Advising and Course Registration Approval
Schedule advisement is provided to each student by the Student Advisement Center (SAC) staff, ensuring that courses are completed in logical sequence and that students are making satisfactory progress toward completion of their degree. Each student is assigned an advisor and is required to consult with and obtain course registration approval from that advisor. Through SAC, advisors are also available outside of the registration periods to provide academic and career guidance and mentoring.
Credit Loads/Course Approvals
The maximum credit load allowed in the fall or spring semester for full-time students is 18 credits. The maximum credit load during a summer session is six credits. Approval from the associate vice president of academic support services is required to register for more than the maximum credit load allowed.
An advisor's approval to register for a course does not mean that a course can be substituted to fulfill a degree or program requirement. In cases where one course is to be substituted for another, official approval must be granted by the appropriate department chair and documented on the student's evaluation form located in the office of the registrar.
The decision to grant transfer credit for courses taken at another college or university rests entirely with the department chair. While an evaluation of credits may be done on an unofficial transcript for advising purposes, transfer credits are awarded based on official transcript(s) from each college or university.
Students who desire transfer credits from colleges or universities previously attended must file complete and official transcripts with the office of admissions no later than 30 days into the first semester of attendance. Failure to comply will result in forfeiture of any transfer credit that may have been preliminarily evaluated. Transfer credit cannot be awarded once you have registered in a course for which transfer credit is being sought.
To register for classes, you must meet all of the following:
- You must not have any financial hold on your account (see office of student accounts).
- You must return all library books or pay any library dues.
- New students must satisfy all immunization requirements.
- If you are on academic warning, probation or extended probation, you must obtain approval from a financial aid representative and/or the office of academic support services.
If you have extenuating issues regarding your outstanding tuition balance, please see the office of student accounts.
The following step-by-step procedure will assist you in moving quickly through the registration process.
Pick up your registration packet, including the class schedule and registration form, in the Student Advisement Center (SAC). A copy of your transcript will also be provided.
Select your courses for the semester. Whenever possible, select alternative sections or courses in the event that your first choice is not available. Also make sure that there are no day or time conflicts.
Please Note: While every effort is made to provide accurate information, the College reserves the right to make late changes in instructors, room assignments and/or class times.
Meet with your assigned advisor to review your course selections, ensure that you are following the appropriate degree map for your program (including fulfillment of prerequisites and corequisites) and obtain the required approval and signature. Please be sure to bring your transcript with you when you meet with your advisor.
To complete the registration process, all students are required to have a "Permission to Register" stamp. New students must see the office of admissions first.
All continuing students need to see the offices of financial aid or student accounts for eligibility. All students who have registration holds (e.g. incompletes, library holds, unsatisfactory progress, etc.) must go to the pertinent offices to resolve holds before proceeding to the offices of financial aid and student accounts.
If you are using any form of financial aid (federal, state, loans or private funds) to cover the cost of your education, you must visit the office of financial aid to verify that you meet the necessary requirements. Aid is disbursed on a semester basis, so it is important that you visit the office of financial aid each semester to ensure that your aid is ongoing after completing steps 1 through 5.
Submit your registration to the office of the registrar using any one of the following methods:
- Visit the office of the registrar or the appropriate registration area and wait while your approved registration is processed.
- Mail or fax (718.429.5291) your approved registration forms to the office of the registrar within the appropriate time period. If you choose to mail, fax or drop off your registration, please leave a phone number where you can be contacted. Your registration cannot be processed if there are latenesses, holds, conflicts or improper approvals. You will be notified and have the registration forms returned.
After registering, students will receive a semester bill that is due on the dates specified above in the advisement and registration calendar.
International students (on M-1/F-1 visas) must make sure they are registered for a full-time course load (12 or more credits) in the fall and spring semesters. Failure to do so will result in the cancellation of registration within 24 hours. After registering, international students must proceed immediately to the office of student accounts to make the required 50 percent payment toward their semester bill.
Regular attendance is an essential ingredient for satisfactory academic performance. This policy is a requirement of Vaughn College but is also mandated by bodies that accredit and certify the College's programs. Excessive absences will result in failure of a course. Arriving to class late three times is equal to one absence.
Non-attendance of classes after registration in no way constitutes an official withdrawal from a course(s). To be officially withdrawn from a course(s), you must file an Add/Drop form with the office of the registrar for each course from which you are withdrawing. You will be held responsible for all charges associated with any course for which you register until the date an official withdrawal notice (Add/Drop form) is received by the office of the registrar.
Program Adjustments and Withdrawal
If you have pre-registered and an adjustment is necessary, you can add, drop or change a course section anytime after the pre-registration period and before the first day of classes, without penalty. Other changes must be made during the program adjustment period, usually on or after the first day of classes, and will be assessed a fee of $10 per add/drop. Use the Add/Drop form to make all program adjustments. Because program adjustments can affect your financial aid eligibility, it is important that you refer to the refund schedule in the current catalog to understand your tuition liability.
Students withdrawing entirely from the College must complete and file the Student Clearance Form with the office of the registrar.
Semester Tuition and Fees 2016-2017
All fees are subject to change.
Payment of your semester bill can be made by cash, personal check, money order, bank check, Visa, Discover or MasterCard. In addition, you can use any or all of the following methods to meet your financial obligations to Vaughn College:
- Federal or state financial aid, including loans
- Vaughn College grants and scholarships
- The third-party (AMS) monthly payment plan
- Employer reimbursement/educational benefits
- Sponsor or private organization
Refunds due to overpayment, including disbursement of aid, will be processed and mailed within 14 days from the date that the funds are received by the College. Refunds are mailed to your most current address.
If a check is returned for insufficient funds, a $25 fee is charged to the student. Students with one returned check will not be permitted to make future payments by personal check.
Financial aid can be used toward payment of your bill provided that the aid has been officially awarded by the office of financial aid and accepted by you.
Loans will not be credited to your account until the loan application has been completed, processed and approved. It is your responsibility to ensure that all financial aid is credited to your account. Aid that cannot be fully processed due to missing or incomplete documents will be removed from your financial aid package. The amount of that award will then be added to your balance due, which you will be required to pay or make arrangements to cover immediately.
All students must maintain satisfactory academic progress to continue receiving financial aid. The criteria used to determine satisfactory academic progress includes the minimum number of credits earned and the minimum cumulative grade point average achieved. Please see the catalog for specific guidelines.
identity verification in distance learning
Ensuring Student Identity Verification
Vaughn College students that register for online classes have a secure ID and password assigned to them by the College that is in compliance with FERPA guidelines. Access to online classes is controlled by the use of the secure ID and password combination. Students present at the College may change their password by logging in to the Vaughn domain with a campus computer; remote students must contact our system administrator to do so.
All credit bearing courses and programs offered through distance learning modalities at Vaughn College verify that a student who registers for a distance learning course or program is the same student who participates in and completes the course or program and receives academic credit through the use of secure login and password.
Students are responsible for providing complete and accurate information in our identity verification process in accordance with the Student Standard of Conduct as outlined in the Student Handbook administered by the Office of Student Affairs.
Protection of Privacy
The methods and procedures for ensuring student identity in distance learning courses and programs
also protect the privacy of personal student information.
The privacy of students who enroll in online courses at Vaughn College is protected under the College’s
policies regarding student privacy, confidentiality and FERPA rules. These policies are published in the Student handbook and on the College’s website. https://www.vaughn.edu/wp-content/uploads/2016/05/FERPA.pdf
All users of the College’s online LMS, learning management system, are responsible for maintaining the security of user names and passwords. Access credentials may not be shared for any reason or given to anyone other than the user to whom they were assigned. Users are responsible for all uses of their online account. Users are held responsible for knowledge of the information contained within the most recent Student Handbook, including the statement on proper use and handling of the College’s technology. Failure to read the guidelines, requirements and regulations does not exempt the user from responsibility.
Fees Associated with Student Identity Verification
There are currently no fees for maintaining the student identity verification process at Vaughn College. Should such fees be applied, students will be notified of the additional fees prior to and during the registration process.
Any such fees will also be posted in the College catalog and college website.
Unit Responsible for Verification
The office of Academic Affairs is responsible for the oversight of the student verification process and procedures. College wide compliance is expected within the provision of this practice and department chairs are informed of any and all changes as they are implemented.
Academic chairs are expected to ensure that faculty in their department are aware of the policies and that they remain in compliance. Online course instructors are also responsible to ensure their individual courses comply. The Vice President of Academic Affairs may address non-compliance through performance reviews and other measures as appropriate.
related college policies
Proper Use and Handling of the College’s Technology
Standards of Student Conduct – Student Handbook