Academic records are compiled and maintained in the Registrar’s Office, while student personal records are under the jurisdiction of the Vice President for Academic Affairs.
Transfer Credit and Credit by Examination
Young Harris College will use the following guidelines to evaluate courses presented for transfer:
1. When considering potential transfer of credit from other colleges and universities, only credits from institutions accredited by regional accrediting agencies will be eligible for transfer. No credit will be awarded until an official transcript has been received.
Military Transfer Credit may be awarded for students accepted to Young Harris College who have served in the U.S. Military and who desire to have their military training and experience considered for transfer credit. Students must submit official JST (also known as AARTS or SMART) transcripts to the Registrar’s Office. All credit granted for military training is given based on the American Council on Education (ACE) guide recommendations.
2. Students receive no more than the number of credits earned at the institutions where courses were taken. Only courses similar in content to those offered at Young Harris College will be considered for equivalent credit. Courses deemed equivalent to those taught at Young Harris College will be assigned Young Harris College course numbers. For courses considered transferable for which there is not exact equivalent, elective credit will be granted.
3. Transfer of D credit:
- A maximum of two D’s will be accepted for general elective transfer credit only.
4. Transfer credit is awarded in semester hours. Quarter hours will be converted to semester hours upon evaluation. One quarter hour is the equivalent of 2/3 semester hours.
5. If a course is repeated, only the highest awarded grade will be awarded credit.
6. Students pursuing a bachelor’s degree will be allowed a maximum of 90 hours of transfer credit, no more than 30 of which may be earned through AP examination, CLEP, International Baccalaureate, and online courses from accredited colleges and universities.
7. Apart from the 30 credit-hour ceiling mentioned above, there is no limit on the amount of transfer credit a student may earn through AP examination. Students may receive transfer credit only for AP examinations completed prior to matriculation. Scores of four (4) or higher on the AP examination will be considered for credit.
8. Apart from the 30 credit-hour ceiling mentioned above, there is no limit on the amount of transfer credit a student may receive through CLEP examination. Students may receive transfer credit only for CLEP examinations completed prior to matriculation. Scores of fifty (50) or higher on the CLEP examination will be considered for credit.
9. Apart from the 30 credit-hour ceiling mentioned above, there is no limit on the amount of transfer credit a student may receive through International Baccalaureate examination. Students may receive transfer credit only for International Baccalaureate examinations completed prior to matriculation. Scores of five (5) or higher on the International Baccalaureate examination will be considered for credit.
10. Apart from the 30 credit-hour ceiling mentioned above, there is no limit on the amount of transfer credit a student may receive through online courses from accredited colleges and universities. Students may receive transfer credit through online courses either before or after matriculation. Students must earn a grade of “C” or higher in online courses for those courses to be considered for credit.
11. Students with a previously earned associate or baccalaureate degree are exempt from completing all lower division requirements within the College’s general education curriculum, with the exception of specific general education requirements within a major. Students must complete all major, minor and/or concentration requirements, in addition to any prerequisites for degree requirements.
12. The determination of whether to award transfer credit for specific examinations and courses, as well as how much credit to award, will be made by the Registrar in consultation with the Office of Academic Affairs and the appropriate academic division and/or department.
Credit by Examination
Advanced Placement (AP)
Young Harris College grants credit to a student who presents a minimum score of 4 on one or more of the Advanced Placement Program examinations of the CEEB in the areas in which YHC has courses. Highly qualified high school seniors should schedule examinations through their counselors and request that results be sent to Young Harris College prior to their enrollment. Students are notified in writing if academic credit is awarded. This letter will also advise students that some transfer institutions may require a higher score in order to grant credit for the course in question.
International Baccalaureate (IB)
The College will award credit hours equivalent to those awarded for completion of the course at Young Harris College. A minimum grade of 5 is required. Students will be notified in writing if academic credit is awarded. This letter will also advise students that some transfer institutions may require a higher score in order to grant credit for the course in question.
College Level Examination Program (CLEP)
General and subject examinations are given by the College Entrance Examination Board. Only subject examinations in courses offered at Young Harris College are evaluated. Scores of fifty (50) or higher on the CLEP examination will be considered for credit. Students should have their scores forwarded to the Registrar’s Office to determine if credit is awarded. Students are notified in writing if academic credit is awarded. This letter will also advise students that some transfer institutions may require a higher score in order to grant credit for the course in question. Students may receive transfer credit only for CLEP examinations completed prior to matriculation.
Experiential Learning, Professional Certificates, and Non Credit Work
Young Harris College neither awards nor accepts credit for experiential learning, professional certificates, or non-credit course work.
Students with advanced knowledge of computer science may elect to take the exemption examination. Test results will determine if a student will be exempted from Computer Science 1100. Exemption tests should be taken at the beginning of the student’s first semester.
Since many students are uncertain as to their level of language proficiency when they enter college, they have the option of taking a language placement exam in French or Spanish prior to registration. The results of this exam do not change the minimum standards set forth in the published Foreign Language Policy. This test is designed to help students understand their level of preparedness for language study.
Students who wish to begin studies higher than the standard set in the Policy should complete the placement exam. The Department of Foreign Language will then evaluate the exam results and meet with students to best determine proper placement.
For instructions of how to take the exam contact the Department of Foreign Languages.
In order to ensure that students have the highest probability of success in their math courses at Young Harris College, student math placement is based upon SAT/ACT mathematics scores. Students are not eligible to take mathematics courses at a higher level then indicated in the ranges below.
Below 450/19 MATH 0090 Review of Mathematics or MATH 1101 College Algebra with MATH 0099 Basic Skills for College Algebra
450 - 510/19 - 21 MATH 1101 College Algebra or lower
520 - 600/22 - 26 MATH 1113 Pre-Calculus or lower
Above 600/26 MATH 2201 Calculus or lower
New SAT Scores
Below 490/19 MATH 0090 Review of Mathematics or MATH 1101 College Algebra with MATH 0099 Basic Skills for College Algebra
490 - 540/19 - 21 MATH 1101 College Algebra or lower
550 - 620/22 - 26 MATH 1113 Pre-Calculus or lower
Above 620/26 MATH 2201 Calculus or lower
Classification of Students
Students are given the designation of freshmen until they have earned 30 hours of academic credit. Students are designated as sophomores when they have earned 30-59 semester hours of academic credit. Students are given the designation of juniors when they have earned 60-89 hours of academic credit. Students are designated as seniors when they have earned 90 or more semester hours of academic credit.
Definition of a Credit Hour
The Curriculum Committee and the Office of Academic Affairs approve credit hour assignments for courses, programs and other requirements consistent with the credit hour policy. The Office of Academic Affairs, Academic Divisions and Departments, and the Office of the Registrar ensure accurate and reliable application of the College’s credit hour policy and procedures through the monitoring of both class assignments and class implementation.
The College adheres to the standard definition for one semester-hour credit associated with a class meeting for a 50-minute session once per week for not fewer than 15 weeks, including exam periods, with the expectation that each in-class hour of college work should require two hours of preparation or other outside work. As such, lecture (face-to-face) classes have 750 classroom minutes and 1,500 minutes of expected out-of-class student engagement for a total of 2,250 minutes of expected academic engagement per credit hour.
II. Activity Supervised as a Group (Laboratory, Music Ensemble)
For activity supervised as a group, one semester-hour credit is awarded for two or three 50-minute periods of laboratory per week, for no fewer than 15 weeks.
III. Physically Active Lifestyle Course (PALS)
For a Physically Active Lifestyle Course, one semester-hour credit is awarded for three 50-minutes periods per week, for half a semester, with the expectation that each in-class hour of college work should require 30-45 minutes of exercise, preparation, or other outside work.
IV. Independent Study and Directed Study
For an independent study and a directed study, one semester-hour credit is awarded for the equivalent of fifteen 50-minute sessions (750 minutes) with 1,500 minutes of expected out-of-class student engagement.
V. Applied Music Study
For applied music study (private music instruction), one semester-hour is awarded for a 25-minute period of instruction, for no fewer than 15 weeks, with the expectation that each 25-minute session should require three hours of practice.
VI. Accelerated Course
An accelerated course (summer, half semester course) is prorated so it has the same number of minutes of academic engagement as when the same course is scheduled for a full semester.
For an internship, one semester-hour is awarded for 40 hours of work.
VIII. Student Teaching
For student teaching, one-semester hour is awarded for 37.5 hours of work.
IX. Online and Hybrid Course
Online courses and hybrid courses have the same number of minutes of expected academic engagement as those courses delivered in an entirely face-to-face manner.
Therefore, whereas a traditional face-to-face class has 750 classroom minutes and 1,500 minutes of expected out-of-class academic engagement per credit hour for a total of 2,250 minutes of academic engagement, an online course also has 2,250 minutes of expected academic engagement per credit hour.
In hybrid courses, the classroom minutes are reduced by either 33% or 50%, and the online/out-of-class academic engagement is increased by the same percentage, as noted in Table 1 below. Students achieve the same learning outcomes regardless of delivery method.
Table 1: Academic Engagement Time for Three-Credit Lecture and Hybrid Courses
Total number of classroom minutes scheduled per week
Total number of classroom minutes scheduled per term
Minimum total number of minutes of out-of-class student academic engagement expected
Minimum total number of minutes of expected student academic engagement
33% reduced seat time
50% reduced seat time
Students acheive the same learning outcomes regardless of delivery method.
Course Level Policy
The number by which a course is designated indicates the level of the course.
0001-0999 Remedial or basic skills courses
- Lower-level undergraduate courses primarily for freshmen and sophomores
1000-1999 Primarily introductory and beginning courses
2000-2999 Intermediate-level courses
- Upper-division undergraduate courses primarily for juniors and seniors
3000-3999 Primarily introductory and beginning courses
4000-4999 Intermediate-level courses
5000-5999 Advanced courses for students who have successfully completed a baccalaureate degree
To be a full-time student, one must be enrolled in a minimum of 12 semester hours of academic credit. Students living in a college residence hall may not be enrolled in fewer than 12 semester hours unless granted permission from the Vice President of Student Development and the Registrar. All Georgia residents must be enrolled in at least 12 hours to qualify for the Tuition Equalization Grant and a minimum of 6 hours for the H.O.P.E. Scholarship. The maximum academic load in a regular semester is 21 hours. The maximum academic load in a summer or other eight-week term is 7 hours.
Any student wishing to enroll in more than 21 hours in a regular semester, or 7 hours in a summer or other eight-week term, must have a minimum 3.0 cumulative GPA and earned at least 30 hours, 12 of which must be from YHC.
Overload fees may be applicable for academic overloads and students should check with the Business Office for further details.
Appeals of the GPA and hour requirements must be approved by the student’s academic advisor. Students having approval to take work at another institution while enrolled at Young Harris College must keep their total course load within these stated limits.
Class Attendance Policy
The College expects that faculty members will establish an attendance policy appropriate to each course and enforce it. The professor’s policy and the penalties to be imposed for violation of the policy must be published in the course syllabus, and regular attendance records must be maintained using the Moodle learning management system.
It is also the policy of the College that absences will be excused for documented cases of official representation of the College (excuses for official representation of the College should be obtained from the official supervising the activity). However, students should not accrue excessive absences. Students who miss more than fifteen per cent of class sessions, whether such absences were excused or unexcused, may (or may not, at the professor’s discretion) be encouraged to withdraw or be assigned a grade of F in the course due to excessive absences. Faculty must make reasonable accommodations to allow students to complete assignments, with the potential of earning full credit, missed due to excused absences for official representation of the College.
Students have the responsibility to follow each professor’s established attendance policy, to keep a record of their absences, to inform professors of the reasons for absences, and to make up all work missed in their absence. Students who register for a course after the first class meeting should check with the professor regarding their absences and material missed prior to enrollment.
Minimum Grade Policy
Students must earn a grade of “C-” or better in all general education curriculum and major/minor required courses, including any pre-requisite courses. Grades of “D” will only count toward general electives, unless the course counts toward a minor.
Grade Point Average
Grade Point Averages are computed by multiplying the number of grade points by the course credit hours, totaling all grade points earned, and dividing the total number of grade points earned by the total number of semester hours attempted. In this computation, courses in which a grade of “W” is made do not count as hours attempted. Only courses attempted at Young Harris College are included in the College GPA. Grades earned in courses taken at other institutions are not included.
||Grade Points per Semester Hour
||Incomplete (see note)
Students may access their mid-term and final grades online at YHC Connect. If you wish to have grade reports mailed to you or to any third party, please complete the Student Authorization to Mail Grade Reports form, available in the Registrar’s Office. This authorization will remain in effect for the number of terms specified.
Students who wish to receive a grade of incomplete in a course must obtain an Incomplete Petition Form from the Registrar and have it signed by the appropriate professor and their academic advisor. The incomplete becomes official after signatures have been collected and the card has been returned to the Registrar. This process must be completed no later than the day professors are required to turn in grades for the relevant semester.
Professors may give an incomplete only in cases where (1) the student has documented a serious reason for not completing the course and (2) the student has already completed at least 75% of the work for the course. Within these parameters, the decision of whether or not to grant an incomplete is at the discretion of the professor, and subject to approval by the Dean of the Division in which the course is offered. In exceptional circumstances, a student may petition the Office of Academic Affairs for a grade of incomplete when less than 75% of the work of the course is completed.
Advisors should discuss with the student the implications of taking an incomplete for their academic standing, including the possibility of probation or suspension, before giving the student permission to request the incomplete.
If the grade of “I” is not removed by mid-term of the following term, it is recorded as an ‘F.’
Incompletes from fall semester must be completed by midterm of spring semester. Incompletes from spring semester must be completed by midterm of the next fall semester. However, if any of the incomplete grades are in a course that is a prerequisite to the course being taken the next semester, the incomplete grade must be completed the first week of that semester. Incompletes from the summer semester must be completed by midterm of the fall semester. Appeals for extensions due to a documented emergency must be submitted to the Office of Academic Affairs.
Professors who wish to change a student’s grade should obtain a Change of Grade Form from the Registrar. The form requires a specific reason for the grade change. The form should then be reviewed by the Division Dean (or the Department Chair, where applicable). If approved by the Department Chair/Division Dean, the Dean will send the signed form to the Vice President for Academic Affairs. If approved it will be forwarded to the Registrar for implementation of the grade change. All grade change requests must be submitted no later than 30 days following the posting of final grades for the semester in which the course was taken. Any request for a grade change beyond the 30 day deadline must be appealed directly to the Vice President for Academic Affairs.
Repeating a course may affect financial aid, athletic eligibility, or veteran’s benefits. For financial aid purposes, a course in which a student has previously received a passing grade may not be used to satisfy the twelve-hour requirement needed to be classified as a full-time student.
Students may repeat a previously completed course. All grades and credit hours will appear on the transcript; however, only the last grade earned will be used in the calculation of the grade point average (GPA). This only applies to courses taken and repeated at Young Harris College.
Continued enrollment in Young Harris College is a privilege that is granted to a student who is making satisfactory academic progress toward a degree. A degree-seeking student enrolled at the College is in good academic standing unless placed on academic probation or suspension.
Degree-seeking students are placed on probation when their academic performance falls to a level that endangers their progress toward completing a degree from the College. Each student’s academic performance must meet certain minimum requirements for the student to remain enrolled at YHC. Students must maintain a 2.00 cumulative GPA, regardless of credit hours attempted, in order to remain in good academic standing.
When a student’s academic level of achievement falls below a 2.0 gpa at the end of any semester of enrollment, the student is placed on probation. A student is removed from probation at the end of the term in which the cumulative grade point average is at or above 2.0. Students placed on academic probation may use the summer semester to return to good standing for the fall semester. Students are suspended from the College at the end of the semester on probation if the student’s cumulative grade point average is not a 2.0 or higher.
Degree-seeking students are suspended from the College at the end of the semester on probation if the student’s cumulative grade point average does not meet the minimum requirement stated above.
Suspension means a required separation from the College for the fall or spring semester immediately following the semester in which the suspension occurs. Students placed on academic suspension at the end of the spring semester may use the summer semester to meet the minimun standards to be reinstated for the fall semester. Students may appeal for continued enrollment. Notice of suspension is placed on the student’s permanent academic record. Suspension does not extend the time to make up an incomplete grade.
Studnets who have been academically suspended may apply for readmission through the registrar’s office after one semester. Students who are readmitted to the College after suspension are admitted on probation and subject to the rules of probation.
Degree-seeking students who are suspended for the second time are academically dismissed from the College and are not eligible for readmission.
A full-time student who wishes to withdraw from a course after the drop/add deadline may do so as long as the student remains full-time (12 semester hours) after the withdrawal. A student who withdraws after the add/drop deadline but before the deadline for withdrawing without penalty earns a grade of “W” for the course. A student who withdraws after the deadline for withdrawing without penalty earns a grade of “W” only if he or she is earning a grade of “D” or higher when the withdrawal is initiated; otherwise, the student earns a grade of “F.” Courses for which a grade of “W” is posted remain on the student’s transcript and count as hours attempted but are not calculated in the student’s grade point average.
A full-time student who wishes to withdraw from a course that would result in the student becoming less than full-time (12 semester hours) must receive prior approval from the Provost.
Any student who wishes to withdraw from all courses after the add/drop deadline must obtain the appropriate withdrawal from the Registrar’s Office and follow the specific withdrawal process.
Transient Student Status
A currently enrolled Young Harris College student wishing to attend another institution is considered a transient student at the other institution. The following conditions must be met to obtain transient status:
- The course work must be taken at an institution that is accredited by the Commission on Colleges of a regional-accrediting agency to award academic degrees.
- Students must complete a Transient Permission Form (available in the Registrar’s Office) and obtain the approval of the academic advisor and the Registrar.
- Students must request that an official transcript of course work taken at that institution be sent to Young Harris College. Credit will not be accepted and posted to the Young Harris College record until an official transcript has been received and all transfer credit requirements have been met as specified in the current YHC Catalog.
- Grades in courses taken as a transient student will not be calculated in the cumulative grade point average at Young Harris College.
- The student must follow admission procedures established by the institution at which the course work will be taken.
- If the transient/transfer course work is to be used to satisfy degree requirements, the Registrar must receive and approve an official transcript of the credit before the student will be granted a degree.
- Students wishing to take a course through another institution while also being enrolled at YHC during the same semester may do so when an equivalent course is not offered at YHC in that semester.
Students who wish to audit courses must register during the registration period. Area residents who wish to audit courses for enrichment purposes should follow regular admission procedures and then see the Registrar for audit approval. Members of The Institute for Continuing Learning (ICL) may audit available courses at a reduced rate on a space-available basis.
Foreign Language Policy
Students are required to complete 6 semester hours of a sequential foreign language in some majors.
Students who have completed two or more years of language in high school, and want to continue study in that language, are expected to begin their college studies at the 1102 level. If students choose to take 1101 as a refresher it will count only as a general elective.
Students who have completed less than two years of language in high school, or who wish to begin study in a new language, may begin college studies at the 1101 level.
All students must complete foreign language study with a “C-” or better in order to continue to the next level of study.
To participate in graduation exercises, a student must have completed all degree requirements or meet requirement five listed above under “Graduation Requirements.”
Graduating students will be allowed to participate in graduation ceremonies if the graduation fee has been paid, but they will not receive a diploma or a final transcript until all accounts are settled with the Business Office.
In recognition of outstanding academic achievement, the following honors are awarded:
Students who complete twelve or more credit hours per semester and who earn a 4.0 or higher grade point average are placed on the President’s List.
Students who complete twelve or more credit hours per semester and who earn a 3.5 or higher grade point average are placed on the Dean’s List.
Graduation with Honors
The College recognizes the following three levels for honor graduates:
- Graduation with Honors, cum laude, 3.5-3.69 GPA;
- Graduation with High Honors, magna cum laude, 3.7-3.89 GPA;
- Graduation with Highest Honors, summa cum laude, 3.9-4.0 GPA.
Official transcripts are issued upon a student’s request of the Registrar’s Office. The paper request must be signed by the student in order to release the transcript. If the request is made online through National Student Clearinghouse, the request is signed by the validation of the student’s consent form. Official transcripts cannot be faxed to a recipient.
Transcript Request via National Student Clearinghouse
Young Harris College has authorized the National Student Clearinghouse to provide transcript services via the Internet. To order an official transcript log in to National Student Clearinghouse. The instructions on the site explain the order process, delivery options, and fees. You may order as many transcripts as you like in a single session. To insure confidentiality and to comply with federal regulations when using the Clearinghouse, you must provide proof of identity. Alumni and students must complete the “Consent to Release” form. Print and complete the form then fax it to the Clearinghouse for your order to be processed. In addition to offering the convenience of credit card payment, the Clearinghouse keeps you informed about the status of your request.
Transcript Request via Form
(Click here to view the Transcript Request website)
Please provide the following information in your request:
- Full name (including all names under which you may have attended)
- Handwritten signature (Transcripts will not be released without the student’s signature.)
- Complete address and telephone number
- Social Security number
- Date of birth
- Last semester and year of attendance at Young Harris College
- Full address for destination of transcript
This completed form may be printed and mailed to the address given below. To facilitate transfer, currently enrolled students may receive free certified copies of their transcripts if requested for scholarships or applications to colleges. When a student is no longer enrolled in YHC, the official transcripts will cost $5.00 each. Requests for transcripts made via telephone or email cannot be honored. Credit cards are not accepted. Transcripts will not be released until all student accounts and fees have been paid.
Send or deliver your written transcript requests to:
Young Harris College
PO Box 96
Young Harris, GA 30582
Young Harris College encourages students to pursue an internship during their course of study. An internship is a planned work experience that provides students an opportunity to gain practical, hands-on experience in a particular field. During an internship students can clarify career and educational goals. The experience allows students to connect classroom learning with professional experience, enhancing academic, personal, and professional development. Students who complete internships gain marketable skills for the workplace.
An internship is a supervised experience that can be full-time or part-time, paid or unpaid. Internships may be approved for academic credit or may be for non-credit. Internships should demonstrate new student learning and/or the acquisition of new skills. Internships are not unsupervised volunteer experiences with routine, repetitive clerical duties.
Students wanting to pursue an internship for academic credit must complete the YHC internship application process through the Mentoring & Career Leadership Office. This application process must be completed and the internship must be approved for academic credit before the student begins contact hours with the internship site. Internships approved for academic credit are conducted under the joint supervision of Young Harris College faculty and an approved on-site supervisor. Internships approved for academic credit require a minimum of 40 hours contact time at the internship site for every one credit hour attempted in academic credit (40 hours = 1 credit hour; 80 hours = 2 credit hours; 120 hours = 3 credit hours, etc.). Maximum academic credit awarded for internships varies. In addition to contact hours with the internship site, students must complete academic requirements of the associated internship course in order to receive academic credit for the experience.
Students interested in pursuing an internship
· must have completed their freshman year (or a minimum of 30 credit hours)*
· must have declared a major
· must have a minimum 2.00 grade point average*
· must have approval of faculty advisor and department chair
*Some academic programs may have higher minimum standards or additional requirements.
Students wishing to explore internship opportunities should contact the Mentoring & Career Leadership Office.
Academic Accommodations for Students with Disabilities
Young Harris College is committed to providing an environment in which all students are given a reasonable opportunity to learn and work to their full potential. In compliance with Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, the College will provide reasonable accommodations for students with known disabilities. Young Harris College recognizes a student with a disability as anyone who has submitted appropriate documentation of a physical or mental impairment that substantially limits one or more major life activities. Accommodations are made on a case by case basis, determined by the nature of the documented disability and of the specific College program and facilities involved.
In order to qualify for accommodations, the student must provide written documentation from an appropriate licensed professional to certify that a student has a disability and to help determine reasonable accommodations. Guidelines for required documentation are available from the College’s Academic Success Center (706-379-5164), located in the Hesed House on Duckworth Drive.
A reasonable accommodation is a modification or adjustment to a course, program, service, activity, or facility. It is designed to offer a qualified student with a disability reasonable access to the same opportunities, benefits, and privileges available to a similarly situated student without a disability. The accommodation is not required if it would fundamentally alter the nature of the course, program, service, or facility, or if it would result in an undue burden for the institution. To determine reasonable accommodations, the College will seek information from appropriate personnel regarding essential standards for courses, programs, services, activities, and facilities.
The Academic Success Center coordinates the provision of reasonable accommodations in the academic program for students with documented disabilities. The Success Center staff will work with each qualified student to design an individualized and confidential Student Support Plan and to coordinate accommodations throughout the academic term. For more information, for a copy of current policies and procedures, or to schedule an appointment, please contact the Academic Success Center staff (706-379-5164).
For further information regarding access to campus housing, facilities, activities, and events please contact the Student Development Office (706-379-5118) or the Office of Residence Life (706-379-5300).
Family Educational Rights and Privacy Act (FERPA)
(Click here to view the Family Educational Rights and Privacy Act website)
Notification of Rights Under FERPA The Family Educational Rights and Privacy Act (FERPA) allows students access to their educational records and limits the ability of others to access those records, except as authorized by law.
- The right to inspect and review the student’s education records within 45 days of the day the College receives a request for access.
A student should submit a written request to the Registrar that identifies the record(s) the student wishes to inspect. The Registrar’s Office 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 Registrar’s Office, the Registrar will make arrangements for the student to review the requested record(s) at a time and place agreeable to all parties involved. Such arrangements will be scheduled within the allotted time limit.
- The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask the College to amend a record should write the College Registrar, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
- The right to provide written consent before the College discloses personally identifiable information from the student’s education records, except to the extent that FERPA authorizes disclosure without consent. The College discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including security unit personnel and health staff); a person or company with whom the College has contracted as its agent to provide a service instead of using College employees or officials (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; 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 responsibilities for the College.
- Generally, Young Harris College must have written permission from the student before releasing any information from a student’s educational record. However, the law and Young Harris College policies allow disclosure of records, without consent of the student, to the following:
- College employees who have a legitimate need to know in the fulfillment of his or her professional responsibility
- Parents of dependent students as defined by the Internal Revenue Code
- Persons who need to know in cases of health and safety emergencies
- Accrediting organizations to carry out accrediting functions
- Appropriate parties in connection with financial aid to a student
- Federal, State, and local governmental officials for purposes authorized by law
- Individuals who have lawfully obtained court orders or subpoenas
- Organizations conducting educational studies for the College
- Other schools to which a student is applying or transferring
- Courts during litigation between the College and the student or parent
- Alleged victim of crime of violence after final results of a disciplinary hearing
- Directory Information
The College designates the following as public or “Directory Information:”
- student’s name
- address (permenant)
- program of study
- degree sought
- expected date of completion of degree requirements and graduation
- degrees and awards received
- dates of attendance
- full or part time enrollment status
- previous educational agency or institution attended
- participation in officially recognized activities and sports
- weight and height of athletic team members and other similar information
- classification (grade level)
- email address
Students may restrict the release of “Directory Information,” except to school officials with legitimate educational interests and others as indicated in point #4 above. To do so, a student must make the request in writing to the Registrar’s Office, P.O. Box 96, Young Harris, GA, 30582. Once filed, this request becomes a permanent part of the student’s record until the student instructs the Registrar, in writing, to have the request removed.
- Parental/Legal Guardian Rights
The College will provide grades and access to student education records to parents or legal guardians who certify that the students are financially dependent, as defined in Section 152 of the 1986 Internal Revenue Code. Parents or legal guardians will be required to sign a Release of Information Agreement and follow the procedure detailed in #1.
- The right to file a complaint with the US Department of Education concerning alleged failures by the College to comply with the requirements of FERPA.
In many situations, complaints relative to FERPA can be resolved within the College on an informal basis. Any student who wishes to discuss a FERPA complaint may contact the Vice President for Academic Affairs Office, P.O. Box 242, #1 College Street, Young Harris, GA, 30582. To file a FERPA complaint with the US Department of Education, contact the Office that administers FERPA at:
Family Policy Compliance Office
US Department of Education
400 Maryland Avenue, S.W.
Washington, DC, 20202-4605
Student Academic Grievances
Young Harris College seeks to establish a caring and just academic community on its campus. Accordingly, the College is committed to fair treatment of its students in their relationships with other members of the College community. Occasionally, however, a student may feel that she/he has been treated unfairly and may seek appropriate action to correct the perceived injustice.
First, the student must meet informally with the party in question and attempt to reach a mutually agreeable solution. If no solution is reached, the student may file a grievance according to the Student Grievances, Complaints, and Appeals Processes published in the Young Harris College Guide to Student Life. Student grievances concerning the academic program of the College must be filed in writing using the form provided in the Office of Academic Affairs.
If a student files a grievance to appeal an automatic withdrawal from a course due to excessive absences, it must be filed no later than the class day following the notification of withdrawal.
If a student wishes to appeal an Honor Code decision, they must do so following the procedures set forth in the Young Harris College Honor Code.
A grade appeal should be a method of last resort. Faculty decisions regarding grading and assessment are not subject to appeal, unless the student can present evidence of substantial and significant mitigating circumstances. Students may appeal only final course grades, not individual assignments, and only when they can present evidence of identifiable and distinct errors in the evaluation process - such as calculation errors, inconsistency with stated grading criteria, and the like - or evidence of arbitrary and capricious grading.
Before initiating a formal appeal, the student should first consult with the instructor of record to clarify the rationale for the grade. If the matter cannot be resolved between the student and instructor, or if the instructor is no longer employed by the college, the student may consult the appropriate department chair. The department chair will serve as a mediator and consult with the instructor, either with the student present or separately. The chair will inform the student of the outcome.
The student may initiate a formal grade appeal only after the department chair has consulted with the instructor and informed the student of the outcome. To initiate a formal appeal, the student must submit a grade appeal form and supporting evidence and explanation to the dean of the division in which the course was taken. The student obtains the grade appeal form from the Office of Academic Affairs. The formal, written appeal must be submitted to the dean by the following deadlines.
- Grade appeal for fall semester (any session) - January 25
- Grade appeal for spring semester (any session) - June 1
- Grade appeal for summer semester - September 1
The dean will review the appeal; render a final, binding, and non-appealable decision; and notify the student and instructor. If the dean is the instructor of record, the Provost will conduct the formal appeal. Otherwise, the Provost may only review whether the appeal procedure has been followed. If the dean decides to change the final course grade, he or she will submit a “Change of Grade” form to the Registrar.