2022-2023 Undergraduate Catalog and Student Handbook 
    
    Sep 27, 2022  
2022-2023 Undergraduate Catalog and Student Handbook

Student Services



Student Engagement

Orientation: New students are required to complete an Orientation session before registering for classes. Orientation sessions are designed to introduce students to the College, provide essential information on programs and course selection, and present available support services necessary for student success. Students may complete Orientation in person or online. Dual Enrollment students are not required to complete Orientation until after they complete their secondary program. Students who intend to enroll for 15 credits or less are not required to complete Orientation. Students who have already completed an Associate Degree or Bachelor’s degree are not required to complete Orientation. Transfer students who can demonstrate that they transferred in academic good standing from their previous institution are not required to complete Orientation.

View orientation details

Student Development Course Requirement

Effective fall 2014, all curricular students, except those in career studies certificate programs, must take College Success Skills - SDV 100  or other approved Student Development course in their first semester of enrollment at Germanna Community College. Student development courses are designed primarily to foster student success. The courses assist students in developing and practicing skills and strategies which promote a successful college experience. The requirement may be met through course substitution for students who hold an Associate Degree or Bachelor’s Degree from a regionally accredited institution. Transfer students who have completed a minimum of 24 credit hours may gain credit for SDV 100  by taking the SDV Assessment by Local Examination (ABLE) test.

View Student Development Policy

 

Office of Equity Advancement

Germanna Community is open to all. Diversity, equity, and inclusion are core values of Germanna Community College. We recognize our responsibility to create, maintain, and nurture an academic and social environment that respects the diversity of people and ideas. We are committed to being an inclusive community that respects all culturesexperiences, and abilities and that prepares individuals to thrive in a global society.

Our overarching goal is to foster an intentional culture of excellence in diversity, equity, and opportunity.

The Office of Equity Advancement provides structures, resources, and leadership for collaborating across the institution in support of our goals and core values. Our office is fully dedicated to promoting a positive college experience where people of all identities, backgrounds, and perspectives feel welcome, safe, and included.

The Office of Equity Advancement provides programs and services that include:

  • Ombudsperson support
  • Support for English Language Learners
  • Student support for early college programs
  • Retention and recruitment initiatives
  • Assessment of equity practices to alleviate barriers to success
  • Cultural programming and resources
  • Truth & Reconciliation strategic plan and DEI initiatives
  • College-wide mentoring & onboarding buddy support
  • Administering the student discrimination grievance policy

Office of Accessibility Resources

Germanna Community College is committed to full compliance with the Americans with Disabilities Act (ADA) as amended by the Americans with Disabilities Act Amendments Act (ADAAA), and Section 504 of the Rehabilitation Act of 1973, which prohibit discrimination against qualified persons with disabilities, as well as other federal and state laws pertaining to individuals with disabilities. Under the ADA and its amendments, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity. The ADA also protects individuals who have a record of a substantially limiting impairment or who are regarded as disabled by the institution whether qualified or not. A substantial impairment is one that significantly limits or restricts a major life activity such as hearing, seeing, speaking, breathing, performing manual tasks, walking or caring for oneself.

The Office of Accessibility Resources (OAR) supports students who disclose a need for assistance or accommodations.  In order to determine reasonable accommodation, students with disabilities must submit documentation that generally should have a clear written diagnosis. Students can disclose to any authority at the college. However, documentation must be submitted in person or online to the Office of Accessibility Resources.

Students will need to submit documentation and complete onboarding before they can receive accommodations for any courses and services.  Accommodations are not retroactive and will not provide students with accommodation without documentation on file with the OAR. Accommodations are available for any academic program and activity offered at Germanna Community College at no cost to the student or the public.  If you have any questions about the ADA or accommodations please contact Win Stevens at wstevens@germanna.edu, disabilityservices@germanna.edu or Zoom now for immediate support https://www.germanna.edu/accessibility-resources/

Access for Persons with Disabilities

Germanna Community College is committed to the full and total inclusion of all individuals and is dedicated to the principle of individual empowerment. Germanna will provide service to ensure equal access to all aspects of the college experience for students with disabilities through the most appropriate accommodations. Services are provided based on each student’s individual needs.

Services are available to students who self-identify and provide appropriate documentation of their disability. Through accommodations and other support services on campus, Germanna Community College strives to provide a quality experience for all qualified students with disabilities. All services are provided at no charge.

Students who feel they have been denied equal access to all programs and services offered by the College may refer to the Access Policy.

Services for Students with Disabilities

Students with disabilities who will need accommodations to fully participate in the programs, services, and activities offered by Germanna Community College are encouraged to register with the Office of Accessibility Resources at the Locust Grove, Fredericksburg Area, Stafford Center, Culpepper campus and online in Zoom. To be eligible for services, students must submit appropriate documentation of their need for services. Services are provided based on each student’s individual needs. Services may include, but are not limited to: orientation to campus, academic accommodations, removing barriers to learning, liaison with faculty, staff and departmental information and referral. In the event, an accommodation request is denied, students may refer to the grievance procedures for students with disabilities. This grievance procedure is outlined in the Germanna Community College Access Policy found in the Appendix section of this catalog.

Service Animals

This policy applies to students, employees, and the public who utilize Germanna Community College’s programs and services.

The Service Animal Policy provides support for individuals to have access to facilities, programs, and services offered by Germanna Community College. The requirements for using a service animal as a reasonable accommodation in compliance with State and Federal legislation regarding persons with disabilities. The policy’s intents are to ensure that a person with a disability who requires a services animal is protected under the law when they are on campus with their services animal. The use of emotional support as an accommodation the student will need to animals most register with the Office of Accessibility Resources. However, to use a support animal, individuals will need to follow the Service Animal Policy. (as listed on the college website). For additional information, please see the Service Animal Policy.

Great Expectations

The Great Expectations (GE) program at Germanna Community College assists students currently or previously affiliated with the Virginia Foster Care System with their transition to independent living and college. The GE program participants learn about programs of study, support services and financial aid resources. Participants receive direct guidance with their college and professional aspirations and have access to free monthly social events and noncurricular events. Participants receive support from GE Mentors to ensure their success and college completion.

Counseling Services

A professional counseling staff is available to assist students with solving problems which may interfere with their academic progress at Germanna. Contact Counseling Services at Germanna locations for availability and hours of operation. Students may make appointments with a specific counselor or walk in and be seen by the first available counselor. We also have online counseling available.

Counseling Services website

High School Career Coach Program

Community College employees are based in local high schools help high school students define their career aspirations and to recognize community college and other postsecondary programs, including apprenticeships and workforce training, that can help students achieve their educational and financial goals. The fundemental objectives of the VCCS High School Career Coach Program are to empower students to make informed decisions about their career and educational plans and to prepare students for success in postsecondary education and training.

Career & Transfer Center

Career and Transfer services are available to students interested in obtaining career information for exploring transfer options. The Center provides information, tools, and resources that students need to make informed decisions about their educational and career goals now and in the future. The Center is located on the Fredericksburg Campus in the V. Earl Dickinson Building on the second floor.

Career and Transfer website

Career Services

Career Services provides students, alumni, and employers with viable resources needed for a successful transition to the workplace through assistance with advising, career exploration, career assessment, job preparation, career action plan and employment opportunities. Programs and activities seek to assist and support students and alumni in learning about appropriate and satisfying careers, enabling them to participate more fully in a global society. Career and Service learning fairs are held at various times throughout the year.

Career Services website

Transfer Services

Transfer Services provides interaction with four year institutions for those students who wish to continue their education. College representatives visit on a regular basis and workshops are offered to help students stay on track to transfer. An Annual College Transfer Fair is held in the Fall. In addition, the Transfer web page provides many resources to assist students including transfer guides, Guaranteed Admission Agreements (GAA) and transfer timelines.

Transfer Services website

Internship Services

Participation in internships allows students to become engaged with the workplace and/or community which enhances career exploration and development. The Career and Transfer Center will assist students, faculty members and employers in creating unique engaged learning experiences for both credit and non-credit.

Internship Services website

Tuition and Fees

Tuition charges are set by the State Board for Community Colleges and are subject to change. If a tuition and fee increase does occur after payment has occurred, the student will be responsible for the difference.

View tuition and fees

Eligibility for In-State Tuition Rates

The College makes an initial determination of a student’s eligibility for in-state tuition rates based on the information provided by the applicant and/or the applicant’s parent, legal guardian or spouse on the Application for Virginia Domicile. Eligibility is determined by using State Council of Higher Education guidelines pertaining to Section 23-7.4 of the Code of Virginia.

Generally, in order to be eligible for in-state tuition rates, the student must have been legally domiciled in Virginia for a period of at least one full year prior to the beginning of the planned term of enrollment at the College. Domicile is a technical, legal concept which means more than simple residency in the Commonwealth of Virginia. In order to be considered a Virginia domiciliary, a student must demonstrate through clear and convincing evidence his/her intention of remaining in Virginia indefinitely.

Demonstration of intent is usually accomplished through objective evidence. A student under the age of 24 generally assumes the domicile of the parent(s) or legal guardian(s), unless the student has been legally emancipated or meets criteria for independent student status. A student who has been classified as out-of-state for tuition purposes will be notified in writing of the domicile determination. Additional information about eligibility may be obtained from the Admissions and Records Office.

Military Exceptions for In-State Tuition Rate

The following individuals shall be charged the in-state rate, or otherwise considered a resident, for tuition purposes:

  • An individual using educational assistance under Chapter 30 (Montgomery GI Bill® - Active Duty Program), Chapter 31 (Veteran Readiness and Employment-VR&E), Chapter 33 (Post 9/11 GI Bill ®), and Chapter 35 (VA Benefits for Dependents and Survivors) per Public Law 117-68, Title 38 of the United States Code, who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal State of residence) and enrolls in the school within three years of discharge from a period of active duty service of 90 days or more.
  • An individual using Chapter 30, Montgomery GI Bill ® Active-Duty Educational Assistance Program who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal State of residence).
  • An individual using educational assistance under Chapter 31, Veterans Readiness and Employment (VR&E) who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal State of residence) effective for courses, semesters, or terms beginning after March 1, 2019. 
  • Anyone using or transferred Chapter 33 Post-9/11 GI Bill® benefits (38 U.S.C. § 3319) who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal State of residence), including if the transferor is a member of the uniformed service who is serving on active duty.
  • Anyone using or transferred Chapter 35 Survivor’s and Dependents’ Educational Assistance who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal State of residence).
  • Anyone described above while he or she remains continuously enrolled (other than during regularly scheduled breaks between courses, semesters, or terms) at the same institution. The person so described must have enrolled in the institution prior to the expiration of the three-year period following discharge or release as described above and must be using educational benefits under either Chapter 30, Chapter 31, Chapter 33, or Chapter 35, of Public Law 117-68 title 38, per the United States VA Code.

 

Each student must submit a Domicile Exception Application to qualify. Contact an Enrollment or Admissions Office on any Germanna Community College campus for more information. The Domicile Exception Application may be accessed on the Germanna.edu website, search key word: domicile. Current military exceptions to domicile information can be on The State Council of Higher Education for Virginia (SCHEV) website at schev.edu.

Domicile Appeal:

A student who disagrees with the initial tuition classification may make a written appeal to an Assistant Registrar within ten business days of the initial notification. The student may be asked to provide additional domicile information to supplement the Application for Virginia Domicile. An Associate/Assistant Registrar will respond to the appeal via email notification within fifteen business days.

If the student disagrees with the tuition classification, the student may file a final written appeal with the Registrar for consideration by the Domicile Appeals Committee. The Domicile Appeals Committee shall consist of two members appointed by the Dean of Students and the Registrar. No person who serves at one level of this appeals process shall be eligible to serve at any other level of this review. This written appeal must be made within five business day of the student’s notification of the first appeal. The Domicile Appeals Committee will review the domicile determination to ensure the decision is in compliance with relevant state legislation and state guidelines.

A student who is not satisfied with the outcome of the review by the Domicile Appeals Committee may appeal to the appropriate circuit court. The student must file a petition for review with the court within thirty business days of receipt of the decision made by the Domicile Appeals Committee.

Note: The Guidelines for Determining Domicile and Eligibility for In-State Tuition Rates set forth in Section 23-7.4 of the Code of Virginia will be followed by Germanna Community College throughout the domicile appeals process.

Changing Status: If the student initially enters the College as an out-of-state student and believes subsequently to have achieved Virginia domiciliary status, an Application for Virginia Domicile must be submitted to the Admissions and Records Office. If a determination is made in the  student’s favor, the student will become eligible for in-state tuition rates for the next semester in which the student enrolls.

Paying Tuition

Tuition payments can be made online (MYGCC) using a credit/debit card or e-check (ACH) payment. 

Payments can be made in person with cash, check or money order. Checks should be made payable to Germanna Community College for the exact dollar amount owed.  Checks and money orders can also be mailed to Germanna Community College, Attn: Cashier’s Office, P O Box 1430, Locust Grove, VA 22508.

  Pay for College

Deferred Payment: The College may offer deferred payment dates during specified registration periods. Please refer to the Paying for College page of the Germanna website for payment due dates.

Student Payment Plan: Automatic Payment Plans are available for tuition and fees. These plans are offered through a payment plan service provider that has contracted with the college (Nelnet). Enrollment in the Automatic Payment Plan must be completed online through the student MyGCC Portal.

Automatic Payment Plan details

Failure to make payment in full (either in person, online, or in the form of anticipated financial aid sufficient to cover any balance due) by the time payment is due may result in the student being dropped.

Refunds

Students may drop unwanted courses by using the MyGCC link on the Germanna homepage or by submitting a Drop/Add Form to any Welcome Center.  The student will receive a full refund if they drop the class by the Last Day to Drop with a Refund for each session.  These dates can be found on the Germanna Academic Calendar.

Whenever possible, credit/debit card payments made online using E-Pay will be applied to the card used to make the payment.

All other refunds will be processed in the name of the student as a check mailed to the address on file in the Student Information System.  For faster refunds, the student may choose to have refunds credited by direct deposit to their bank account by setting their preference in their Student Center using the “Manage Refunds” link.

Refunds are typically processed within 2 weeks of the Last Day to Drop with Refund and take approximately 10-15 business days to be received by mail.  Direct deposit refunds can take 5-10 business days.

Refund Exceptions

Students seeking an exception to the tuition refund policy due to mitigating circumstances must contact the Admissions and Records office. Refunds will not be authorized after the refund deadline unless extraordinary circumstances are documented and approved by the Registrar. Refunds will be approved in accordance with VCCS policy.

Note: If a student eligible for a refund has an outstanding debt to another State agency, the Commonwealth Treasurer’s Office may apply the refund to the outstanding debt.

Repayment Upon Withdrawing from College

If a student withdraws (or stops attending classes) from college at any time during the semester, the student may not be refunded any out-of-pocket payment and may be required to repay a portion of any grant aid received. With respect to financial aid repayments, the amount of repayment due is calculated based on the student’s withdrawal date. Repayments from students shall be returned to the programs from which the student received funds, as specified in Federal Regulations. Work Study earnings are not included in the repayment calculation. Students who stop attending class and receive grades of F, U, W, I or X may be required to repay a portion of the total federal aid received.

Fees

Student Activity Fee: A student activity fee is charged per credit hour to all student categories. This fee supports student activity operating budgets.

Parking Maintenance Auxiliary Fee: A parking maintenance auxiliary fee is charged per credit hour to all student categories. The fee supports the maintenance costs of the parking lots, which are not allowed to be funded with state appropriations.

Facilities Auxiliary Fee: A facilities auxiliary fee is charged per credit hour to all student categories. The fee supports the facility costs that cannot be funded with state appropriations, such as student centers and parking garages.

Capital Fee: A capital fee is charged per credit hour to all out-of-state students, including out-of-state contract students. This fee is to offset bond expenses for capital construction. The college collects this fee but does not retain it.

 

Other Charges

Fees for Copies of Records: 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.

Fees for College/Library Materials:  Students are required to pay charges for any College property they damage or lose (such as laboratory or shop equipment, library books, materials, and other equipment).

While the College Library does not charge fines for overdue materials, students may be charged a replacement fee and an administrative charge for lost or damaged items.

Past Due Balances, Returned Checks & Late Charges

Returned checks and rejected ACH payments may be subject to a $50.00 fee, and will result in check/e-check payments no longer being accepted by the college.

Students with past due balances may be ineligible to enroll or receive transcripts until the debt is satisfied.

If the matter is referred for collection to an attorney or to a collection agency, then the student will be liable for attorney’s fees or additional collection fees of up to 25% (subject to change) of the then unpaid balance. Registering for classes will be deemed to be acceptance of these terms.

Books and Supplies:

Students are expected to obtain their own books, supplies and consumable materials needed in their studies. The estimated costs of these items is $700 per semester, depending on the program of study and number of credits taken by the student.

Tuition and fees are subject to change with the approval of the Virginia State Board for Community Colleges. All fees are due with payment of tuition.

View tuition and fees

Financial Aid

The Financial Aid Office is happy to assist with applying for grants, loans, scholarships, and the work-study program. The first step to apply for these programs is the Free Application for Federal Student Aid (FAFSA). You must apply online through FAFSA on the web at studentaid.gov each year. April 1st is the FAFSA Priority Filing Date for the  Germanna each year. Students should file their FAFSA as early as possible and respond to requests for information promptly which can be found on their Student Center page under To Do List. When completing a FAFSA each year, you must list Germanna Community College for us to receive your information electronically. The school code for Germanna Community College is 008660. You and your parent(s) (if applicable) must obtain a Federal Student Aid ID at studentaid.gov prior to completing the FAFSA.

Types of Financial Aid that Germanna offers are: Federal Pell Grant, Federal Direct Student Loans, Federal Supplemental Educational Opportunity Grant, Virginia Commonwealth Grant, Virginia Community College System Grant, Virginia Guaranteed Assistance Program, Germanna G3, Part-Time Assistance Program, President’s Tuition Offset Grant, Federal Work-Study, Germanna Work Study Program, and the Germanna Guarantee Scholarship Program.

Aid eligibility is determined on the “Last Day to Drop with a Refund” date each semester (for the 15-week session for Fall and Spring and 10-week session for Summer) and is based on the number of enrolled financial aid eligible credits. Any changes to your enrollment may cause your financial aid to be adjusted accordingly.

For those students receiving financial aid: the “Bookstore Charging Period” is open for four - six weeks each semester, starting approximately one week prior to the semester.

Payment for classes is due upon registration. Students need to plan ahead by reviewing payment options and available resources.

What is Financial Aid?

Student financial aid is money received from an outside source to assist the student in paying for the costs of higher education. Financial aid is available from state and federal governments, the Germanna Educational Foundation, and private organizations.

Financial Aid - Staff members are available to provide information and assistance with financial aid programs. Financial aid is awarded based on federal and state guidelines. Rarely are there circumstances that permit colleges to award students that do not meet these guidelines. If you feel that your circumstances are mitigating and should warrant a special consideration, please contact the Financial Aid Office. Any circumstances must be documented before special consideration will be given.

Students who have received a financial aid award notice may use their financial aid for payment of tuition and fees. Tuition and fee charges not fully covered by financial aid must be paid prior to the payment deadline. Financial aid refunds for students who have financial aid more than tuition, fees and books will be processed approximately six to eight weeks after classes begin. More information on the financial aid programs is available in the Financial Aid section of the Germanna Community College website.

Who is Eligible for Financial Aid?

Federal and State Aid: Students must apply for financial aid by completing the FAFSA. The results of the FAFSA will  be released to Germanna Community College and must indicate that you have financial need. To qualify for federal and/or state financial aid at Germanna Community College, students must be accepted for admission as a regular student in an eligible program of study, must maintain Satisfactory Academic Progress (SAP), must be enrolled in financial aid eligible credits, and must not be in default on a student loan or owe a repayment to a federal grant. Students must be a U.S. citizen or eligible non-citizen. Students who have not graduated from high school, completed a home school program, or received a GED equivalent will not be eligible for federal or state aid. State funds are only available for students domiciled in Virginia. All other federal and state requirements must be met.

Local Scholarship Aid: Qualifications for each local scholarship are determined by the donating organization or business. Current scholarship announcements are available on the Germanna Community College website.

Satisfactory Academic Progress Standards for Financial Aid Recipients

Students must maintain satisfactory progress to receive any federal, state, or institutional financial aid. SAP  will be evaluated at the end of each term.

View Satisfactory Academic Progress details

Degree seeking students will have a maximum of approximately 90 attempted credit hours during which time they may qualify for financial aid. (Actual maximum credit hours are 150% of the number of credit hours required to complete the program. This may be slightly more or slightly less than 90 credit hours.) Once a student has reached this maximum credit hour limit, their eligibility for aid will be exhausted. Changes of programs do not extend these time limits. All enrollments at the college are counted toward the maximum limit whether or not the student received aid. Certificate programs are limited to 150% of the number of credit hours required to complete that program.

Repeated courses enable the student to achieve a higher cumulative grade point average. Financial aid can be considered for successfully completed classes that are repeated to achieve a higher grade but for only one additional attempt. Only the highest grade earned will count toward the cumulative grade point average. All repeated courses are counted toward the maximum credit hour limit. Transfer credits are counted as credits attempted.

Loss and Reinstatement of Eligibility

Students who do not meet these standards will be notified of the reason(s) for the loss of eligibility. A student may appeal the loss of their eligibility, in writing, to the Financial Aid Office by completing a Satisfactory Academic Progress Appeal Form. Student’s SAP appeal form will be considered, and the Financial Aid Office will notify the student of the decision, via your student email account. All appeals must be supported by documentation, or they will not be considered. A student who chooses not to appeal or whose appeal is denied may return at his/her own expense and complete the classes necessary to meet the required standards to reinstate their aid.

Refunds and Repayments for Title IV Financial Aid Recipients: for more information on the impact of drops and withdrawals please see the Financial Aid website.

Change in Enrollment Status during the Full Refund Period

If a student fails to attend class, officially drops a class(es) during the full refund period, or has a class canceled, his/her eligibility for financial aid funds will be reduced accordingly. If the student receives funds based on the higher enrollment level, the student must repay the difference between the amount for the higher enrollment level and the amount for the lower enrollment level. Students who fail to begin attendance in all classes are not eligible for financial aid and will be required to repay all financial aid funds received.

After the Refund Period

Students who stop attending class and receive grades of F, R, U, W, I, or X may be required to repay a portion of the total aid received. Students who receive grades of F, R, U, W, I or X may lose eligibility for further financial aid funds, too. Students may have to repay financial aid funds under the following circumstances:

  1. If a student withdraws from all classes after the refund period, or
  2. If a student fails to begin attendance in one or more classes, or
  3. If a student stops attending all classes for the semester.

Types of Financial Aid at Germanna

Federal Pell Grant: Pell Grants are awarded to undergraduate students who have not earned a bachelor’s or professional degree. Eligibility is primarily based on the Expected Family Contribution from the Student Aid Report, but it is also affected by enrollment status. Students must be enrolled in an eligible program of study and in financial aid eligible classes.

Iraq and Afghanistan Service Grant: A student who is not eligible for a Pell Grant, but whose parent or guardian was a member of the U.S. Armed Forces and died as a result of service performed in Iraq or Afghanistan after September 11, 2001, may be eligible to receive the Iraq and Afghanistan Service Grant.

Eligible students must be under 24 years old or enrolled in college at least part-time at the time of the parent’s or guardian’s death. The grant award is equal to the amount of a maximum Pell Grant for the award year - not to exceed the cost of attendance for that award year.

Federal Supplemental Educational Opportunity Grants: This is a federal grant for undergraduates with exceptional need. Since these funds are limited, only Pell Grant recipients with the lowest Estimated Family Contribution will receive these grants. Recipients must be enrolled at least half-time (six financial aid eligible credits) per semester. Priority is given to out-of-state classified students.

Federal Direct Stafford Loan: Direct Stafford Loans, from the William D. Ford Federal Direct Loan Program, are low-interest loans for eligible students to help cover the cost of higher education. Eligible students borrow directly from the U.S. Department of Education. A minimum of six financial aid eligible credit hours per semester is required. Annual limits are based on class level and dependency status and range from $5,500 to $10,500 per year at community colleges.

Federal Direct PLUS Loan: Parents of dependent students may apply for a Federal Direct PLUS Loan to help pay their child’s education expenses if certain eligibility requirements are met. The annual limit on a PLUS Loan is equal to the student’s cost of attendance minus any other financial aid the student receives.

Virginia Commonwealth Grant: The Commonwealth grant provides grants to qualified students who are domiciled residents of Virginia. Students must be enrolled at least half-time (six semester credits) in an eligible program of study and financial aid eligible classes. The award amount cannot exceed the cost of tuition and fees.

Virginia Guaranteed Assistance Program: Full-time (12 or more credits) Virginia domiciled student who graduated from a Virginia high school with at least a 2.5 grade point average or completed a home school program with a SAT verbal and math combined score of at least 980 or ACT Composite score of at least 19, may apply for this state grant program.

Germanna G3: G3 is a tuition assistance program for any Virginia resident, regardless of any prior degree received, who qualifies for in-state tuition and whose family income falls below an identified threshold. Germanna G3 can be used for designated programs in five of Virginia’s most in-demand industries: Early Childhood Education, Healthcare, Information Technology, Public Safety and Skilled Trades.

Part-Time Assistance Program: This grant is to assist undergraduate, part-time students with financial need to pay their tuition and fees. For an undergraduate student to be eligible for an award, a student must be a domiciled resident of Virginia and be enrolled for one to eight financial aid eligible credits in an approved.

Federal Work-Study: This program provides part-time jobs for students who demonstrate financial need and are enrolled at least half-time (six credits per semester) in financial aid eligible classes. Student class schedules, curriculum and job skills are considered in assessing eligibility. Most employment is on-campus; however, additional employment opportunities have been established for off-campus community service employment. Students are paid bi-weekly.

Germanna Work-Study Program: This program provides employment opportunities to students who do not qualify for need based Federal work-study. Students must meet the same academic standards as Federal work-study students. Students are paid bi-weekly.

Germanna Guarantee Scholarship Program: The Germanna Community College Educational Foundation may award scholarships to students who demonstrate financial need. Scholarships aid with tuition, books or other educational expenses.

The Rich Gossweiler Student Emergency Fund: This fund provides students with emergency financial assistance above and beyond normal grants and other aid to help remove some of the barriers for students who may be in financial need. The intended purpose of these funds is to pay for something that falls outside of tuition, fees, or required supplies for college. Students must submit an application to apply for this fund. There is a maximum amount allowed per student, per year, of $600 providing there are funds available. Applications can be found in any of the Financial Aid offices at Germanna locations. Recipients must be enrolled at Germanna Community College.

State Tuition Assistance Programs

Virginia Military Survivors and Dependents Education Program: Spouse or child between the ages of 16 and 29 of a qualifying Veteran may be eligible for educational assistance.

Children of Law Enforcement Officers and Firefighters: Children ages 16 to 25 of Virginia law enforcement officers, firefighters, or rescue squad members who have been killed in the line of duty may be eligible for full tuition and fees.

Registration Information

Students may register in person at any Germanna campus or center or ONLINE via myGCC. All students are encouraged to register for classes as early as possible. Registration is not complete until tuition is paid.

View registration information

View class schedule

View registration dates

New/Readmit Students: A new/readmit student is one who has not enrolled in credit courses at GCC in the last three years.

  1. New students must submit an Application for Admission. Students can complete the free application by going to www.germanna.edu. Paper applications are also available in the Admissions and Records Office. At the end of the application process, you will be issued a student ID number.
  2. College Readiness Assessment. Students who have successfully completed a previous college level English and/or math course with a grade of C or better, have SAT or ACT scores which meet Germanna’s requirements, have graduated or earned their GED within the last five years, have completed developmental coursework at a regionally accredited college, or are military/veteran affiliated may not need to take placement tests. For current score requirements, contact Counseling Services. Students who do need to take a placement test must have a current application for admission to Germanna Community College on file, and present a valid state issued ID and Germanna Community College student ID number when coming to test. All test scores are valid for 5 years.
  3. Students should have official copies of scores and/or college transcripts sent to Germanna for their official records. However, unofficial copies of scores can be used for advising and registering purposes and should be brought with students to advising and registration appointments.
  4. Make arrangements so that your official high school, GED, and/or college transcripts are sent to the Admissions and Records Office at Germanna. To officially transfer college credit, you will need to submit a Request for Evaluation of Transfer Credit form to Germanna’s Admissions and Records Office.
  5. After completing the required New Student Orientation new students are encouraged to meet with an academic advisor prior to registering for the first time to review program requirements, determine an appropriate course load, and clarify educational goals and objectives. If you are under the age of 18 and do not possess a high school degree or GED, you will need to meet with a counselor to discuss enrollment. Students that select a program of study will be assigned a faculty advisor during their first year.
  6. After meeting with an academic advisor students may register online through myGCC SIS. Students needing assistance with registration may also submit a registration form to Admissions and Records.
  7. All students must pay tuition by the posted deadline. Payments can be made in-person at each campus location or electronically via myGCC. Additional payment options include a payment plan, financial aid, and student loans.

Continuing Students: A continuing student is one who has enrolled for credit courses at GCC within the last three years.

  1. Continuing students are encouraged to meet with an advisor regarding your program of study on a regular basis. Students that have been assigned a faculty advisor may make an appointment with their academic advisor during their posted office hours.
  2. Students may register online via myGCC, in person with an advisor/counselor, drop-off (a drop box is provided outside the Admissions & Records Office at each campus) or by mail.
  3. Pay tuition. Payment can be made in-person at each campus location or electronically via your myGCC student account. Germanna also has an Automatic Payment Plan that the Business Office can assist you with. In addition, the Financial Aid Office at each campus can assist with the financial aid application process.

NOTE: ALL STUDENTS MUST MEET COURSE PREREQUISITES

Navigate

Navigate Student is a mobile advisor that helps students get the most out of their college journey. Through the app, students can choose the right major, navigate requirements ranging from financial aid to course registration and stay on top of important dates and deadlines, all from their phones. Navigate makes it easier to stay on top of important tasks and decision making. It is the ultimate guide to build and stay on the path to graduation.

Why Use Navigate?

  • Get step-by-Step Guidance: Navigate is a free mobile app that will help you thrive at Germanna Community College. Navigate can help students at all levels, whether you are just getting started or nearing graduation. It is your own personal advisor, right in the palm of your hand.
  • Have Answers at Your Fingertips: Find the information you need without the wait.
  • Make Connections: Whether you are looking for academic advising, tutoring or a campus activity outside of the classroom, Navigate will connect you to the right people and resources.
  • Appointment Scheduling: Navigate helps you schedule appointments with academic advisors and tutors quickly and easily.
  • Major Explorer: Match your interests and career goals with the right major and look at transferable skills and career options for each major.
  • Class Schedule: View your class schedule and easily connect with professors.

Navigate Student can be found by logging on to MyGCC and clicking on the Navigate Student and Chrome is the recommended browser for Navigate Student and Navigate Student is not supported by Internet Explorer.

Academic Advising

Following their initial enrollment with their Admissions Coach, all new students are expected to see an Academic Advisor prior to beginning classres at Germanna. During this initial advising session, the student’s educational and career goals are discussed in relation to their academic program. Students are encouraged to continue meeting with an Academic Advisor to clarify program requirements and course selection. During their first semester, all curricular students are assigned an Academic Advisor and a Faculty Advisor. Curricular students may consult with their Faculty Advisor for help with program-specific and career-related questions throughout their time at Germanna. Students who have not selected a curriculum may continue to see an Academic Advisor for academic advising.

After completing 30 credits, students in good standing may choose to continue to meet with an Academic Advisor or their Faculty Advisor for advising each semester, or may choose to self-advise. Students who self-advise agree to accept full responsibility for their course selection decisions and for following curriculum requirements for graduation. All students are responsible for consulting the College Catalog and Student Handbook for course corequisites and prerequisites before registering for a class. 

Students who are persuing a course of study in Nursing should go to the Welcome Center to start the admissions process. While at the Welcome Center, the student should (1) officially select the Health Professions Preparation Career Studies Certificate or General Studies Pre-BSN major to have it recorded in SIS (2) complete registration and enrollment for classes; and (3) have transcripts from all other colleges evaluated with the result recorded in SIS.

Auditing a Course

Students who wish to attend a course without taking examinations or receiving credit may do so by registering to audit that course. Students may register to audit a course, with permission from the appropriate Dean of Instruction. The regular tuition rates apply for audited courses. Audited courses carry no credit and do not count as part of the student’s course load. Changes from audit to credit or from credit to audit must be made by the official last day to drop with a refund. Students who later wish to earn credit for an previously audited course must re-enroll in the course for credit and pay normal tuition fees. (Financial aid will not pay for audited courses).

Adding a Course

Students may enter a new class or change sections through the published “Last Day to Add a Class.” Students may add a class via myGCC or by completing a registration form available online or at the Welcome Center. For more information, please see the section entitled “On-Time Registration.”

Withdrawing from a Course

A student may withdraw from a course without academic penalty and receive a grade of “W”during the first 60% of the semester or session. The date identified as the “Last Day to Withdraw without Academic Penalty” for each semester or session is published in the current catalog and is available on our website. Appropriate paperwork must be received and processed by the Admissions and Records Office on or before the published deadline. Students using financial aid are encouraged speak with the Financial Aid Office prior to withdrawing from a course.

After that time, if a student withdraws or is withdrawn from a course, a grade of “F” shall be assigned. Exceptions to this policy may be considered under mitigating circumstances if the student was making satisfactory academic progress in the course when their attendance or participation ceased. Mitigating circumstances must be documented by the student in a formal written petition and submitted with the appropriate withdrawal form to the appropriate Dean of Instruction for review and consideration. A copy of this documentation will be placed in the student’s academic file.

Note: Mitigating circumstances are defined as instances in which the student was unable to complete the course due to serious illness, death in the immediate family, full time employment or shift change, or move from the area.

Dropping a Course with Refund

Students may drop a course with refund through the published “Last Day to Drop with Refund” date. Classes dropped by this date will be removed from the student’s academic record. Students may submit course drops online via myGCC. Registration Forms may be obtained at any Welcome Center or our website.

Tuition refund information

Get registration forms

On-time Registration

On-Time Registration policy prohibits students from adding or swapping courses after the posted deadline except under special circumstances. Documentation to support the mitigating circumstance as well the permission of an authorized designee is required. Please visit the Welcome Center for more information.

View On-time Registration Policy

Veterans Information

“This institution is approved to offer GIBill®  educational benefits by the Virginia State Approving Agency.”

“GIBill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government website at http://www.benefits.va.gov/gibill.”

The Germanna Community College Military & Veteran Services Center (MVSC) provides military-affiliated, tailored services including enrollment, academic advising, advocacy, education benefit processing, and social engagement. We provide support to students who are eligible for education benefits under the Montgomery GIBill®, Post 9/11 GIBill®, Veteran Readiness & Employment, MYCAA scholarship program, Tuition Assistance, and Virginia Military Survivors and Dependents Education Program. The Germanna MVSC provides information to active-duty military, veteran and reservist students and their families, assists with the benefit application process, and serves as a liaison with the VA Regional Processing Office.  

For students using Chapter 33 Post 9/11 GI Bill® or Chapter 31 Veteran Readiness & Employment benefits of 100%,  Germanna will not prevent the student from enrolling, will not assess a late penalty fee, will not require alternative or additional funding, and will not deny access to any college resources that are available to other students that have paid. Students wishing to utilize veteran’s benefits must submit a Veteran Registration Certification form for each term of enrollment. The form can be submitted electronically from our website at https://applications.germanna.edu/veterans/registration-certification.asp. For Chapter 33 and 35 students, a copy of the Certificate of Eligibility will also be required; for TA students, a copy of the Tuition Assistance approval will be required, after meeting with Education Services Officer (ESO).

 

Through programming and direct services, we provide active-duty military, veterans, reservists, and their families with a coordinated system of service delivery to insure a meaningful transition to civilian life and a positive educational experience. New students utilizing benefits for the first time must submit a Germanna Admissions application found at www.germanna.edu, meet with an academic advisor and review a degree or certificate program checklist. Please provide copies of military transcripts for evaluation of transfer experience.

  • Veteran students must complete the VA form 22-1990 and may need to provide a certified copy of his/her discharge papers (DD-214).
  • Dependent students (transferred benefits), VA form 22-1990E must be completed.
  • Students who believe he/she is eligible for survivor and dependent benefits should complete the Survivors’ and Dependents’ Educational Assistance applications, VA form 22-5490.
  • Veteran students who previously utilized benefits at another college or university or changed his/her Program of Study, must complete a Request for Change of Program or Place of Training VA form 22-1995.
  • Dependent students who previously utilized benefits at another college or university or has changed his/her Program of Study, must complete a Request for Change of Program or Place of Training VA form 22-5495.
  • Active military students must contact Education Services Officer (ESO) to initiate the application process for Tuition Assistance (TA). Each branch has its own application process, forms, and Tuition Assistance benefits.

VA forms and documents may be completed at www.va.gov. Tuition Assistance forms and documents are handled by branch affiliation. Please provide a copy of the confirmation document or approval to the GCC Military & Veteran Services Center representative.

Enrollment Changes - All enrollment and curriculum changes must be promptly reported to a GCC Military & Veteran Services Center representative. Changes include increase/decrease in course load, withdrawal, suspension, dismissal, and a change in degree plan. If you change your degree plan, please meet with an Academic Advisor to receive a new degree, or certificate checklist and complete a degree plan change form. Educational benefits will not be given for audited courses or courses from which the eligible student withdraws, is administratively withdrawn, or receives a final grade of “W”, unless VA finds mitigating circumstances involved in the withdrawal. Educational benefits are only available for courses required in the eligible students’ degree or certificate plan of study or for developmental courses required in preparation for meeting degree requirements. Online developmental courses are not eligible for funding.

In accordance with section 1019 of Public Law 116-315, if an enrollment change creates an overpayment of tuition and fees, VA will not collect these debts from the student. Rather VA will collect the debt from the College. The student will be responsible for repaying any debts associated with monthly housing allowance and book stipend to the VA. The College may require for the student to pay any outstanding balance for tuition and fees and may contact the student regarding the debt.  

Work-study for Veterans and Dependents - Eligible students may qualify for the Veterans’ Work-Study Program if they are enrolled in at a three-quarter time rate. More information can be obtained at the Military & Veterans Service Center.

Standards of Satisfactory Progress - The Veterans Administration requires that students receiving veteran’s benefits must maintain satisfactory academic progress. Any student receiving benefits who falls under academic warning, suspension or dismissal will be reported to VA.

Grievance Procedure - “The Virginia State Approving Agency (SAA), is the approving authority of education and training programs for Virginia. Our office investigates complaints of GIBill® beneficiaries. While most complaints should initially follow the school grievance policy, if the situation cannot be resolved at the school, the beneficiary should contact our office via email saa@dvs.virginia.gov .”

Military Service Mobilization/Deployment Policy - Students in military service (whether voluntary or involuntary) on active duty in the Armed Forces, including such service by a member of the National Guard or Reserve, when mobilized or deployed for a period of more than 30 days are eligible for special consideration with regard to tuition refunds, credits and reinstatement.

Dependents of military members may also be given consideration under this policy. Dependents are defined as any civilian qualifying as a military dependent under 37 USC 401 currently or as otherwise amended.

Should a student request to be withdrawn from the College after the census date, the student may elect to be either deleted from the registration file and be awarded a full refund of tuition and fees or be administratively withdrawn with no refund and assigned a grade of “W”.

The student may elect to receive a refund, or request that refund may be retained and applied toward tuition and fees charged in the semester or term in which the student returns to study.

Students have the opportunity to receive an incomplete grade “I” for courses in progress when mobilized or deployed. In such cases, all course requirements shall be completed within one year from the date of release from active duty or mobilization.

Additionally, students may be given the option of taking their examinations prior to the regular exam schedule.

Students should consult the Military & Veterans Service Center with any questions about their eligibility prior to seeking approval from the Registrar.

Tuition Assistance Benefits 

Germanna Community College Policy

  1. Purpose
    1.   This policy establishes a clearly defined process and procedure for students are using Tuition Assistance Benefits provided by the Department of Defense.
  2. Policy
    1. Military Tuition Assistance (TA) is awarded to a student under the assumption that the student will attend school for the entire period for which the assistance is awarded. When a student withdraws, the student may no longer be eligible for the full amount of TA funds originally awarded. To comply with Department of Defense policy, Germanna Community College will return any unearned TA funds to the Department of Defense (“DOD”) on a prorated basis through at least the 60% portion of the period for which the funds were provided.   
    2. TA funds are earned proportionally during an enrollment period, with unearned funds returned to the DOD based upon when a student stops attending. Return of funds to the DOD may result in student debt, for which the student will be responsible.
    3.  Unearned TA funds will be returned on a prorated basis, depending on the length of the course. To determine the amount of funds that will be returned to the DOD, the institution will utilize the tables below.
  3. Procedure
    1.   Unearned TA Return Schedules are as follows:

4-week course drop

Week of Class

Return Amount:

Before or during week 1

100% return

During week 2

50% return

During week 3 (60% of course is completed)

40% return

During week 4

0% return

   

5-week course drop

Week of Class

Return Amount:

Before or during week 1

100% return

During week 2

60% return

During week 3 (60% of course is completed)

40% return

During week 4 and 5

0% return

7-week course drop

Week of Class

Return Amount:

Before or during week 1

100% return

During week 2-3

75% return

During week 4 (60% of course is completed)

40% return

During week 5-7

0% return

 

8-week course drop

Week of Class

Return Amount:

Before or during week 1

100% return

During week 2

75% return

During week 3-4

50% return

During week 5 (60% of course is completed)

40% return

During week 6-8

0% return

10-week course drop

Week of Class

Return Amount:

Before or during week 1

100% return

During week 2-3

75% return

During week 4-5

50% return

During week 6 (60% of course is completed)

40% return

During week 7-10

0% return

12-week course drop

Week of Class

Return Amount:

Before or during week 1

100% return

During week 2-4

75% return

During week 5-6

50% return

During week 7 (60% of course is completed)

40% return

During week 8-12

0% return

   

 

15-week course drop

Week of Class

Return Amount:

Before or during week 1-2

100% return

During week 3-4

75% return

During week 5-7

50% return

During week 8-9 (60% of course is completed)

40% return

During week 10-15

0% return

Point of Contact

VA Certifying Official

Approval and Revision Dates

  • Leadership Council: 08/07/2019

TUITION REFUND EXCEPTION POLICY (MILITARY STUDENTS)
1. Purpose: Germanna Community College (GCC) policy statement providing for the tuition relief, refund, and reinstatement of students whose service in the uniformed services has required their sudden withdrawal or prolonged absence from their enrollment.

2.Policy: It is the policy of GCC to provide for the tuition relief, refund, and reinstatement of students whose active military duty during a time of national emergency has required their sudden withdrawal or prolonged absence from their enrollment, as described in the Code of Virginia (§23-9.6:2).

3.Responsibilities: It is the responsibility of students and staff to adhere to the guidelines in this policy. Students on active military duty who are called away due to a national emergency should notify the appropriate College officials as soon as possible to initiate the processes outlined in the policy.

4.Procedures: For purposes of this section, military services are defined as service (whether voluntary or involuntary) on active duty in the Armed Forces, including such service by a member of the National Guard or Reserve, when mobilized or deployed for a period of more than 30 days. Dependents of military members may also be given consideration under this policy. Dependents are defined as any civilian qualifying as a military dependent under 37 USC 401 currently or as otherwise amended.

  • Tuition and Required Fees: Should a military or military-dependent student defined above request to be withdrawn from the college after the census date, the student will be awarded a full refund and assigned a grade of “W”, except for the refund requirements below where active duty military students receive federal financial aid (and thus subject to the Return of Title IV Funds).
  • Under no circumstances should a tuition refund be processed prior to a Return to Title IV Funds(R2T4) calculation. In addition, a tuition refund generally should not result in a credit balance on the account of a financial aid recipient whose tuition and fees were paid by gift aid. Tuition refunds should be calculated as the amount of tuition and required fees less any gift aid. At the discretion of the college, the full amount of tuition and required fees may be refunded to the student regardless of how tuition and required fees were paid. To the greatest extent possible, students who have borrowed student loans should be encouraged to permit the college to return any credit balance to the lender.
  • Germanna will, as applicable, fully refund: Miscellaneous Education, General Program, Auxiliary Services and Student Activity fees to the above qualified students. The college shall provide, at the option of the student, for such refunds to be retained and to be applicable to tuition and fees charged in the semester in which the student returns to study.
  • Deposits Germanna does not charge deposits.
  • Textbooks GCC contracts with an external bookstore for textbooks. Refunds for textbooks are made according to the contracted bookstore’s policy and are handled independently.
  • Academic Credits and Grades Military or military-dependent students as defined above should have the opportunity to receive an incomplete grade (“I”) instead of receiving a tuition refund and a grade of “W” (withdrew). For a grade of “I”, all course requirements shall be completed within one year from the date of release from active duty or mobilization. Students may be given the option of taking their examinations prior to regularly scheduled exams.
  • Reinstatement Military or military-dependent students as defined above shall be assured a reasonable opportunity to be reinstated in the same programs of study without having to re-apply for admission if they return to the after a cumulative absence of not more than five years so long as the student provides notice of intent to return to the institution not later than three years after the completion of the period of service.

5. Tuition Refund/Debt Removal Process for Military Students: Military students wishing to be administratively withdrawn after the final refund date must complete the withdrawal process:

  • The military student withdraws from the courses with the assistance of the Military and Veterans Center Staff (the Staff). The Staff will give the student a Tuition Refund Request form and submits for processing or takes the student to the various offices for questions.
  • If the student has benefits: military students receiving active duty or veterans’ education benefits will be required to speak with the Staff to discuss implications/consequences for withdrawing. The Staff will verify on the form he/she has spoken to the student.

6. Return of Unearned Tuition Assistance Funds for Active Military Students Covered by U.S. Department of Defense Military Tuition Assistance Program Military Tuition Assistance (TA) is a U.S. Department of Defense program. TA rules vary by branch of service and even vary between different units within the same branch depending on whether the unit is active, reserve, or National Guard. TA funds will be applied to tuition costs only.

  • Military Tuition Assistance Recipients
  • Military TA is awarded to a student under the assumption that the student will attend school for the entire period for which the assistance is awarded. When a student withdraws, the student may no longer be eligible for the full amount of TA funds originally awarded. To comply with the U.S. Department of Defense policy, Germanna Community College (GCC) will return any unearned TA funds on a proportional basis through at least 60% portion of the period for which the funds were provided. If a service member stops attending due to a military service obligation, GCC’s Business Office will work with that service member to identify solutions that will not result in a student debt for the returned portion.

7. Withdrawals

  • A student’s official withdrawal date is used as the last date of attendance and to calculate earned percentage of TA. A student’s official withdrawal date is determined by using the last date of attendance that is documented and submitted to the Admissions and Records Office.
  • Once the last date of attendance has been determined, GCC will recalculate a student’s TA eligibility based on the following formula:
  • Number of Days Completed = Percent of TA earned Total Days of the Course (start to end date)
  • The amount of TA funding that is earned is determined on a pro-rata basis. For example, if a student completed 30% of the course, he/she earned 30% of the TA funds that he/she was originally scheduled to receive, in turn, this portion will be retained by GCC and paid toward the student’s balance. The remainder of the unearned funds (70%) would be returned to the TA program. If this results in an unpaid tuition balance, payment would be the responsibility of the student. Once a student has attended at least 60% of the period for which TA funds were approved, the student is considered to have earned 100% of the TA funds.

8. Reference: Virginia Community College System Policy Manual, Section 4.3.2 Tuition Refunds 

State Council for Higher Education for Virginia, Virginia Code §23-9.6:2

9. Point of Contact: Vice President of Administrative Services in conjunction with the Vice President of Student Services.