate Academic Dean. The instructor must provide a copy of this memorandum to the student. The Dean of Instruction or designee will determine the appropriate sanction. The sanction may include suspension or dismissal from the College for egregious offenses or referral to the Tutoring Services to complete a plagiarism workshop for minor offenses.
• The instructor’s memorandum, documentation of disciplinary action, and supporting documentation must be forwarded to the Dean of Student Development for inclusion in the student’s official disciplinary file.

Second Reported Offense

• The instructor reports the Academic Honesty violation by documenting the offense in a memorandum to the appropriate Academic Dean. The instructor must provide a copy of the memorandum to the student.
• The appropriate Academic Dean will impose a minimum sanction of suspension. Suspension may be from the class where the infraction occurred, for the current semester or for the next upcoming semester. Disciplinary sanction may also include dismissal from the College. The instructor’s memorandum, documentation of disciplinary action, and supporting documentation must be forwarded to the Dean of Student Development for inclusion in the student’s official disciplinary file.
• The Dean of Student Development must retain the memorandum and documentation of disciplinary action in the student’s disciplinary file for three years or until the student graduates, whichever comes first. The Dean of Student Development will then remove and destroy the memorandum.

Third Reported Offense

• The instructor reports the Academic Honesty violation by documenting the offense in a memorandum to the appropriate Academic Dean. The instructor must provide a copy of the memorandum to the student.
• Upon verifying that a third reported offense has been committed, the appropriate Academic Dean will impose dismissal from the College. The instructor’s memorandum, documentation of disciplinary action, and supporting documentation must be forwarded to the Dean of Student Development for inclusion in the student’s official disciplinary file.
• The Dean of Student Development must retain the documentation of disciplinary action in the student’s disciplinary file for three years after separation. The Dean of Student Development will then remove and destroy the file.

Contesting Allegations of Academic Dishonesty: A student who wishes to contest an allegation of academic dishonesty has access to the Student Academic Grievance Procedure for this purpose. Students suspended or dismissed for academic dishonesty have the right to ask for a hearing from a Review Committee. Students seeking a hearing must contact the Dean of Student Development within 10 working days of notification of disciplinary sanction.

Bookstores

There are two College bookstores, operated by Follett’s Bookstores, located on the Fredericksburg Area Campus and the Locust Grove campus.

New, used and rental eligible textbooks, and supplies may be purchased there, as well as gift items, clothing, electronics, etc. Follett offers a textbook buy back service throughout the school year. As an added service, the bookstore will special order any textbooks, paperbacks, etc., from publishers.

If payment is made by credit card, the individual named on the card must be present with a photo ID to sign the sales receipt. If using a check for payment, it must be in-state and not a starter check.

Purchases can be made in person at either campus location, or online at www.efollett.com

Follett’s Bookstore - Refund Policy:

• Full refund for Fall and Spring are given within 15 days after the first day of class.
• Full refund for Summer are given within 7 days after the first day of class.
• New books must not be written in and the access codes must not be revealed.
• If the book was purchased wrapped in plastic, money will be refunded only if the book is returned unopened in the plastic wrap.
• Computers, tablets, nursing kits, software, and gift cards are non-returnable items.
• The original receipt must be presented for a full refund regardless of payment method
• There is a 10-business day waiting period on refunds/returns if payment was made with a check.

Bulletin Boards

Bulletin boards are located at designated areas at the Locust Grove Campus, the Fredericksburg Area Campus, the Barbara J. Fried Center in Stafford, FredCat, and the Daniel Technology Center. There are several designated locations for the express use of designated organizations and they contain information about upcoming activities and events. Locations for general notices are located in the student lounge area at all locations. Please visit the Welcome Center at any of the above mentioned locations for the designation of bulletin boards for specific use. All notices, posters, and other promotional material must be date stamped by the Welcome Center, and when applicable, the Student Life and Leadership Office before it can be posted. The date stamp indicates review of the notice and does not indicate an endorsement of content. Anything not stamped will be removed. Also, any flyer in a non-designated area will be removed. Distribution or placement of commercial advertising is prohibited in the following areas: administrative offices, instruction facilities and libraries. Guidelines for posting notices are available in the Welcome Center and Student Life and Leadership Office at all locations mentioned above.

Organizations seeking designated bulletin boards must seek approval from the Welcome Center. For more information regarding the placement of advertising materials and the use of campus bulletin boards, please see the Germanna Community College Expressive Activity Policy

Expressive Activity

In accordance with Section 2.2.3 of the Germanna Community College Expressive Activity Policy, “…the College shall not interfere with the rights of individuals and groups to the free expression of their views or impermissibly regulate their speech based on its content or viewpoint. Nevertheless, the College may establish reasonable time, place, and manner restrictions on expressive activity. Such restrictions must be content-neutral, narrowly tailored to serve a significant governmental interest, and allow ample alternative channels for communication of the information.” For more information please see the Germanna Community College Expressive Activity Policy

Counseling Services

Counseling Services provides a comprehensive program of support services to promote student access, retention, success and achievement, as well as personal and social skill development. Counseling is tasked with  general counseling and retention support for students, focused retention support to student populations which experience educational and life resource insecurities/barriers, academic advising for students who are taking college credits while still in high school, health and mental wellness programming, crisis stabilization and personal development interventions.

Single Stop^TM  is a tool that Germanna students can use to find resources for financial and social services including federal, state and local resources to help with the cost of food, housing, child care, transportation, legal services and more. A trained team of Germanna staff are available to help students complete the screening tool and identify benefits and services they may be eligible for to be successful. Single Stop^TM appointments are available to students at all Germanna locations or virtually. Students can learn more about Single Stop^TM and other programs designed to help students in need by emailing germannacares@germanna.edu or by visiting https://www.germanna.edu/counseling-services/germanna-cares .

Counseling Services website

Referral Services

Counseling Services has an index of agencies in the community and State. Students who seek an alternative to services provided by Germanna, or need specialized professional care unavailable at the College, can ask a Counselor for contact information and assistance in making appointments. Referral information is available in areas including substance abuse, family/psychological counseling, family planning, and many other areas. Many community services are offered at minimum or no cost. Following are some numbers that may assist in locating information and assistance. 

Personal: Sometimes college students may be confronted with new and perplexing situations which create pressures and anxieties that require professional assistance. The Counselors are trained to give individual help on a strictly confidential basis, providing a short term psycho-educational approach to those acute issues that may interfere with academics. Appropriate referrals are made when necessary.

Early Alert Intervention and Retention Support

Germanna wants all students to be successful in reaching their goals. While college can be challenging, Counselors are on hand to help students overcome barriers, problem solve, and develop strategies on how to make positive steps towards those goals. Instructors want you to be successful too! If your instructors notice that you are struggling with assignments, not attending class regularly, or having difficulties taking quizzes or tests, they can send Counseling Services an early alert. If you receive an email alert sent to you by your instructor, follow up by stopping in to see your instructor during their posted office hours or come to Counseling Services to explore what is going on that is getting in the way of your progress in class. If you have questions about what an early alert is and how it can help you, contact Ms. Alicia Landes, Retention Advisor at alandes@germanna.edu. Let us help you reach your goals. You are not by yourself in this journey. Counselors are beside you all the way!

High School Student Counseling Support

Independent Dual Enrollment Program for High School and Home School Students

High school or home school students seeking Independent Dual Enrollment through the regular offerings at Germanna, rather than the courses offered during the school day at their area high school, should contact Counseling Services for assistance. Counseling Services assists with the processing of individual students who are not seeking to participate in the pre-arranged courses located at the high school. Independent Dual Enrollment students must submit all required documentation to a Germanna Counselor for consideration each semester until the completion of high school. For more information about Independent Dual Enrollment, please email counseling@germanna.edu.

College-Wide Mentoring

Germanna Community College acknowledges mentoring as a valued and positive  program within our campus community. Student involvement in mentoring has shown that success is more likely with the added support of trusted mentors. Trained members of our faculty, staff, and the community come together to provide academic, professional, and personal support. Currently there are three active mentoring programs at our college: Great Expectations, Gladys B. Todd Academy, and Germanna M.E.N. (see below for more information). Germanna recently expanded mentoring to include the entire campus community. Any student who expresses interest in the program (regardless of involvement with those listed above) will be matched with a mentor.

Although mentoring is the main component of the college-wide program, students will also have access to a wide range of other opportunities. Outside of meeting with their mentor, students are invited to attend monthly enrichment events. These events range from career networking, financial planning, further college exploration, and much more. Those involved will also be connected with the Academic Center for Excellence, as well as study groups with peers for academic support.

Current Programs

Germanna Community College currently offers mentoring for specific populations. Each program has their own unique features that promote student success.

• Gladys P. Todd Academy: designed for underserved high school students in the City of Fredericksburg and the county of Spotsylvania to increase college preparation and completion at least through an associate degree at Germanna, concurrent with a high school diploma. Mentoring is a required part of this program.
• Great Expectations: a statewide program, founded in 2008 helps current and former foster youth complete high school, gain access to a community college education, and transition successfully to living independently. Mentoring is an optional part of this program.
• Germanna M.E.N.: retention-focused mentoring program designed to support first-year African American men. Mentoring is a required part of this program.

Mentoring Requirements

To ensure the safety of our students, volunteer mentors from the community must go through a formal onboarding process. All community mentors must complete these steps:

• Mentor Application
• Background check
• Interview with the Program Coordinator
• Complete two (2) hours of New Mentor Training

These steps are taken to ensure the best understanding of who we are bringing into our community and around our students. Faculty and staff members of Germanna Community College are not required to complete a background check or interview because of the records kept by our Human Resources Department.

In addition to the onboarding process, our mentors must adhere to the following requirements:

• Attend two (2) supplemental trainings per year (optional, but strongly encouraged)
• Meet with a mentee (in-person or virtual) for a minimum of twice per month
• Monthly check-in with the Program Coordinator
• Attend hosted events when/if possible

Peer Mentors

Peer mentoring is a great addition to our program. Students who are paired with a Peer Mentor have the benefit of working with someone who was recently in the same position. This type of match can be beneficial in expanding social connectedness to our college. Students may apply to be a peer mentor after one year of being a mentee. Peer Mentors must go through the same onboarding process as our facility, staff, and community mentors. 

More Information can be found on the College-Wide Mentoring website. 

Career and Transfer Center

The Career and Transfer Center is located at the Fredericksburg Area Campus in the Dickinson building (SP1) and services are also offered online through virtual appointments. The Career and Transfer Center provides comprehensive services for students, and alumni seeking resources needed for a successful transition to the workplace or transfer to a 4-year college or university through transfer advising, career exploration and assessment, job search preparation, and connection to employers and transfer institutions. Career and Work-based learning fairs are held throughout the year and workshops on resume writing and interview preparation are routinely offered. College representatives visit regularly and workshops are offered to help students stay on track to transfer. An annual Transfer Fair is held each fall. In addition, the website provides many resources to assist students including transfer guides, Guaranteed Admission Agreements, and transfer timelines. The Career and Transfer Center facilitates experiential learning by connecting students to internships and other forms of work-based learning in the workplace and/or community. The Career and Transfer Office will assist students, faculty, and employers in creating unique engaged learning experiences for credit and noncredit. GermannaWorks is a web-based platform that allows students to develop resumes, search for jobs in the local area, and practice interviewing. Career and transfer services are available;e free of charge to employers, currently enrolled students, alumni, and community members. Students are encouraged to make an appointment to use these services to ensure that personnel are available to provide assistance and direction. Information can be found on the Career and Transfer Center website.

Office of Accessibility Resources

Counseling Services will refer students to the Office of Accessibility Resources when the student discloses a need for assistance or accommodations. By regulation, Counselors cannot ask about disabilities, but if the student chooses to disclose the information, then Counseling will make the appropriate referrals. More information can be found on the website under Office of Accessibility Resources or by emailing wstevens@germanna.edu.

Lockers

Lockers are available to students on a first-come, first-served basis, and must be registered each semester. Items left in lockers will be given to Campus Police and Security to temporarily be stored with Lost & Found items. To reserve a locker, please contact the Welcome Center at FAC and the Counseling Services at LGC.

Safety, Security, and Emergencies

Auto Accidents: Common property damage automobile accidents can occur in the parking lots. Campus police should be immediately notified in the event of an on-campus accident. If a driver strikes an unoccupied vehicle they should report their actions to the campus police so the damage can be assessed and a report can be taken. Personal injuries caused during an automobile accident may require medical assistance and should be immediately reported to campus police. Failing to report an automobile accident is a violation of Virginia Law.

Children on Campus: Children should not be brought to the campus instead of appropriate child care. College facilities cannot accommodate the care of children while parents are working or attending class. The College and its staff cannot be responsible for the safety and welfare of children. Children cannot be brought into classrooms, laboratories, Testing Centers, Tutoring Centers, or Academic Computing Centers because of disruption of instruction or study, exposure to material unsuitable for children, and possible danger to the children. Children on campus must be supervised by a parent or guardian at all times, and the parent or guardian is responsible for seeing that the children are mindful of others using College facilities. This applies to all children under the age of 18 years who have not been admitted to the College.

Contagious and Infectious Disease Policy: Germanna Community College recognizes that certain contagious and infectious diseases can jeopardize the health, welfare, and safety of the individual as well as all members of the community. When these conditions occur, the situation may produce a diverse effect on the college community. Contagious and infectious diseases shall consist of any form of disease that poses a health hazard to the people at the college by their ability to spread and cause morbidity and mortality to those people. The college also recognizes the importance of maintaining individual confidentiality while protecting the population of the college. The college’s Contagious Diseases of Public Health Significance policy has been established to seek to assure confidentiality, health, and safety, concerning contagious and infectious diseases.

Fire Emergencies: If you see a fire or the smoke from a fire the first thing to do is PULL THE FIRE ALARM pull station. They are located on the wall in the corridors near the fire exit doors. This action gives everyone in the building an opportunity to be notified of the threat and starts the evacuation of the building. A fire can also be reported by dialing 322911 from any of the college phones in the classrooms and offices or 540-727-2911 from a cellular phone to get the campus police. Do not attempt to fight the fire until the alarm system has been activated. Fire extinguishers are located on the walls near the fire exit doors. Students are encouraged to learn the location of the extinguishers and learn how to use them properly. Students evacuating the buildings should gather in the parking lots where a light pole is identified with two large yellow reflective stripes. This is the designated assembly area for students and staff.

HIV Infection Information: The HIV Infection information at Germanna Community College has been developed and applied following the guidelines set forth by the American College Health Association. Questions may be directed to the Dean of Student Development. The existence of any form of HIV infection will not be considered in the admissions process. Students with HIV Spectrum Disease will be allowed regular classroom attendance and use of College facilities in an unrestricted manner as long as they are physically able to attend class. The College will not ask students to respond to questions about the existence of HIV infection. However, students are encouraged to disclose knowledge of potentially serious medical conditions (for example, HIV infection) so appropriate education, counseling and/or referrals may be made. This, like all other medical information, will be handled in strictest confidence. Information about free anonymous testing is available through Counseling Services. There are specific guidelines for students enrolled in the College’s nursing program and students and faculty involved with biological research in the laboratory setting and published in the Nursing Program Student Handbook. A person with advanced stages of HIV infection will be considered as having a disability and will have the legal rights guaranteed to disabled persons. Existing support services for persons with disabilities will be made available to persons with HIV infections.

Inclement Weather

In the event of an emergency or inclement weather, a decision regarding a closing or late opening will be made by 6:00 a.m. In the absence of any announcement, classes will be held.

Announcements will be made as follows:

Announcements: Closing announcements will be posted on www.germanna.edu. Announcements will be broadcast on local radio and television stations, and an E2Campus message will be sent.

Day Class Closings: When an individual campus is closed, all classes are canceled at that particular campus. No faculty, staff or students involved at that particular campus are to report to that campus except essential personnel who are to report as soon as possible. Closings occurring during the day will be announced by the Deans of Instruction on each campus and communicated to any other appropriate locations through site administrators.

Evening Class Closings: If a decision is not made by 6:00 a.m., an announcement regarding the cancellation of evening classes will be made as soon as possible but not later than 4:00 p.m. If there is no announcement, classes will be held.

Late Openings: Classes will begin when the college officially opens and any remaining time for instruction will be utilized. For example, if the class is scheduled to begin at 9:30 a.m. and the College opens at 10:00 a.m., instruction for that class will commence at 10:00 a.m.

Safety Notice: If classes are held, each individual must assess conditions at the point from which that person is traveling since conditions can vary greatly throughout the service region. No one is expected to place attendance above personal safety. However, if a student does miss a class, it will be the student’s responsibility to contact the professor as soon as possible to make arrangements for completing class work.

Lost and Found

Report all lost and found articles to the College Police. “Found” articles may be claimed at the same office. Unclaimed items will be donated or discarded every month.

Medical Needs: The College does not provide health services on campus. Medical care is the responsibility of each student. However, in the case of serious injury or medical emergency, the rescue squad will be called. To report a medical emergency contact college police directly at (540) 727-2911 or Ext. 322911 or the College Police speed dial Button from any college VoIP phone. The phone number for College Police is located on every classroom phone instrument. College Police and Security officers are trained and certified in First Aid/CPR and with the use of an AED (Automatic External Defibrillator). Officers are equipped with emergency medical response bags in which they use to assist them with calls involving medical emergencies here at the college.

AED units are located throughout the campus and are available to assist a person having a heart attack. Look for the AED sign on the corridor walls to locate a unit. The units can be removed and taken to the location of the heart attack victim. Instruction for using the AED equipment is found with the equipment and instructions are audibly transmitted while using the equipment.

Motorist Assistance Program: The College Police Department is here to help you when you are on campus and have trouble with your car, such as retrieving keys from locked vehicles and jump-starting dead batteries. Our staff is ready to lend a helping hand, free of charge. To summon our services, contact the college police dispatch center at 540-891-3079.

Officers will respond and have tools to assist. This does not guarantee they will be able to get your car started or get your car unlocked, however, it is free and worth a try. For the safety of our officers, and to prevent damage to your vehicle, the Motorist Assistance Program may not be available for all makes and models, college locations, and certain services may be limited during inclement weather when lightning is present. During the summer and winter sessions, this service is available on a limited basis. During busy times of the day or under certain circumstances, we may have an extended response time or be unavailable to assist you.

Registered Sex Offender

Section 23-1-407 of the code of Virginia requires that the VCCS send enrollment information to the Virginia State Police concerning applicants for admission. This information is transmitted electronically and compared against the Virginia Criminal Information Network and National Crime Information Center Convicted Sexual Offender Registry. Language on the web application informs applicants that their information is being transmitted to the State Police. If the State Police determine that an applicant to Germanna Community College is listed on the Sex Offender Registry, the State Police will notify Germanna Community College via the College Police. The College will be notified as to the prospective student’s name and the charge for which the prospective student was convicted.

Registered sex offenders applying for admission to Germanna Community College will be required to meet with the Dean of Student Development and the Chief of Police before being approved for admission. Students identified as sex offenders after having attended classes will be required to meet with the Dean of Student Development and the Chief of Police within 10 working days after such notification. The Dean of Student Development, working with advice from the Chief of Police will make an admission decision after meeting with the applicant. If a student who is a registered sex offender is admitted to the College, a link to the student’s page in the Commonwealth of Virginia Sex Offender Registry will be posted on the College website. This link is available for review by all staff and students. In accordance with its published admissions policy, the College reserves the right to evaluate and document special cases and to refuse admission to applicants if such refusal is considered to be in the best interest of the College. Students may be denied admission if there is reason to believe that they present a danger to themselves, other students, faculty members and/or staff. Applicants who register for classes and become a student before the College receives notification of their status on the sex offender registry may be subject to revocation of admission. An applicant who is denied admission or had admission revoked may invoke his/her right to an appeal process. If the applicant is denied admission to the College, he or she may appeal in a written letter to an Admissions Review Committee. The Dean of Student Development will notify the applicant of the decision and the right to appeal. The Admissions Review Committee is made up of 3 teaching faculty members. For the purpose of reviewing an admissions appeal from a registered sex offender, the Admissions Review Committee will be convened by the Registrar. The appeal will be approved or denied by a simple majority vote. The decision of the Admissions Review Committee is final.

Reporting Suspicious Activity: If you see an activity or a person, which could harm others or be potentially threatening to those in the immediate area, contact the campus police by dialing (540) 727-2911 or Ext. 322911 or using the College Police speed dial Button from any college VoIP phone. The phone number for the college police is located on every classroom phone instrument. Your interest in everyone’s safety does make a difference. Prompt reporting of information could save lives.

Maxient

Maxient is a threat assessment, incident management, and prevention service that allows students, staff, faculty, and others to confidentially report concerning behaviors or potentially harmful incidents. Maxient does not replace Ext. 322911 for emergency situations, but instead provide an avenue for reporting suspicious/concerning campus incidents that you feel need to be shared. Maxient allows this information to be communicated to the appropriate personnel and investigated immediately for a proactive response to maintain a safe campus. The link to Maxient is at the bottom right side of the Germanna Community College home page.

Responsible Computing

Germanna Community College’s computers, networks, and information systems exist to promote shared access to computing, communication, and information systems necessary to support the College’s mission of teaching research and community service. Thus, all account holders of College information facilities have a responsibility to use these systems in a respectful, ethical, professional and legal manner.

Responsible Computing applies to any individual using GCC-owned or leased computers, networks, Internet connections, and communications systems transmitting either data, voice or video information. Activities involving these systems shall be in accordance with the VCCS Computer Ethics Agreement, Policy on Use of the GCC Web Server, GCC Technology Security Plan, the College’s Standards of Conduct for students, other related policies in the GCC Faculty and Student Handbooks, and relevant state federal and international laws.

All users of College information facilities are required to demonstrate respect for:

• the privacy of others;
• intellectual property rights (copyrights, trademarks, licenses, etc.) and ownership of information;
• the operation and integrity of the various information systems;
• individuals’ rights to be free of intimidation, harassment, and unwarranted annoyances;
• relevant state and federal laws related to information technology.

While the College recognizes and respects the privacy of all users, it cannot guarantee confidentiality in the use of any College information system. Electronic records retained on College systems are subject to state and federal Privacy Acts as well as the Freedom of Information Acts. Individuals are advised that e-mail messages are written records that could be subject to review with just cause and they may be subject to the Freedom of Information Act and legal investigation requests. In addition, College system administrators may view any files, including e-mail messages, in the course of troubleshooting system problems. System administrators have the authority to do this and will treat any information on the systems as confidential. World Wide Web information located in designated web directories will be considered public information if read access is granted.

Access to College information systems is a privilege and may be revoked for reasons including, but not limited to, violations include: attacking the security of the system, modifying or divulging private information such as a file or mail contents of other users without their consent, modifying or destroying College data, or using the national networks in a manner contrary to established guidelines. Access may be revoked at any time on a permanent or interim basis by the College system administrators in order to safeguard College resources and protect College privileges. Individuals responsible for abusing the College’s Responsible Computing guidelines will be held accountable and may be subject to disciplinary action. Revocations may be appealed via the procedures outlined in the GCC Faculty, Classified Staff or Student Handbooks, as appropriate.

Persons who are victims of computer abuse, harassment, other’s malicious behavior, and unauthorized account access should report them to the Academic Computing Center Supervisor or the Technical Services Manager. For investigative purposes, individuals are advised to retain harassing email messages, dates and times of unauthorized access, etc. Cases will be handled confidentially.

Sexual Assault and Sexual Misconduct: Germanna Community College will not tolerate sexual misconduct in any form. Sexual misconduct is a flagrant violation of the behavioral expectations for a college community. An educational institution is a community of trust whose very existence depends on the recognition of each individual’s importance and value. This trust creates the freedom for each individual to live, think, act, and speak without fear of physical harm. Sexual misconduct shatters that bond of trust. All reported violations shall be regarded as serious and will be fully investigated. Acts of sexual misconduct may be punishable through civil and criminal proceedings, as well as through the College’s disciplinary processes. This shall apply to all students and employees of Germanna Community College. Additional information may be found in the Germanna Community College Title IX - Sexual Violence, Domestic Violence, Dating Violence, and Stalking Policy

Germanna Community College informs students about the prevention of sexual misconduct and assault. In order to do this, a variety of programs and resources are made available annually to students, faculty, and staff. This may include but is not limited to, presentations by College Police Department personnel, local experts, and other law enforcement representatives, literature and brochures, Red Flag campaign, Rape Aggression Defense Training® (R.A.D.) and publication of information in the college catalog. In addition, new students who enroll in student development courses receive information on topics relating to personal awareness and prevention of sexual assault, misconduct, and harassment.

In the event of a sexual assault or any sexual misconduct, the victim should first seek safety. The college strongly urges that a student who has been sexually assaulted to immediately contact the College Police. However, they may also choose to contact a College Counselor or Dean of Student Development.

Students can choose to pursue criminal proceedings and also file a complaint with the College, or the student can choose to just do the latter.

Counselors and Police/Security personnel on duty can be found:

College Police Emergency Number:  (540) 727-2911 or Ext. 322911 or the College Police speed dial Button from any college VoIP phone.

Fredericksburg Area Campus

V. Earl Dickinson Building, Counseling Services Room 201, (540) 891-3020, Police/Security College Police, Room 121, (540) 891-3079

Science & Engineering Building and Information Commons, College Police Desk, Main Lobby

Locust Grove Campus

French Slaughter Building, Counseling Services, Room 205, (540) 423-9123 and College Police, Room 112, (540) 891-3079

Joseph R. Daniel Technology Center - Culpeper

Daniel Technology Center,College Police, Room 125, (540) 891-3079

Stafford County Center

124 Old Potomac Church Road, Stafford, VA 22554, College Police, Room 118 (540) 891-3079

Some of the resources available in the community to assist with crisis intervention and victim assistance are:

Culpeper Area

Student E-Mail Accounts

Student e-mail accounts are available to all students. All students must use their official Germanna e-mail account for correspondence with the college including interactions between students and faculty. To access your student e-mail account as well as Germanna’s other online systems, login to your myGCC account. The link to myGCC is available at the top of any Germanna web page. These accounts remain active for as long as you are an enrolled student at Germanna Community College.

Student Code of Conduct

Last reviewed and approved: August 2025

Questions or recommendations regarding the Standards of Conduct contained herein should be addressed to the Dean of Student Development.

Introduction

This Student Code of Conduct outlines the expectations of students enrolled at Germanna Communiy College. Students are subject to college jurisdicition, meaning it is expected that the Conduct Code be maintained while a student at the college. By enrolling, students agree to adhere to college policies and contribute to a respectful adacademic environment. The college reserves the right to take disciplinary action against any student whose conduct, in the opinion of college representatives, adversely affects the college’s pursuit of it’s educational objectives. Students who are involved in the conduct process should expect any sanctions imposed to be enforced at all college campuses and centers.

The Code of Contact shall apply to both the conduct of individual students as well as student organizations. Each recognized student organization’s activities and the activities of its members will not violate federal, state, or local law; or the college’s Code of Conduct.

The Code of Conduct applies to all student activities within the college, VCCS, or their foundations’ programs or activities wherever located. The Code of Conduct also applies to all student conduct occurring on the college campus and on any property owned, leased, or operated by the college, VCCS, or their foundations. The Code of Conduct additionally applies to any property used as a student residence and in regard to which students have expressly agreed to abide by or provided written consent to be governed by college policies. The Code of Conduct also applies to acts of misconduct or criminal acts that are not committed on college property if the acts arise from college activities that are being conducted off the college’s campuses, or if the conduct undermines the security of the college community or the integrity of the educational process or poses a serious threat to self or others.

As a public, comprehensive community college, Germanna Community College provides accessible, high quality educational and training opportunities that address our communities’ learning needs. Our values influence our thoughts, guide our decisions, mold our policies, and help determine our course of action. Student learning and success are at the heart of all that we do and are demonstrated by:

• Passion for learning and teaching
• Integrity
• Culture of service
• Excellence
• Professionalism
• Stewardship
• Respect

Definitions

As used in this Code of Conduct, the following terms shall have the following meanings:

Academic Dishonesty - This is when a student intentionally engages in deceptive conduct to gain an unfair advantage in his/her academic work.

Advisor - Any one person designated by the accused student to support the student through the conduct process. This person can include, but is not limited to a parent, friend, college faculty or staff member, or attorney (at the student’s own expense).

Prohibited Conduct

Violating the student code of conduct by engaging in prohibited behavior is subject to disciplinary action. Violations include, but are not limited to, the following:

1. Abuse: Any physical or verbal behavior, action, or words that restrict a person’s rightful actions and cause a reasonable person to feel threatened or intimidated.
   1. Physical Abuse is defined as the use of physical force or violence that attempts to or causes harm, restricts the freedom, action, or movement of another person, or endangers the health or safety of another person and restricts his/her rights. Physical abuse also includes physical behavior that involves an expressed or implied threat to interfere with an individual’s personal safety, academic efforts, employment, or participation in college-sponsored extracurricular activities or causes the person to have a reasonable apprehension that such harm is about to occur.
   2. Verbal Abuse is defined as any verbal, written, visual, or gesture directed to someone that would cause a reasonable person to feel fear or intimidation and could interfere with an individual’s personal safety, academic efforts, employment, or participation in college-sponsored activities. This can include excessive yelling, name-calling, insulting, and other forms of verbal abuse.
2. Bomb Threat/Threats of Mass Violence: Students who make a threat of mass violence against college property and people on it, or encourage, incite, entice, or solicit any person to commit such a threat, shall be disciplined by the college and recommended for criminal prosecution to the full extent of the law. See Germanna Community College’s Workplace Violence - Safety and Security Policy - 70180 and the Virginia Community College System’s Workplace Violence Prevention and Threat Assessment Policy Guidelines for additional details.
3. Cheating: This is a form of academic dishonesty. Using or attempting to use unauthorized materials, information, or study aids in any academic exercise. This includes using another person’s work and then submitting as one’s own work; allowing another to take an examination in one’s name; submitting identical or similar papers in more than one course without obtaining permission from the instructors of all the courses involved. See Academic Honesty - Student Services Policy - 80110.
4. College Misrepresentation: Unauthorized use of the college’s name, logo, and/or other official college graphics.
5. Copyright Infringement: Conduct or activities that violate federal copyright laws including, but not limited to, written or electronic media.
6. Data Misrepresentation: This is a form of academic dishonesty. Fabricating data; deliberately presenting assignment data that were not gathered in accordance with assigned guidelines or are deliberately fabricated; or providing an inaccurate account of the method by which the data were gathered and generated. See Academic Honesty - Student Services Policy - 80110.
7. Destruction of Property: Attempted or actual damage to property of the college or personal property of another, on or off campus, without permission.
8. Dishonesty: Furnishing false information to any college official, faculty member, office, or fellow student including, forgery, lying, or deception.
9. Disruptive Acts:

a. Disrupting or obstructing the normal learning, living, or work environments of other members of the college community or the functions or activities of the college (as well as activities conducted on the college’s property with its permission) is prohibited. Examples include: blocking entrances, corridors or exits; interfering with ongoing educational activities, cultural events, or recreational, extracurricular or athletic programs; unauthorized presence in a building after normal closing hours or after notice that the building is being closed; interfering with vehicular or pedestrian traffic; creating unsanitary conditions; and interfering with any other effort to protect the health and safety of members of the college community or larger public.

b. No person may obstruct, disrupt, or attempt by physical force to cancel or discontinue speech by any speaker or the observation of speech by any person intending to see or hear a speaker.

c. Substantially unmanageable behavior inside or outside of the classroom or an administrative office, that interferes with teaching, research, administration, or other college or college-authorized activities, or infringes on the rights of others. This includes disruptive behavior at student activities or during college-sponsored trips.

10. Emergency Safety: Violations of campus or college emergency regulations, such as failing to comply with emergency evacuation procedures.

​11. Encampment:

a. The construction or occupation of a Camping Tent is prohibited.

i. “Camping Tent” means any collapsible tent or structure, typically having as its basic components a flexible material supported by a framework, designed, intended, or used as temporary shelter while camping or on recreational outdoor outings. Camping Tents may include tents known as “pup tents,” “dome tents,” “cabin tents,” “hiker tents,” and “backpacking tents.”

ii. “Camping Tent” does not include a tent with all sides entirely open and where there is an unobstructed view into such tent from the outside at all angles. All other conduct provisions apply to the use of open tents.

iii. Only tents approved in advance pursuant to the college Facility Use Rules shall be permitted. No Camping Tents shall be permitted at any time. All tents of any type must be removed no later than 11:00 pm.

b. Camping is prohibited on property owned, leased or  operated by the college, Virginia Community College System, or their foundations.

i. “Camping” means the act of using any part of the property or facilities for living accommodation purposes, such as establishment of temporary or permanent living quarters, sleeping outdoors overnight or making preparations for overnight sleeping (including the laying down of bedding), storing personal belongings, using any tent, shelter, or similar structure regardless of size for sleeping; sleeping in, on, or under parked vehicles, or setting up temporary or permanent sleeping areas outdoors or in structures not designated for human occupancy.

ii. “Camping” does not include the use of college, VCCS, or their foundations’ property that has been wholly or partially designated as sleeping or relaxation areas; a tailgating activity in conjunction with a college, VCCS, or foundation event; or the use of temporary hammocks or lounge furniture for recreation or studying activities outdoors on college, VCCS, or foundation owned property during the hours of 6:00 a.m. until 11:00 p.m.

c. These prohibitions shall not apply to the college, the Virginia Community College System Office, or the college or System foundations or to Non-Camping Tents erected for their use.

d. These prohibitions shall not apply to federal, state, or local governments or their agencies or to Non-Camping Tents erected for their use.​

12. Facilitating Academic Dishonesty: This is a form of academic dishonesty. Helping or attempting to help another commit an act of academic dishonesty or seeking unauthorized answers for assignments, quizzes, or tests. See Academic Honesty - Student Services Policy - 80110.

13. Failure to Comply: Failure to obey the directions of authorized college officials given in the performance of his/her duties, including, but not limited to, failure to identify oneself when requested to do so; failure to comply with the terms of a disciplinary sanction; refusal to vacate a college facility when directed to do so.

14. Falsifying Documentation: Alteration or misuse of any college document or record. This includes any instrument of identification.

15. Fire Setting: Unauthorized setting of fires, or attempt to do so, on college property.

16. Gambling: An organized opportunity for others to bet or risk something of value (like money) based on a chance outcome that is out of his/her control or influence with the understanding that they will either gain increased value or lose his/her original value determined by the specific outcome is prohibited on campus without proper approval. Examples include, but are not limited to, holding a raffle or lottery on campus or at college functions without permission or approval.

17. Harassment: Defined as severe, pervasive, and objectively offensive speech or actions that undermine equal access to educational benefits or opportunities.

18. Hazing: “Hazing” means to recklessly or intentionally endanger the health or safety of a student or students or to inflict bodily injury on a student or students in connection with or for the purpose of initiation, admission into or affiliation with or as a condition for continued membership in a club, organization, association, fraternity, sorority, or student body regardless of whether the student or students so endangered or injured participated voluntarily in the relevant activity. Under Virginia law, hazing that causes bodily injury is a criminal act, whereby a person convicted is guilty of Class 1 misdemeanor. Instances of hazing which cause bodily injury shall be adjudicated under this policy, and reported to the applicable Commonwealth’s Attorney’s office in compliance with Virginia Code § 18.2-56. See Anti-Hazing Policy- Student Services Policy - 80540.

19. Indecent Conduct: Lewd or obscene conduct, including but not limited to public urination, performing sexual acts in public, or surreptitiously taking pictures or videos of individuals in private areas like locker rooms or restrooms. This also includes unauthorized recording or sharing video, audio, or photograph of any person(s) without his/her consent in any place where there is a reasonable expectation of privacy.

20. Interference with Safety Equipment/Personnel: Tampering with or unauthorized use of or interference with fire or emergency equipment (including but not limited to fire extinguishers, fire alarms, and other apparatus) and interference with the actions of emergency personnel.

21. Littering: Improperly disposing of trash of any kind. This includes leaving, throwing, or dropping trash anywhere other than in containers designated for trash disposal. This also includes dumping substances or objects into bodies of water.

22. Masking to Conceal Identity: Consistent with Virginia Code § 18.2-422, any individual who is present on college property or attending a college event who is wearing a mask, hood, or other device whereby a substantial portion of the face is hidden or covered so as to conceal the identity of the wearer, must present a valid college or government issued identification document containing both the person’s legal name and photograph when requested by a Campus Police or Security Officer or otherwise establish the individual’s identity to the satisfaction of the Campus Police Officer.

23. Minors on Campus: Bringing a minor on campus in violation of college policies is prohibited conduct. While the college community generally welcomes students and their families to our campuses, safety and other operational goals require that minors who are not enrolled in courses or participating in college-sponsored events or activities always remain under the direct supervision of a responsible adult or family member. See Children on Campus - Student Services Policy - 80130.

24. Parking: Students are expected to comply with college parking regulations. Parking spaces for persons with disabilities and visitors’ areas are reserved for those purposes. Vehicles improperly parked in those areas may be ticketed or towed at the owner’s expense. Repeated offenses of the college’s parking policies may result in disciplinary action under this Code.

25. Plagiarism: This is a form of academic dishonesty. Presenting as new and original an idea or product derived from an existing source without proper citation. This may include unauthorized use of AI tools. See Academic Honesty - Student Services Policy - 80110.

​26. Possession/Distribution/Consumption of Alcohol and Marijuana: Use of alcoholic beverages or marijuana products without a college-granted use permit as detailed under college facility policies, including the purchase, serving, consumption, possession, or sale on college property or at college-sponsored events; being under the influence of alcohol or marijuana on college property or at college-sponsored events in violation of the Substance and Alcohol Abuse - Safety and Security Policy - 70110.

​27. Possession/Distribution/Consumption of Illegal Drugs or Controlled Substances: Possessing, using, selling, manufacturing, distributing, or being under the influence of controlled substances while on campus or at college-sponsored events, in violation of the Substance and Alcohol Abuse - Safety and Security Policy - 70110.

​28. Retaliation: Engaging in intimidation, threats, coercion, harassment, discrimination, or other adverse action against any other person for the purpose of interfering with any right or privilege provided under a policy, or because the person has made a report or filed a formal complaint, testified, assisted, or participated or refused to participate in any manner in an investigation or process afforded under policy.  Action is generally deemed adverse if it would deter a reasonable person in the same circumstance from opposing practices prohibited by a policy.

29. Riot: Participating in or inciting a violent disturbance of the peace in a crowd or disorder in an assembly.

30. Sexual Exploitation: Sexual exploitation occurs when a person takes non-consensual or abusive sexual advantage of another for his/her own advantage or benefit, or to benefit or advantage anyone other than the one being exploited, and that behavior does not otherwise constitute one of other sexual harassment offenses. Examples of sexual exploitation include prostituting another person; non-consensual video or audio-taping of otherwise consensual sexual activity; going beyond the boundaries of consent (such as letting your friends hide in the closet to watch you having consensual sex) and knowingly transmitting HIV or another sexually transmitted disease to another person.

31. Sexual Harassment: Engaging in conduct on the basis of sex that satisfies one or more of the following:

1. Quid Pro Quo: The submission to or rejection of such conduct is used as the basis for educational or employment decisions affecting the student or employee either explicitly or implicitly;
2. Hostile Environment: Unwelcome conduct determined by a reasonable person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to an education program or activity of the college, including a student’s educational experience or an employee’s work performance; and
3. Clery Act/VAWA Offenses: Sexual assault /sexual violence, dating violence, domestic violence, and stalking, as defined in this policy.

32. Sexual Misconduct: Engaging in Sexual Harassment as defined herein, that falls outside of the jurisdiction for a formal complaint and the processes set forth in the Sexual Harassment Policy pursuant to Title IX. See Title IX - Sexual Violence, Domestic Violence, Dating Violence and Stalking - Human Rights Policy - 10560.

33. Stalking: Engaging in a course of conduct directed at a specific person that would cause a reasonable person to fear for his/her safety or the safety of others or suffer substantial emotional distress. Such conduct can occur in person or online, but the conduct must involve an education program or activity of the college. See Title IX - Sexual Violence, Domestic Violence, Dating Violence and Stalking - Human Rights Policy - 10560.

34. Threatening or Intimidating Behavior: Any words or actions that express, imply, or encourage an actual threat to the safety or well-being of others or college property. This includes fighting words that inherently are likely to provoke a violent reaction.

35. Theft: Stealing or possessing unauthorized material, including taking property belonging to another person or to the college without authorization or through unlawful means.

36. Tobacco/Smoking Violation: Violating college policy by smoking, vaping, using a hookah, or consuming any type of tobacco product in any college facility or outside of designated areas, or within 25 feet of any college building.

37. Unapproved Animals: Unapproved animals, including pets, are not permitted in college buildings or at college-sponsored activities on or off campus unless stated otherwise. This prohibition does not apply to Service Animals that support people with disabilities. See Service Animals - Employee and Student Rights Policy - 80220.

38. Unauthorized Use of Electronic Devices: Violating established classroom or college policy by unauthorized use of electronic devices in the academic setting.

39. Unauthorized Use of Facilities, Property, or Resources: Unauthorized entry, use, or occupation of college buildings or facilities.

40. Unprofessional or Inappropriate Behavior within a Program-Specific Setting, Clinical Environment, or Internship Experience: Conduct that is non-compliant with standards and expectations set forth in academic programming handbooks in a program in which the student is participating. This includes the professional or accreditation standards identified in the program handbook and/or a violation of clinical or other affiliated site expectations or guidelines as part of the program curriculum.

41.  Violation of IT Security Policies: Violating the college’s online security policy (e.g., IT security and acceptable use policies). See Computer Use - Technical Services Policy - 50200.

42.  Violations of Laws, Regulations, and Ordinances: Prohibited conduct includes violations of federal, state, or local laws, regulations, orders, or ordinances.

1. Students have a continuing duty to promptly report to the Office of Student Rights and Responsibilities, any arrests for violations of federal, state, local, or international law, excluding minor traffic violations that do not result in injury to others. This duty applies regardless of where the arrest occurred (inside or outside the Commonwealth of Virginia) and regardless of whether the college is in session at the time of the arrest. An arrest includes the issuance of a written citation or summons regardless of whether the student is taken into custody by law enforcement. Charges related to driving under the influence of alcohol or other drugs are not “minor traffic violations” and must be reported.

43.  Weapons Violation: Possession or carrying of any weapon by any person, except a police officer, is prohibited on college property in academic buildings, administrative office buildings, student centers, child care centers, dining facilities and places of like kind where people congregate, or while attending any sporting, entertainment, or educational events. Entry upon the aforementioned college property in violation of this prohibition is expressly forbidden. A student in violation of this prohibition will be asked to remove the weapon immediately and may be subject to a referral for further discipline under this Policy. For additional definitions, including what constitutes a “weapon” for purposes of this policy, refer to the Weapons Policy - Safety and Security Policy - 70220 or to VA Weapons Regulation.

Disciplinary Procedures

All students are afforded the right to due process for any violation. This process is defined below:

1. Incident Report is Submitted
   1. Any academic or administrative official, faculty member, student, or member of the public may file a complaint against any student for misconduct. An Incident Report Form can be submitted online.
   2. Any administrator, college official, faculty member, or student wishing to file complaints against a college employee must follow a separate protocol as outlined in the human resource policy manual or the formal complaint procedure.
      1. For Students
         • To submit an academic complaint, please follow the Student Academic Grievance Procedure.
         • To report an issue of discriminatory treatment by Germanna employees or contractor employees, please see Student Discrimination Grievance Policy - Student Services Policy - 80420.
      2. For Students and Employees
         • To report an issue of discrimination against individuals with disabilities, please see Americans with Disabilities Act (ADA) Policy for Students and Employees - Human Resources Policy - 40360 / Student Services Policy - 80550.
      3. For All
         • To submit a complaint about a Germanna Community College Police Department Employee, please submit an online form.
         • To seek neutral and independent support for concerns and complaints, please submit a Support Request Form with the College Ombudsperson.
   3. If the alleged violation involves allegations of Sexual Harassment as defined herein, the report must be referred to the Title IX Coordinator for evaluation under the college’s Policy on Sexual Harassment (VCCS Appendix I to Section 6.0, as adopted by the college). The Title IX - Sexual Violence, Domestic Violence, Dating Violence and Stalking - Human Rights Policy - 10560 takes precedence for any conduct falling within its jurisdiction.
      1. If the Title IX Coordinator determines that the conduct as alleged does not fall under that policy, then the Coordinator will refer the matter back to the Dean of Student Development or Designee to be addressed as described herein.
      2. If the Title IX Coordinator determines that the conduct as alleged does fall under that policy, the referral to the Title IX Coordinator should be documented. The alleged violation will be adjudicated through Title IX procedures and not through the Conduct Code described herein.
   4. If the Dean of Student Development or Designee believes that the alleged conduct presents an immediate danger to the community, the report will be immediately referred to the Threat Assessment Team.
      1. The Dean of Student Development or Designee may also proceed with interim actions afforded under this policy and concurrently proceed with the processes described herein after the referral to TAT is made.
      2. The Dean of Student Development or Designee may take additional actions after/if receiving a recommendation from TAT.
   5. If the alleged violation involves academic dishonesty, the case will be adjudicated through the college’s Academic Dishonesty Policy and Procedures as found in the Academic Honesty - Student Services Policy - 80110.
2. Review of the Report
   1. When the Dean of Student Development or Designee receives a formal complaint that a student has allegedly violated the Conduct Code, the Dean of Student Development or Designee shall investigate the alleged violation. After completing the preliminary investigation, the Dean of Student Development or Designee will either:
      1. Dismiss the allegation as unfounded, or
      2. Issue a notice of incident and schedule an informal hearing between the student and Dean of Student Development or Designee to discuss the charges.
3. Informal Hearing
   1. If the Dean of Student Development or Designee determines an informal hearing is required as described in Provision 2, a notice of incident and informal hearing meeting request will be sent to the student via mail and/or college-provided email address contained in the college record.
      1. The notice of incident will inform the student of the alleged violation of the student code of conduct.
      2. The notice will instruct the student to respond within five (5) business days from the date of the correspondence to arrange an informal hearing.
      3. An informal hearing time will be set after consultation with all parties involved but must occur within fourteen (14) business days of the date the notice of incident was sent to the student.
      4. If the student fails to respond or appear, the Dean of Student Development or Designee may not make an inference of responsibility due to the student failing to respond or appear. The Dean of Student Development or Designee may still find the student responsible, if supported by the weight of the evidence obtained, and impose sanctions.
   2. During the informal hearing, the Dean of Student Development or Designee will advise students of allegation(s) and explain the student conduct process and clarify student’s rights and responsibilities. The student may present his/her case and any mitigating circumstances. Every effort will be made to resolve the matter by mutual agreement.
   3. After the informal hearing, the Dean of Student Development or Designee will take one of the courses of action listed in the Provision 4, “Disposition of a Violation”.
4. Disposition of a Violation As a result of the informal hearing, the Dean of Student Development or Designee may select one of the following (4a, 4b, or 4c) as a course of action, depending on the circumstances:
   1. Proceed administratively if it is determined that the facts of the alleged violation are not in dispute by the student.
      1. When the facts of the alleged violation are not in dispute, the Dean of Student Development or Designee may administratively dispose of any violation.
      2. In administratively disposing of a violation, the Dean of Student Development or Designee may impose any disciplinary action authorized under the section entitled “Sanctions.” Mitigating circumstances presented by the student shall be considered. Whether the mitigation offered by the student is sufficient to affect the final disposition is within the discretion of the Dean of Student Development or Designee.
      3. The Dean of Student Development or Designee will prepare a decision letter within five (5) business days and forward a copy to the student and to other appropriate administrative personnel.
         1. The decision letter will set forth both the finding and rationale in support of the finding.
         2. The decision letter will outline any sanctions imposed.
         3. The decision letter will become part of the student’s conduct record.
         4. The decision letter will include information on the appeal process.
         5. In cases of suspension or dismissal, the complainant must also be notified of the outcome in compliance with Code of Virginia § 23.1-412.
   2. Proceed administratively if it is determined that the facts of the alleged violation are in dispute and/or must be further investigated.
      1. When the facts of the alleged violation are in dispute, the Dean of Student Development or Designee may elect to gather additional information concerning the allegation and then choose to administratively dispose of the violation or refer the case to a formal conduct hearing.
      2. If the Dean of Student Development or Designee elects to gather more information, follow-up with the accused student must occur within ten (10) business days of the informal hearing.
      3. If the Dean of Student Development or Designee, upon initial review of the report in Provision 2 above, determines that the alleged violation, if founded, could result in a sanction of suspension or dismissal from the college or program and the student disputes the facts of the alleged violation, the Dean of Student Development or Designee must refer the case to a Conduct Hearing Committee and proceed under 4c. The Dean of Student Development or Designee may elect to defer to the Conduct Hearing Committee as described in 4c at any time prior to rendering a determination if facts discovered during the investigation, in the discretion of the Dean of Student Development or Designee, warrant review by the Conduct Committee.
      4. In administratively disposing of the violation where the facts are in dispute, the Dean of Student Development or Designee will:
         1. Make a finding of responsible or not responsible.
         2. If the student is found responsible, the Dean of Student Development or Designee will impose disciplinary measures authorized under the section entitled “Sanctions.” Mitigating circumstances presented by the student shall be considered. Whether the mitigation offered by the student is sufficient to affect the final disposition is within the discretion of the Dean of Student Development or Designee.
         3. Prepare a decision letter and forward a copy to the student and to other appropriate administrative personnel.
            1. The decision letter will set forth both the finding and rationale in support of the finding.
            2. The decision letter will outline any sanctions imposed.
            3. The decision letter will become part of the student’s conduct record.
            4. The decision letter will include information on the appeal process.
   3. Refer the case to a formal conduct hearing.
      1. When the Dean of Student Development or Designee decides 4a and 4b do not apply and decides to refer the case directly to a conduct hearing, the steps outlined in Provision 5 “Formal Conduct Hearing” will be followed.
      2. The Dean of Student Development or Designee will prepare a formal complaint based on the allegation along with a list of witnesses and documentary evidence supporting the allegations.
5. Formal Conduct Hearing
   1. The conduct hearing committee will be selected by the Dean of Student Development or Designee.
      1. The committee shall consist of three (3) members composed of a combination of staff and faculty. All members must be trained in the conduct process. The Dean of Student Development or Designee should consider any possible conflicts of interest when the committee members are chosen. To the extent possible, the committee should be composed of individuals uninvolved in the allegation and without prior knowledge of it.
      2. The names of the hearing committee members shall be provided to the student at the time of selection. The student may object to a committee member on the basis of bias or other good cause shown and request that another person be chosen from the list in that same category. One student-requested substitution, with written justification, is permitted.
      3. A committee member who is selected for the hearing may request that another person be chosen if the selected member believes he/she cannot provide a fair judgment in the matter. The objecting committee member must provide a written justification to the Dean of Student Development or Designee in support of removal. The removal of the proposed committee member is at the discretion of the Dean of Student Development or Designee.
   2. The conduct hearing committee will set the date, time, and place for the hearing.
      1. The Dean of Student Development or Designee will notify the student by email, mail, or by hand delivery of information pertaining to the date, time, and place of the hearing. The notice of the hearing will be sent within five (5) business days following confirmation of the hearing committee membership.
      2. The hearing will take place within ten (10) business days of the selection of the conduct hearing committee, unless an extension is mutually agreed upon between the student and the college.
      3. The Dean of Student Development or Designee will have the discretion to alter the arrangements of the hearing for good cause.
   3. The conduct hearing committee will hold the hearing as scheduled and determine a ruling whether or not the student is present, provided the committee has confirmation that the student received actual notice of the date, time, and place of the hearing.
   4. The student alleged to have violated the Conduct Code has the right to be accompanied by an advisor, who may come from within or outside the college. The participation of the advisor shall be restricted to advising the accused only. The advisor shall not participate in the actual proceedings of the hearing, to include discussion with the Dean of Student Development or Designee or examination of the witnesses. The advisor shall be required to sign a confidentiality agreement as a condition of participation.
   5. The committee will presume a student is not responsible for the alleged violation unless and until the facts and information presented support a decision to the contrary. A student will be found in violation when the preponderance of the evidence (over 50%) indicates that the student has violated the Conduct Code.
   6. The committee will proceed as follows during the hearing:
      1. The Dean of Student Development or Designee reads the complaint.
      2. The Dean of Student Development or Designee presents the college’s case. Any person giving testimony may be questioned, at the completion of the witness’s testimony, by the student. The Dean of Student Development or Designee has the right to ask questions of the witness at any time and to recall witnesses at his/her discretion.
      3. The student presents his/her defense and any mitigating circumstances. The committee shall not require the student to testify, nor shall the committee prevent the student from testifying. Any person giving testimony on behalf of the student may also be questioned by the Dean of Student Development or Designee.
      4. The Dean of Student Development or Designee and the student may present rebuttal evidence and argument.
      5. Committee members may freely question witnesses at any time.
      6. In a closed meeting, the conduct hearing committee will discuss the case and vote whether or not there has been a violation of the Conduct Code. If a majority of the committee (at least 2 out of 3 voting members) find the student violated the Conduct Code.
      7. The committee will select and recommend an appropriate sanction from the list in the section entitled “Sanctions”. Determination of the sanction must be approved by a majority of the committee members. The committee must also provide a rationale for the recommended sanction.
      8. The committee will notify the Dean of Student Development or Designee of the committee’s decision and its recommended sanction in writing, if any, within 24 hours of the conclusion of the hearing.
   7. The Dean of Student Development or Designee has the discretion to accept the hearing committee’s recommended sanctions or impose another sanction supported by the evidence. After the Dean of Student Development or Designee makes the final determination on any sanctions, the officer will then prepare a decision letter and forward a copy to the student, the hearing committee, and other appropriate college personnel within five (5) business days of the conclusion of the hearing.
      1. The decision letter will set forth both the finding and rationale in support of the finding.
      2. The decision letter will outline any sanctions imposed (if a student is found responsible).
      3. The decision letter will become part of the student’s conduct record.
      4. The decision letter will include information on the appeal process (if a student is found responsible).
      5. This notification will be sent via the student’s college-provided email account and/or physical mail to the student.
      6. New information that becomes available after the conclusion of the hearing but prior to the final decision of the Dean of Student Development or Designee may, at the discretion of the Dean of Student Development or Designee, be referred to the conduct hearing committee for reconsideration of the case.
      7. In cases of suspension or dismissal, the complainant must also be notified of the outcome in compliance with the Code of Virginia § 23.1-412.
   8. Hearing Records
      1. All relevant evidence will be given to the committee during the hearing and be made part of the hearing record.
      2. The hearing record will also include a copy of the notice of the hearing that was provided to the student.
      3. The hearing record will be forwarded to the Dean of Student Development or Designee and securely maintained.

Violations of the Conduct Code can result in one or more of the following sanctions as deemed appropriate. All sanctions become part of the student’s conduct record. The list of sanctions is not a progression.

1. Disciplinary Warning: A written warning to a student that his/her conduct violated the Conduct Code, and that further misconduct will result in more severe disciplinary action. Disciplinary warning may include but not limited to a behavior agreement or contract.
2. Restitution: Compensation for damages or losses caused.
3. Loss of Privileges: Exclusion from college extracurricular activities, specified college facilities, or other restriction of movements while at the institution for a period of time not to exceed one year. The student may still attend academic classes.
4. Program Dismissal: Administrative withdrawal from an academic program due to violation of the program’s specific conduct standards, which may include violations of this Conduct Code or other program specific policies as set forth in its Handbook. Effects and eligibility of a program dismissal are set forth in the specific program’s policies. Tuition refunds for dismissed students are governed by Tuition Refund - Student Services Policy - 80460 and are not guaranteed.
5. Disciplinary Probation: A specified period of time which is intended to foster reflection, responsibility, and improved decision making. During this period, the student is not in good standing with the college and may be barred from participating in certain college activities. Future violations of the code of conduct while a student is on disciplinary probation may result in additional and more severe sanctions, including suspension or dismissal.
6. Suspension: A specific period of time, which may extend for up to two calendar years, during which a student is not permitted to participate or enroll in college classes. A student assigned this sanction will be administratively withdrawn from all enrolled classes upon the expiration of the appeal period. Tuition refunds for suspended students are governed by Tuition Refund - Student Services Policy - 80460 and are not guaranteed.
7. Dismissal: A permanent separation of a student from the college which is assigned to the most serious conduct cases. Depending on the type of violation, an Academic or Behavioral dismissal may be assigned. Behavioral dismissals are administered under the disciplinary procedures described in the section entitled “Disciplinary Procedures”. For more information on academic dismissals, see Academic Honesty - Student Services Policy - 80110. Either type of dismissal is permanently notated on a student’s transcript. A student assigned this sanction will be administratively withdrawn from all classes upon the expiration of the appeal period. Tuition refunds for dismissed students are governed by Tuition Refund - Student Services Policy - 80460 and are not guaranteed.
8. Community Service: Service-learning hours or volunteer work.
9. Character Development: Required attendance at an educational workshop, research and writing assignments, or participation in a mentorship program.
10. Other Sanctions: Including, but not limited to, no contact orders or removal from a class.

General Provisions

1. Throughout the conduct process, the student may continue to attend classes, unless the Dean of Student Development or Designee determines that the student’s continued presence poses a significant disruption to the educational rights of other students. Depending on the nature of the alleged violation, interim actions may include, but are not limited to, interim suspension and administrative no-contact orders between individuals or groups. When possible, alternative arrangements will be made for the student to continue to meet academic requirements. If an interim action is determined to be needed, the Dean of Student Development or Designee will notify the student in writing of the specific facts and circumstances that make the action necessary. This decision is not appealable.
2. Students needing assistance or disability accommodations with respect to these procedures must request such in a timely manner so that appropriate actions can be taken without unnecessary delays to the process. Students should contact the Dean of Student Development with requests or contact the Office of Accessibility Resources with questions or for assistance.
3. The college investigates all reports of sexual harassment or sexual misconduct. Incidents of alleged sexual harassment should be reported to the college’s Title IX Coordinator, by submitting an Incident Report Form. See Title IX - Sexual Violence, Domestic Violence, Dating Violence and Stalking - Human Rights Policy - 10560. The Sexual Harassment policy takes precedence for any conduct falling within its jurisdiction.
4. Conduct violations that are specific to a program of study, as detailed in a program handbook, must be adjudicated through this Conduct Code.
5. A student is presumed to be mentally and physically fit to participate in educational programming when he or she enrolls. If a student’s conduct indicates they may not be fit, the college can require an evaluation of fitness to continue educational programming. The student will be required to follow any recommendations made by the evaluator.

Academic Integrity Policy Statement

When college officials award credit, degrees, and certificates, they must assume the absolute integrity of the work students have done; therefore, it is important that students maintain the highest standard of honor in their scholastic work.

The College does not tolerate academic dishonesty. The following conduct, including Cheating, Data Misrepresentation, Facilitating Academic Dishonesty, or Plagiarism, in addition to others at the college’s discretion, will be adjudicated in accordance with processes set forth by the college’s Academic Integrity policy and process, consistent with the terms and definitions herein.

The college’s Academic Integrity policy and process are as follows: Academic Honesty - Student Services Policy - 80110

Student Conduct Records Retention

Germanna Community College follows Library of Virginia standards on retaining student conduct records; see Code of Virginia § 42.1-85. More information can be found on the Library of Virginia records management and retention website under schedule GS-111.

Permanent sanctions on the student transcript, such as suspension or dismissal, are retained indefinitely.

Concluding Statement

This policy aims to foster an environment conducive to learning. All students are expected to understand and comply with these guidelines to maintain their standing within the college community.

Student Academic Grievance Procedure

The purpose of the student grievance procedure is to provide an equitable and orderly process to resolve grievances at Germanna Community College.

A student who is experiencing dissatisfaction in an academic matter at the College must first discuss the complaint with the instructor involved. Every reasonable effort should be made by both parties to resolve the matter through informal discussion.

After this informal discussion, students who continue to feel they have a valid complaint of unfair treatment may resolve their complaints through the formal Student Academic Grievance procedure outlined herein. The procedure provides for an expeditious and fair resolution of the complaint while protecting the student and College from a prolonged and complicated process.

Germanna Community College endorses and complies with all federal and State laws and policies that maintain and promote equal employment and educational opportunities without regard to race, color, gender, age, religion, national origin, political affiliation, veteran status, or disability.

Definitions:

Student: Any person enrolled full- or part-time in credit or noncredit courses at Germanna Community College.

Student Academic Grievance: An academic grievance is any difference of opinion or dispute between a student and a faculty member about learning activities as they affect the student. This may include grading, instructional procedures, attendance, instructional quality, and situations where the student believes he or she is being treated arbitrarily.

It is a formal, written complaint of unlawful or unfair treatment charged by a student against the College with respect to the application of the laws, rules, policies, procedures, and regulations under which the College operates. A complaint may exist and be resolved without initiating the formal grievance process.

Note: Separate grievance policies and procedures address issues of sexual misconduct and issues of access and accommodations for individuals with disabilities. In cases of sexual harassment allegations, it is not required that the initial complaint be filed with the individual against whom the complaint is being lodged. Students experiencing sexual harassment should report this directly to the Dean of Student Development. See the Germanna Community College-Wide Policies section of the Student Handbook.

Time Limits: The formal Academic Grievance process must be initiated within thirty calendar days following the event giving rise to the grievance, or within thirty calendar days of the time when the student reasonably should have gained knowledge of its occurrence, whichever comes first. The appropriate Dean of Instruction shall determine the date upon which the grievance occurred.

Once a grievance is initiated, the time limitations for either party may be extended by written mutual agreement. If there is no mutual agreement to extend the time limits set herein, and if a decision at one level is not appealed to the next level within the time limit specified, the decision rendered at the previous level shall be final.

Note: It should be understood that the student who chooses to file a grievance must assume the burden of proof for such a grievance by providing factual evidence to substantiate his/her claims.

Steps for Filing an Academic Grievance:

Informal Resolution: Prior to filing an academic grievance, students are required to meet with their instructor. The meeting will be documented with documentation maintained in the instructor’s office. If the instructor involved in the dispute is no longer employed by the College, the student may submit a level one grievance.

Level 1: If resolution cannot be reached through informal discussion with the instructor involved, the student may file an academic grievance by completing a Student Academic Grievance form and submitting it to the Office of Instruction, within the thirty-day time limit.

Print level 1 grievance form

Both parties to the grievance are responsible for keeping copies of all paperwork associated with the grievance procedure in the event that the procedure should progress to higher levels.

The Dean or designee will then discuss the matter with both the student and the faculty member individually. The Dean or designee may choose at this point to issue a written decision delivered by certified mail to both the student and the faculty member and said decision must be rendered within ten college business days of receipt of the grievance. Alternatively, the Dean may choose at this point to arrange a meeting with the principals. The date for this meeting must be chosen within ten college business days following the receipt of the grievance. The meeting itself may occur as much as seventeen college business days after the receipt of the grievance. A written decision delivered by certified mail will be rendered to the principals within twenty college business days following the meeting.

Level 2: If the student is not satisfied with the disposition of the grievance at Level 1, a copy of the written grievance submitted at Level 1 along with the Dean of Instruction’s written response may be submitted within seven college business days of receipt of the Level 1 response to the office of the Dean of Instruction to request an Academic Grievance Review panel. The panel will be convened by a Dean not involved with the Level 1 grievance procedure. The panel will consist of a Dean, two faculty members and two students nominated by the Dean of Student Development. The Dean will chair the panel and vote only if needed to break a tie. The chairperson of the panel is responsible for distributing the documentation provided by the grieving parties, determining the issues of the case to be heard, and conducting the hearing in an orderly, efficient, and equitable manner.

Print level 2 grievance form

At the beginning of the hearing, the Chair will review issues of the case with the group and establish the procedure by which the testimony will be presented. The Chair may decide on the length of time needed to explore an issue, set time limits for speakers, and ask for testimony by any person deemed important to the investigation of the facts.

The student and faculty member may each bring one non-participatory observer to the hearing. If the nonparticipating observer is an attorney, the party retaining the attorney must notify the other party and the Chair of the Academic Grievance Review Panel at least five business days prior to the hearing. The attorney’s role is as an observer; he/she may not speak to the Chair or the Panel or the opposing party. The attorney may consult with the party who engaged him/her while the meeting is in session, but any consultations must take place outside the hearing room and should be kept within reasonable limits, as determined by the Committee, with regard to their frequency and duration.

The Chair of the Academic Grievance Review Panel will provide a written decision of the panel to the student, instructor, and dean involved in the grievance within five business days after the completion of the hearing.

Level 3: If either party to the grievance is not satisfied with the disposition of the grievance at Level 2, the written grievance submitted at Level 1 along with the Dean’s written response and response from the Academic Grievance Review Panel may be submitted to the Vice President for Academic Affairs within seven college business days of receipt of the Level 2 response. The Vice President at this point may schedule a meeting with the principals within ten college business days following the receipt of the grievance. The meeting itself may occur within seventeen days of the receipt of the grievance. Within twenty college business days following the receipt of the Level 3 grievance, the decision of the Vice President for Academic Affairs shall be provided in writing, delivered by certified mail, to the principals, and the decision shall be final.

Print level 3 grievance form

General Provisions: In no case may an individual involved at an earlier level of the grievance serve on the Grievance Panel. The Grievance Panel, Dean, or Vice President has the responsibility to interpret the grievance in light of established laws, rules, policies, procedures, and regulations. The Dean or Grievance Panel does not have the prerogative to formulate or change College policies or procedures nor to commit State resources. The Vice President may not change policy or procedure to resolve a grievance, but may, as a result of the grievance, formulate new policy to cover future cases. Copies of the final resolution of the grievance shall be forwarded to the principals concerned and to all administrative officials involved in the grievance. Files of resolved grievances shall be forwarded to and maintained in the office of the Vice President for Academic Affairs. All principals to a grievance shall have the right to copies of all written information presented in the grievance procedure.

Filing a complaint to SCHEV

As a last resort, students may file a formal complaint with the State Council for Higher Education in Virginia (SCHEV), this includes all distance learning students from SARA states. Detailed information about SCHEV’s formal student complaint procedure, the types of complaints they will not address, or to file a written “Student Complaint Form” with the agency can be found on the SCHEV Student Complaint.

Review SCHEV’s procedures

Filing a complaint from other States

Students from non-SARA states who have been unable to resolve their complaint through the resources provided by GCC can submit a student complaint form to the state in which they live.

Review process

Non-Academic Complaint

A non-academic complaint is any difference of opinion or dispute between a student and an instructor, administrator, staff member or another GCC student pertaining to the interpretation and/or application of the policies and procedures of the College and the Virginia Community College System excluding issues of instruction or classroom management. Non-academic grievances shall also include those pertaining to student governance issues, student activities, arbitrary and capricious management decisions, advising, and other concerns that the students might present for redress. Students who have complaints addressed by other college policies such as Access or Non-Discrimination will be directed to follow the procedures outlined in those policies.

A student who is experiencing dissatisfaction in a non-academic matter at the College must first discuss the matter with the College official involved before filing a formal complaint. Every reasonable effort must be made by both parties to resolve the matter through informal discussion. After this informal discussion, students who continue to feel they have a valid non-academic complaint must report this complaint to the Dean of Student Development. The Dean will work with all parties involved to mediate the complaint in a timely manner. In order to mediate the complaint, the Dean may engage faculty or staff members relevant to the complaint in an informal discussion. The decision of the Dean regarding non-academic complaints is final.

Student Life and Leadership

Germanna Community College encourages the development of a student life and leadership program designed to promote educational and cultural experiences. Through participation in clubs and organizations, or other planned activities, students develop a wide range of abilities, including intellectual, communication, athletic, and leadership skills. Students develop self-confidence, interpersonal skills, and an appreciation for other cultures and lifestyles. Finally, students develop a sense of integrity, purpose, and social responsibility that empowers them to be productive within and beyond the college community.

The College shall recognize and encourage honorary, scholastic, service organizations, and sports clubs that do not restrict membership based on race, color, gender, age, religion, disability, national origin, sexual orientation or other non-merit factors. Private clubs, private associations, social fraternities, and social sororities shall not be recognized by the College.

View Requirements for Student Life and Leadership Policy.

Off-Campus Activities

Student clubs may sponsor activities that take place off campus such as field trips, participation in conferences, etc. Student Clubs must work with the Student Life and Leadership Coordinator to submit a travel request for overnight travel. All participants in off-campus activities must complete the Liability Waiver Form prior to the trip. Club participants are reminded that all college policies and guidelines are in effect for the duration of the activity.

Student Clubs and Organizations:

Students are encouraged to participate in one or more of the active clubs and organizations at Germanna Community College. Students are also encouraged to start new clubs and organizations. Clubs and organizations allow students to participate in educational, social, and leadership activities. Participation in clubs and organizations contributes to and enhances the total learning experience. Student clubs and organizations have hosted cultural festivals/fairs, musical presentations, performers, plays, movies, lecturers, trips to events/museums, etc. College faculty and staff serve as advisors to student clubs and organizations. The following student clubs and organizations are active at Germanna. To see an updated list and to join a student club or organization, please visit The Grizz, Germanna’s online platform for student groups and events.

Active Minds Club

Alpha Delta Nu Nursing Honor Society

Amun Warrior Arts Club

Anime Club

Applied Engineering Club

Black Student Alliance

College Attainment for Parent Students (CAPS) Club

Creative Arts Journal Club aka “The Roar”

Cybersecurity Club

Dental Programs Connect

Dungeons and Dragons Club

Environmental Club

eSports Club aka “Gaming Grizzlies”

Foodie Club

Germanna Gaming Club

Germanna Chess Club

Germanna Math Friends

Grizzly Groove Music Club

Inter-Club Council

New Traditional / Non-Traditional Club

Phi Beta Lambda - Business Chapter

Phi Theta Kappa (PTK)

Praise Dance Club

Psychology Club

Sexuality And Gender Alliance (SAGA)

Student Government Association

Student Nursing Association Council

Student Veteran’s Association

Tabletop Gaming Club

Travel Club

Student Life and Leadership Fund

A Student Life and Leadership Fund is established to support the program of Student Life and Leadership. This fund is derived from a $2.00 per credit hour Student Activity Fee collected from students as well as funding from the local jurisdictions of the College. The activity fee may be increased with approval of the Student Government Association, GCC Students, the GCC Local Board, and the Virginia State Board for Community Colleges. The funds in this account are to be spent only for student activities that have been authorized by the College. The Germanna Community College Board is responsible for the operation and control of these funds under the specific methods and procedures established by the State Department of Community Colleges and approved by the State Auditor. The Dean of Student Development authorizes all expenditures from the Student Life and Leadership Fund.

Fundraising by Students or Student Organizations

All fundraising done in the name of Germanna Community College or an approved College student organization must be used to support and advance the mission of the College. Fundraising activities conducted by recognized College student clubs and organizations require the approval of the Dean of Student Development. An individual student or a student group that is not affiliated with a formally recognized College club or organization must obtain approval from the Dean of Student Development for any fundraising effort that uses the name of Germanna Community College in its promotion. Approval may be requested by contacting the Student Life and Leadership Office.

The proceeds of all fundraising activities must be deposited with the College Business Office within 2 business days of receipt. All expenditures must be supported with original invoices or sales receipts. Requests for payment and/or reimbursement of expenses will follow College procurement guidelines that are available in the Business Office. Fundraising activities that support the Germanna Community College Educational Foundation are governed by the bylaws of the College’s Germanna Community College Board and the Foundation Board.

Student Activity Planning Procedures

Student activity planning procedures and forms are available online via The Grizz or at the Student Life and Leadership office. Groups wishing to host activities on-campus must submit an Event Request Form at least five (5) weeks prior to the activity. Budget requests, if needed, are included in the Event Request Form. The Student Life and Leadership office can help with the planning and publicizing of the activity. The use of College facilities is granted to recognized organizations with the understanding that reasonable conditions may be imposed to regulate time, the appropriateness of the space, and to ensure proper maintenance and security. Germanna Community College maintains alcohol-free, smoke-free campuses.

Steps in Planning a Successful Event:

Before the Event:

• Brainstorm with the group about ideas for an event.
• Check with the Student Life and Leadership staff about approval of the event, times, and dates for the activity. Please try not to schedule your event at the same time as another event.
• Plan a budget (if necessary).
• Submit an Event Request Form.
• Talk with Student Life and Leadership staff to decide how to purchase items that will be needed for the event.

During the Event:

• Make sure to have people scheduled to set up for the event.
• Use a sign-in sheet to collect the names and contact information of attendees.
• Take pictures for social media.
• Have fun!

After the Event:

• Have people scheduled to help with clean-up.
• Evaluate your activity and make recommendations for future events.

Student Clubs & Organizations: Approval of New or Reestablished Groups

Students are encouraged to establish or reestablish new clubs to in accordance with student interests. Campus organizations and student activities are encouraged and may be established for any lawful purpose. A Germanna faculty or staff member must serve as the group’s advisor. He or she will have responsibility for supporting the efforts of the club’s officers which may include attending meetings, assisting clubs in their development of budgets, and accompanying groups as they travel to conferences. All student clubs and organizations operate under the Student Government Association (SGA).

To receive formal recognition, a prospective club or organization must complete all the steps in the Student Organization Handbook including submitting a Recognition form to the Student Life and Leadership office.  The application must include a completed club registration form, an advisor agreement, and a copy of the group’s constitution. The Coordinator of Student Life and Leadership will approve/deny the group based on the information submitted and steps completed. 

Where there is affiliation with an external organization such as a national honor society, that organization’s constitution and bylaws shall be submitted with the Recognition form. Amendments shall be submitted to the SGA within a reasonable time. All organizational funds shall be handled in accordance with established Virginia Community College System policy. College recognition of an organization implies neither approval nor disapproval of the aims, objectives, and policies of the organization. However, membership in any recognized organization shall be open to any member of the College community without regard to race, color, gender, age, religion, national origin, political affiliation, veteran status, sexual orientation, socioeconomic class, or against otherwise qualified persons with disabilities. All student activity programs and recognized organizations must comply with the College’s nondiscrimination policy, except as follows: Any recognized religious or political student organization shall be authorized to limit certain activities only to members who are committed to furthering the mission of the organization. Such activities include ordering the organization’s internal affairs, selecting the organization’s doctrines, and resolving the organization’s disputes.

Student/Faculty Project Funding

Projects that are the result of students collaborating with staff or faculty are also eligible to be supported through Student Life and Leadership funds. These types of co-curricular programs provide wonderful opportunities for students to hone their leadership skills while also learning more about a particular topic. Faculty and staff serve in a supportive role to students who must serve in a leadership role on the project. Examples of programs that have been funded in part are the Nursing Idol competition, Cultural Diversity speaker, Applied Engineering Conference trip, and Jamestown trip. All programs in this category MUST be open to the entire campus community and benefit a large majority of the student population. Contact Student Life and Leadership for additional information.

Student Lounges

Student Lounges serve as places for faculty, staff and students to relax, interact with other Germanna community members, surf the internet and find out what activities are happening on campus. There is a small cafe located in the student lounge FAC. All campuses and sites have vending machines located either in or near the lounge. The Student Lounges are furnished and maintained using student fees so we ask that you be respectful in using the facilities. If you have any questions, contact Student Life and Leadership.

Student Participation in College Governance

Student participation in College decision-making and policy development is strongly encouraged. The Student Government Association (SGA) President and Leadership Council representative serve on Leadership Council, a campus-wide group comprised of faculty, staff and students which has input into major college decisions. Student representatives are invited to serve on special and ad-hoc committees such as the Bookstore Advisory Committee and the Commencement Committee. The Student Government Association is considered the representative organization for the student body and is consulted by faculty and staff for student reactions and feedback on relevant issues. Elections are held for Student Government Association officers in the spring (per Student Life and Leadership Coordinator approval). Attend the Student Organization Fair held each semester to learn more about elections. You may also contact Student Life and Leadership office if you would like additional information.

Student Records/Transcripts

Access to Student Records/Transcripts

Germanna Community College has partnered with Parchment Inc. to provide secure online ordering and delivery of academic credentials, including transcripts. Students are responsible for the fees associated with requesting their transcripts through Parchment. There is no charge for requested records beyond the transcript fee.

Due to the limitations on access to student information under the Family Educational Rights and Privacy Act of 1974, telephone, email and certain third party requests for transcripts cannot be honored. This includes transcript requests from parents of students. Germanna will not release a transcript for any student who has unresolved financial obligations with the College.

A duplicate copy of a diploma issued by Germanna Community College is available at no charge. Reorders will be processed and included with the next regular order for diplomas when degrees are conferred to graduates.

Note: The College does not provide copies of transcripts from other institutions. Such copies must be obtained from the originating source.

Student Records Retention

The College permanently retains an electronic record of a student’s academic transcript (student permanent record). Other records will be maintained in paper form for periods ranging from one year after the date of origination to three years from the date of a student’s separation from the College. The College retains student records according to the regulations set forth by the Virginia Public Records Act of the Code of Virginia.

Changes to Official Student Record

Students wishing to make any changes or corrections to identifying information on file at the College must complete a Change Form. This includes changes of name, address, telephone number, and curriculum. Change Forms are available at the Welcome Center and on the Enrollment Forms website.

The Family Educational Rights & Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

• 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 appropriate records custodian written requests that identify the record(s) they wish to inspect. The records custodian 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 are inaccurate or misleading. A student 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 or misleading. 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 and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agency); a person serving on the College Board; 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.
• FERPA permits institutions to identify certain items of student information as “directory information.” Germanna identifies directory information as the: student’s name, major field of study, number of credit hours enrolled, dates of attendance, grade level, degrees, honors, and awards received, the most recent educational agency or institution attended, and participation in officially recognized activities and sports. Students must submit written notification to the Office of the College Registrar to prevent the disclosure of directory information. Germanna may only disclose any of these items with affirmative student consent, and a student may notify the Admissions and Records Office in writing during the first ten days of the semester that this information remains confidential.
• 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, 600 Independence Avenue, SW, Washington, DC 20202-4605. According to FERPA, Germanna Community College may release information without the student’s written consent to the following:
  • School officials, as identified by Germanna Community College, determined by Germanna Community College to have a legitimate educational interest (individuals appointed to ad hock review committees may be identified as having a legitimate educational interest)
  • Officials of other institutions in which the student seeks to enroll
  • Persons or organizations providing to the student financial aid or determining financial aid decisions
  • Accrediting organizations carrying out their accrediting functions
  • Parents of a student who have established that student’s status as a dependent according to IRS Code of 1986, Section 152
  • Persons in compliance with a judicial order or a lawfully issued subpoena
  • Persons in an emergency, if the knowledge of information, in fact, is necessary to protect the health or safety of the student or other persons

Questions on this policy can be directed to the Registrar in the Office of Enrollment Services.

Germanna Community College reserves the right to deny transcripts or copies of records not required to be made available by the FERPA in any of the following situations:

• The student lives within commuting distance of Germanna Community College; if the student is within commuting distance, the student may be asked to come and view the file at the office rather than making a full set of copies of all file contents.
• The student has an unpaid financial obligation to the College.
• There is an unresolved disciplinary action against the student.

Types, Locations, and Custodians of Educational Records:

Admissions & Records
Location: Enrollment Services/ Custodian: Registrar

Cumulative Academic Records
Location: Enrollment Services/ Custodian: Registrar

Financial Aid Records
Location: Financial Aid Office / Custodian: Director of Financial Aid

Financial Records
Location: Business Office / Custodian: Business Manager

Placement Testing
Location: Testing Centers at both campuses / Custodian: Coordinator of Testing Services

Disciplinary Records
Location: Student Services / Custodian: Dean of Student Development

Facsimile Documents
Germanna Community College reserves the right to decline to send and/or receive records via fax transmission if the College considers the use of facsimile documents inconsistent with policies or the best interest of the institution or its students.