Registration Policies

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.

I. Lecture
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.

VII. Internship
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.

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.

• Remedial Courses

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

• Graduate Courses

  5000-5999       Advanced courses for students who have successfully completed a baccalaureate degree

Academic Load

To be a full-time undergraduate 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 undergraduate 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.

To be a full-time graduate student, one must be enrolled in a minimum of 9 semester hours of academic credit.

Reduction in Course Load

To be a full-time student, one must be enrolled in a minimum of 12 semester hours of academic credit. A student may enroll less than full time and maintain Residence Life privileges in certain situations; however, such a reduction in course load requires the approval of the Provost/Executive Vice President. A student authorized for a reduction in course load must be enrolled for a minimum of 9 hours.

A reduction in credit hours at any time during the semester may cause a reduction in financial aid, which, in turn, may cause the student to have an outstanding balance due to the College. Disbursed aid might be reduced if an adjusted cost of attendance results in an aid award that exceeds financial need and/or cost of attendance for the term. Eligibility for awarded aid that has not been disbursed at the time of the reduction in course load will be reevaluated and paid according to the level of enrollment at the time the funds are to be disbursed. For example, a student must be enrolled at least half-time at the point of a Federal Direct Loan disbursement. Another example is that a student must be enrolled full-time (at least 12 hours) on the Georgia Tuition Equalization Grant/HOPE deadline date. This date is posted in the Guide to Student Life and Planning Calendar. Please note that a reduction in credit hours can occur if a student fails a short-term class which is a prerequisite for their next short-term class.

A student seeking a reduction in course load based on a documented disability can request an accommodation from the Disability Services Office by submitting the appropriate documents to the Disability Services Office. The reduction in course load accommodation will be determined on a case-by-case basis and other accommodations or services may be considered to meet the request. 

Students who request a reduction in course load should consult the Financial Aid Office regarding their eligibility for financial aid awards, and the student should consult the Registrar’s Office, Advising, Residence Life, and, if applicable, Athletics.

Class Attendance Policy

Young Harris College considers the classroom experience to be a vital part of a comprehensive liberal arts experience and essential to academic success.  When a student elects to enroll at Young Harris, he or she is responsible for adhering to the class attendance policy of the College.

Faculty members establish and enforce an attendance policy appropriate to each course section taught.  The course instructor’s policy and the penalties to be imposed for violation of the policy are published in the course syllabus distributed during the first week of classes.  Each instructor keeps an accurate record of each student’s attendance in the College’s learning management system, Moodle, which is available to the student, the faculty advisor, and the officers of the College.

Absences for College-sponsored activities, including representing the College in curricular, co-curricular, and extra-curricular activities that are documented by College officials supervising those activities, are excused.  A student who misses class to participate in such an activity must communicate with the instructor as early as possible to make alternative arrangements for missed work and/or class time.  Instructors 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.  Instructors use their professional judgment in determining whether absences for other reasons are excused.

In no instance should a student miss more than 15% of scheduled class meetings, whether for official purposes or otherwise.  A student who misses more than 15% of scheduled class meetings, whether excused or unexcused, may, at the instructor’s discretion, earn a grade of “F” for the course.

Students are responsible for following each instructor’s published attendance policy, for keeping a record of their absences and confirming it in Moodle, for informing instructors of the reasons for any absences, and for completing any work missed in their absence.  A student who registers for a course after the first day of classes is strongly encouraged to meet with the instructor at the first possible opportunity regarding the course’s absence policy and the student’s responsibility for any work missed.

In rare instances, such as documented family emergencies or public health crises, up to two weeks of absences may be administratively excused by the Provost.  Students who must be absent for longer than this are encouraged to take a gap term or withdraw.  Except in limited, short-term situations, the College does not offer distance learning alternatives to in-person courses.

Success Center staff members regularly monitor student attendance.  Any student who is consistently absent from multiple classes will be sent an alert and be required to work with Success Center staff to develop more successful habits.  A student who continues to miss class after this alert may be administratively withdrawn or suspended by the Provost.

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:

1. 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.
2. Students must complete a Transient Permission Form (available in the Registrar’s Office) and obtain the approval of the academic advisor and the Registrar.
3. 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.
4. Grades in courses taken as a transient student will not be calculated in the cumulative grade point average at Young Harris College.
5. The student must follow admission procedures established by the institution at which the course work will be taken.
6. 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.
7. 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.

Auditing Courses

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. 

Internships

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.    

Student Eligibility

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 Office of Career and Professional Development.

Withdrawal Policy

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 document the extenuating circumstance(s) necessitating the withdrawal and meet with an official in the Office of Financial Assistance to ensure that the withdrawal does not adversely affect the student’s financial aid.  Any such withdrawal must be approved by the Provost.  Please note that a low grade is not considered an extenuating circumstance, and requests to withdraw below full-time based on grades will be denied.  Also, as residential students are required to be full-time to qualify for housing with limited exceptions, a student who withdraws below 12 semester hours may be required to move out of campus housing unless granted an exception by the Vice President for Student Development (or designee).

A dual enrollment student who wishes with withdraw from a course should email the Dean of Dual Enrollment with that request and the high school must confirm 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 dual enrollment hours attempted but are not calculated in the student’s Young Harris College grade point average. 

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.

A graduate student who wishes to withdraw from the College before the end of the semester must secure a withdrawal form from the Registrar’s Office. The grades of a student who withdraws are recorded as “W” or “WF” according to the policies stated above. If the withdrawal procedure is not followed, all grades will be recorded as “WF.” In the case of an unofficial withdrawal, the last date of attendance will be set at the midpoint of the semester or the last documented date of attendance (whichever is later). The College has a policy to identify unofficial withdrawals with the cooperation of the following departments: Vice President for Academic Affairs Office, Registrar’s Office, Business Office, Financial Aid Office, Library, Retention Office, and Student Development Office. If the date of an unofficial withdrawal is not determined during the academic semester, an audit of students with failing grades at the end of each semester will be done by the Financial Aid Office.

Health Withdrawal

The demands of college life require that a student be able to function at their very best. A student with a serious physical or mental health condition(s) may need to withdraw from the institution in order to make their health a priority. If the need to request a withdrawal is prior to the semester withdrawal date, the student should contact the Registrar’s office to initiate and complete the withdrawal request.

If the need to withdraw from the institution for health-related concerns is after the semester withdrawal date, the student needs to provide medical documentation to the Administrative Assistant to the Office of Student Success and Counseling. Documentation must be from a physician, physician’s assistant, nurse practitioner, or a licensed mental health professional who has treated the student within the last 30 days. Documentation should be received no later than 15 business days after the effective withdrawal date. A health withdrawal requires approval of the Provost/Executive Vice President.

Students who withdraw from the institution, even for health-related concerns, remain responsible for financial obligations to the institution. A student may receive a W for withdrawal or an I for Incomplete. If an incomplete is received, the student will need to follow the incomplete policy to complete requirements.

In cases of emergency, a college staff member may contact a family member or the listed emergency contact and request that a student be taken off campus on a short-term basis to manage an emergent health issue. These situations do not constitute a withdrawal.

Students who request a health withdrawal from the institution should consult the financial aid office regarding their eligibility for financial aid awards. The student may need to meet with other offices such as the Registrar’s Office, Advising, Residence Life, and, if applicable, Athletics.

Leave of Absence

Young Harris College encourages students to complete their degree in a timely manner, no longer than eight semesters in four years. However, sometimes circumstances occur that are beyond the scope or control of a student that may require them to take a leave of absence for a semester or longer. To initiate a Leave of Absence request for a semester or longer, a student in good standing will need to submit a completed Leave of Absence Request Form to the Provost/Executive Vice President, and they may need to submit additional documentation upon request. Once the Leave of Absence request is reviewed by the Provost/Executive Vice President, the student will receive written notification of the decision for a Leave of Absence. If the student does not attend Young Harris College for two consecutive semesters, they may need to reapply to the college.

If a Leave of Absence is approved by Provost/Executive Vice President, the student will not be able to:

• Attend courses at another institution. If the student does attend courses at another institution, the student will be considered withdrawn from Young Harris College, and if they return, they will need to reapply.
• Maintain their access to on-campus College facilities nor may they participate in student activities, including clubs and organizations.

If the student is approved to take a Leave of Absence during the semester, they will receive a W.

Students with an F1 Visa who wish to request a Leave of Absence will need to contact the Registrar’s Office to discuss options.

Prior to applying for a Leave of Absence a student should consult the financial aid office regarding their eligibility for financial aid awards and refunds. The student may need to meet with other offices such as the Registrar’s Office, Advising, Residence Life, and, if applicable, Athletics. 

Returning from a Leave of Absence

When returning from a Leave of Absence, the student must communicate with College staff in the areas of advising and housing by the mid-term of the semester prior to their return to determine important semester dates and information deadlines.

Acadeum Online Courses

Young Harris College (YHC) offers select online courses to its students. Young Harris College supports its students and their educational goals by being a member in the Acadeum College Consortium. Courses taken through Acadeum are considered institutional credit and impact a student’s YHC GPA and graduation requirements in the same way a YHC course does.

Acadeum Courses are transcribed on the student’s YHC transcript, and this practice makes it possible for YHC to apply financial aid to the courses.

How a student can request an Acadeum course

After talking to their advisor and/or the Dean of Distance Learning to determine if there is an appropriate course available, a student can request course by emailing the Provost with the request. The request should include the purpose for the course and reasons why the course can’t be taken at the YHC campus. The Provost will approve or deny the request and then the Registrar will reach out to the appropriate Chair of the Department for specific course approval, if applicable. The Registrar will register the student into the course in the Acadeum portal once all approvals have been gained.

Cost of Acadeum Online courses

Students taking Acadeum courses in the fall or spring semesters must have the approval of the Provost. The tuition may be covered, by the discretion of the Provost, by their regular tuition and financial aid will apply but students will be responsible for obtaining and paying for their own textbooks/course materials. Generally, a course required for YHC graduation and not available any other way will be covered under the student’s regular YHC tuition while a course not required for Young Harris College graduation will be paid for by the student.

Students taking Acadeum courses in the summer terms will pay the regular YHC per-credit rate and student fee. Students will be responsible for obtaining and paying for their own textbooks/course materials.

Non-degree seeking students can take Acadeum courses at the regular per-credit rate. Dual enrollment students are not allowed to use Acadeum courses.

Financial Aid may be applied to courses taken through Acadeum. Please refer to Financial Aid guidelines for external policies and procedures regarding recalculation and summer Financial Aid.

Dropping/Withdrawing from an Acadeum Course

If a student decides not to take the course(s) they are registered for, the student must contact the YHC Registrar’s Office first. The Registrar will process the drop or withdrawal through Acadeum.  If the drop/add date for the course has passed, there is no refund for the tuition.