Student Records and Registration Procedures

Student ID (“A” Number)

The Student Identification Number is a randomly selected 8-digit number beginning with the letter “A” that has been created for students, faculty, and staff to protect an individual’s social security number (SSN). The “A” number is used by students to log into MyNSCC (Web for Students) to access grades, register, view holds, etc. Students are still required to disclose their SSN when they apply for admissions. This SSN is immediately converted to an “A” number for privacy. If a student wishes to not disclose his/her SSN, they should be aware that this could affect federal and/or state financial assistance.

Personal Identification Number (PIN)

A student’s personal identification number is used for verification purposes. The most common use is for access to the MyNSCC registration system. For more information or assistance using, resetting, or obtaining a PIN, please contact the Records Office at 615-353-3218 or the Computer Services Help Desk at 615-353-3678.

Confidentiality of Student Records

Nashville State Community College works in compliance with the Family Educational Rights and Privacy Act of 1974, as amended to protect the confidentiality of personally identifiable educational records of students and former students. Students have the right to inspect and review information contained in their educational records, to challenge the contents of their educational records, to have a hearing if the outcome of the challenge is unsatisfactory, and to submit explanatory statements for inclusion in their files if the decision of the hearing panel is unacceptable.

“Directory information” concerning students is treated as public information and may be released to outside parties unless otherwise requested by the student. A student who desires not to have any or all directory information released must complete the appropriate form in the Records Office. The request shall remain in effect unless or until revoked by the student.

“Directory information” includes: Student name, address, telephone number, date of birth, major field of study, participation in recognized activities, dates of attendance, full-time/part-time status, degrees and awards received, and the most recent educational institution attended by the student.

Graduating/transferring students desiring non-disclosure after leaving Nashville State Community College must complete the request prior to the end of their last term. The request for non-disclosure will remain in effect until revoked by the student.

NSCC does not make a practice of supplying student lists to third parties. We reserve the right to limit distribution to on-campus departmental requests.

Students’ rights are outlined in the Nashville State Community College Student Policy Handbook .

Change of Name or Address

The Records Office should be informed of all changes in the student’s legal name, place of residence, mailing address, and telephone number. The college is not responsible for a student not receiving official information, if the student failed to notify the college of any of the changes stated above. Change of names requires documentation, i.e. marriage license, divorce decree, passport, or social security card. Please note that a driver’s license is not sufficient documentation for a change of name.

Registration Information

The schedule of courses (printed copy and Web copy via MyNSCC) contains the necessary information for registration. For complete registration information, go to the Records Web site at http://www.nscc.edu/student-resources/records-office/.

Official Registration

When students register for a term, the courses are not official until payment of all fees have been received in the Business Office. If fees have not been paid by the designated dates, students are purged (dropped) from all registered classes for the applicable term. The minimum load for a full-time student is 12 credit hours.

Change of Registration Drop/Add

A student desiring to add or drop a course must do so by the drop/add deadlines listed in the Academic Calendar in the front of this catalog and on the Records Web page. Courses dropped through the fourteenth calendar day from the first day of classes of each semester will not be entered on the student’s permanent record. Courses dropped after this period will be entered on the permanent record and assigned a grade of “W”.

Official Enrollment

Students are officially enrolled when all assessed fees have been paid. Enrollment verification requests will not be processed until the first day of class for the term requested.

Course Load

A part-time student carries an academic load of fewer than 12 credit hours. The maximum load for a student is 21 credit hours. A full-time student carries an academic load of 12 hours or more. When a student wishes to register for more than 21 credit hours, approval is required from either the Dean for Student Services, Division Dean, or Director of Records and Registration.

Honors College

The Honors College is open to new and currently enrolled students. First-semester freshmen should have a 26 ACT composite score or an 1100 SAT score. Returning or continuing students must have completed 12 hours with a cumulative GPA of 3.5 or higher. All applicants must submit an application form, a writing sample, and may be asked to participate in an interview with an honors committee representative. For more information and an application form, contact the English, Humanities, and Arts division at 615-353-3531.

Course Cancellations

NSCC reserves the right to cancel classes that do not have sufficient enrollment. Refer to the respective academic division for additional course cancellation information.

Waiver of Prerequisites

Under special circumstances, prerequisites may be waived and taken out of sequence. Approval to waive a prerequisite shall be the responsibility of the faculty advisor, program coordinator, or the discipline dean. Students must still complete all courses required in the curriculum and meet minimum hours for graduation.

Attendance Policy

A student is expected to attend all scheduled classes and laboratories. Students should refer to each course syllabus to obtain the course attendance policies. A student who violates the instructor’s stated attendance policy may be subject to receive a grade of “FA” (Failed Attending) or “FN” (Failed Never Attended).

Withdrawing from the College

The “Drop/Add Form” is available through the Records Office. The last day to withdraw from the college is listed in the Academic Calendar. Students enrolled in Continuing Education (special interest courses) that are not in sequence with the academic term will be informed of the established withdrawal date during the first class meeting. A student may appeal the withdrawal policy if they feel there is documented evidence of extreme personal hardship or such mitigating circumstances as the following:

1. Injury or illness as verified by the student’s personal physician;
2. Death in the family or other severe personal hardships as verified by the student’s parents, minister, physician, etc;
3. Change in employment status (work schedule) as verified by the student’s employer, if no other class is available; or
4. Job relocation as verified by the student’s employer.

Such exceptions to the withdrawal policy must be approved by the Dean for Students.

A student has not officially withdrawn until the student submits the required form to the Records Office or officially withdraws from the course via MyNSCC. Students utilizing educational benefits from the Department of Veterans’ Affairs are responsible for any overpayment of benefits due to non-attendance of or withdrawal from any and all classes.

Final Exams

Final exams are customarily held in all subjects at the end of each semester. The final exam schedule is posted on the NSCC Web site and/or the Records Web site each term. Absence from an examination, without permission from the instructor, may result in a failing grade for the course.

Transcript of Academic Record

The Records Office maintains permanent academic records for each student. All transcript requests must be in writing; therefore, no telephone requests will be honored. Faxed or mailed requests require a student signature and copy of picture ID. Official transcripts will be sent directly to another educational institution or business. Unofficial (student) copies are issued to students and advisors. In all cases, financial obligations to the college must be fulfilled before a transcript will be issued. Furthermore, transcript requests will be held for a maximum of 30 days to allow the student time to clear the financial hold; after 30 days, the student must re-submit the transcript request as the previous request will be disregarded.

Normally, transcripts will be sent within 48-72 hours after receiving the request from a student. During peak periods, please allow up to 5 business days for processing. Students may obtain up to five free printed copies of their transcripts from the Records Office. Additional printed transcripts will cost $3 each. Unofficial student transcripts can be accessed via MyNSCC. Proper identification will be required for all transcript requests made in person.

Student records are maintained for academic purposes. These records allow the college to validate a student’s academic performance. All requests to review a student’s record require the student’s written authorization, except as provided by the Family Educational Rights and Privacy Act of 1974, as amended.

Students will not be able to obtain any official documents given to the Records Office since that document becomes the property of NSCC. Once an official document has been given to the Records Office, the document is imaged and the original document is destroyed.

College Transfer Credit

Credit may be awarded to transfer students when the following standards are met:

1. The student must matriculate (enroll) at NSCC.
2. Official college or university transcripts are on file in the student’s NSCC academic record.
3. NSCC only transfers in equivalent courses in which a grade “C” or better was earned.
4. Elective credit may be awarded if the academic division determines there is no NSCC equivalent but they approve the transfer of the course to count toward graduation requirements.
5. NSCC does not transfer in GPA’s from other institutions. Only courses taken at NSCC will be used to compute the students GPA.

U.S. Military Schools

Nashville State Community College recognizes and awards credit for military service schools in which the student has satisfactorily completed a course and for which NSCC has an equivalent course. Training is evaluated using the American Council on Education’s (ACE) Guide to the Evaluation of Educational Experiences in the Armed Services.

If necessary, other recognized publications may be consulted in the evaluation of armed service schools. No more than 50% of the credit hours required to obtain an Associate’s degree or certificate may be earned through military service schools.

The student must provide the Records office the required documentation for the evaluation of military training.

Veterans’ Benefits

Veterans and eligible dependents of veterans who wish to apply for educational benefits from the Veterans Administration (VA) should contact the Coordinator of Veterans’ Services at 615-353-3211 to complete the necessary forms. To be certified, a student must submit the “Request for Certification” form each semester. Also, if the student would like their fees deferred, they must also submit the “Deferment Request” form each semester. While on deferment, the student assumes responsibility for payment of fees in full to the college by the last day of classes for the semester; if the student does not pay by the last day of the semester, they may not be eligible for deferment in the future.

Eligibility for Deferment of Payment of Tuition and Fees by Certain Eligible Students Receiving U.S. Department of Veterans Affairs or Other Governmentally Funded Educational Assistance Benefits

Service Members, Veterans, and Dependents of Veterans who are eligible beneficiaries of U.S. Department of Veterans Affairs educational benefits or other governmentally-funded educational assistance, subject to the conditions and guidelines set forth in Tennessee Code Annotated 49-7-104 as amended, may elect, upon formal application, to defer payment of required tuition and fees until the final day of the term. The amount of the deferment shall not exceed the total monetary benefits to be received for the term. Students who have been granted deferments are expected to make timely payments on their outstanding tuition and fee balance. Eligibility for such deferment shall terminate if the student fails to abide by any applicable rule or regulations. This notice is published pursuant to Public Chapter 279, Acts of 2003, effective July 1, 2003. To apply for deferment, contact the Coordinator of Veterans’ Services at 615-353-3211.

Advanced Standing

Matriculated (enrolled) students at Nashville State Community College may meet some course requirements for graduation through course waivers and substitutions; college transfer credit; credit by examination; the college-level examination program (CLEP); advanced placement examinations; prior work experience; high school, career, and vocational education experience; and U.S. Military training and experience. Documentation of any of these alternate methods of meeting requirements must be filed in the Records Office prior to the beginning of the semester in which the student will graduate. If this documentation is not on file, the student’s graduation date may be delayed. Students who are not enrolled at Nashville State Community College are not eligible for any advanced standing program.

Credit by Examination

Credit by Examination permits students to earn full credit for NSCC college-level courses through successful completion of comprehensive examinations. Program requirements differ. Students must consult the appropriate dean for requirements in their major.

To be eligible for Credit by Examination, a student:

1. Must be currently enrolled in classes at NSCC;
2. Must meet any prerequisite requirement established for the course for which the exam is requested.

In many programs, students:

3. May not pursue Credit by Examination where credit in an equivalent or more advanced course has been earned, or a course successfully completed (including audited courses); and
4. Must apply for and complete the examination within seven calendar days from the first day of class of the current term.

To apply for Credit by Examination, a student must obtain the Request for Credit by Examination form from the Records Office. The student must possess and demonstrate the requisite knowledge and skills for the course being challenged and receive the advisor’s approval to take the exam. The student then submits the form to the Dean responsible for the discipline of the exam requested. Permission to take the challenge examination may be denied if the advisor or Dean determines that the student does not have a valid basis for the request. The decision of the Dean is final.

Upon approval by the Dean, the student must pay the $75.00 examination fee (non-refundable) to the Business Office and present the receipt to the instructor responsible for administering the exam.

For successful completion of Credit by Examination, a student must achieve a minimum of 75% on the examination. The credit will be recorded on the student’s academic transcript as “Advanced Standing – Credit by Examination” and does not affect the student’s GPA.

Students currently enrolled in the course for which they successfully complete Credit by Examination will be dropped from the course and receive full refund of payments related to the course.

Credit by Examination is limited to a maximum of 20 semester hours and does not apply toward residency requirements for graduation. Students intending to transfer should consult with the college or university to which they are applying about the transferability of Credit by Examination hours.

Credit for Prior Work Experience (Portfolio Assessment)

If a student pursuing a degree or certificate has work experience that has provided a background similar to that of a course in their major curriculum, they may request that the department responsible for the course evaluate the work experience for credit purposes. Students should provide the department with evidence of work performed, e.g., copies of drawings, reports, or other documents, which would verify the type of work performed and/or a letter from the employer verifying the time that they were employed and performed the work. A maximum of 10 hours of credit can be obtained for prior documented work experience. If the work experience is adequate for credit, the Dean will submit the necessary form to the Records Office for processing.

High School and Vocational Education Experience

A student who has high school, vocational, or other credit that may relate to the program of study being pursued at NSCC, may be eligible for advanced standing credit. NSCC has formal articulation agreements with many high schools that outline the possibilities of credit for work at the high school level.

The student must request review by the Dean responsible for the course or courses that relate to the previous educational experience. This educational experience will be evaluated by the Dean to determine if the experience provides mastery of 80 percent of the competencies contained in the course required in the student’s major. The student must provide an articulation application, high school transcript, and/or documentation of the type of work performed in the course.

NSCC has articulation agreements with the Tennessee Technology Centers. In addition to single course advanced standing, block transfer credit is also available under the General Technology A.A.S. degree program.

Professional Certification Exams

Students may receive advanced standing credit by successfully completing recognized professional certification exams. Official examination results should be submitted to the Records Office if the exam is completed after the student has been admitted to NSCC.

Equivalencies for the Certified Professional Secretary Exam

A currently enrolled student may receive advanced standing credit by successfully completing the Certified Professional Secretary Exam. The student may receive the following credits based on verification of successful completion of the exam:

The National Program on Noncollegiate Sponsored Instruction (PONSI)

Credit may also be granted for appropriate educational experience listed in the Directory of the National Program on Noncollegiate Sponsored Instruction and in The National Guide to Educational Credit for Training Programs by the American Council on Education. If the educational experience is adequate for credit, the Dean will submit the necessary form to the Records Office for processing.

College Board Advanced Placement Examinations

NSCC will award advanced standing credit to entering students based upon Advanced Placement Examination results. Scores ranging from 3 to 5 will be awarded appropriate credit. Students take the Advanced Placement exams at their high schools. No fees are charged for awarding this credit. Official College Board AP exam scores should be submitted to the Records Office for processing.

Advance Standing Credit Awards for College Board Advance Placement Examinations

College-Level Examination Program (CLEP)

CLEP is a program of “credit by examination” which offers individuals an opportunity to earn college credit without enrolling in specific college courses. College-level competencies may have been acquired through personal reading, formal study, job experience, volunteer experience, correspondence courses, military training, or advanced high school courses.

CLEP exams are offered each Tuesday and Thursday morning (excluding holidays) at 9:00 a.m. in the NSCC Testing Center. Appointments should be made in advance.

The total cost is $92 per examination: CLEP charges $77 per exam and prefers it be charged to American Express, MasterCard, or Visa. NSCC charges $15 per exam for test administration and requires it be paid by check or money order.

For additional information about the NSCC CLEP test, contact the Testing Center at 615-353-3564. For information regarding obtaining CLEP Scores, please contact CLEP at 1-800-257-9558 or visit their Web site at www.collegeboard.com/clep.

CLEP Examinations with NSCC Course Equivalencies

Grading System

The following grading system is used at Nashville State Community College:

* This grade is not used for any remedial or developmental course.

Other marks which may appear on the grade report and/or transcripts are as follows: 

Grades of “W”, “I”, “X”, “AU”, and “NR” have no grade point value and are not used in computing grade point average.

Grade Point Average

The academic standing of a student is expressed in terms of a quality point average (QPA)/grade point average (GPA). When a course is completed, the number of grade points earned is determined by multiplying the credit hours earned for that course by the grade points assigned to the letter grade earned. Examples on calculating a GPA are found on the Records Department Web page.

Dean’s List

Degree-seeking students who achieve a term QPA/GPA of at least 3.5 during any semester in which they are at least part-time (six hours) will be listed on the Dean’s List based on college-level course work.

Repeating Courses

For the purpose of raising a grade point average, a student may only repeat a course in which the previous grade earned is “C” or lower. The Vice President of Academic Affairs must approve any exception to this before the student registers to repeat the course. When a course is repeated for the first time, the last grade earned is used in the calculation of the student’s quality/grade point average. The grade earned in the third and subsequent attempts will be used in calculating the QPA/GPA. The credit hours earned by repeating a course will be counted only one time in the cumulative total hours earned. In all instances, the last grade earned is used to determine whether the student meets graduation requirements.

Academic Fresh Start

Any person who has not been enrolled in a college or university for a period of four years and who, upon re-enrolling or transferring to NSCC completes 15 semester hours of degree course work with a minimum cumulative GPA of a 2.0 may petition for an Academic Fresh Start. The student must not have received a credential (degree, certificate, diploma, etc.) from another higher education institution previously. All prior credit earned (institutional and/or transfer) will be negated once the Academic Fresh Start is applied. The Academic Fresh Start form should be submitted to the Director of Records and Registration for approval. The Academic Fresh Start form is located on the Records Web site at the following address: www.nscc.edu/records.

Grade Appeals

A student who believes that an error has been made in the grade assigned for a given course has through the end of the following term in which the grade was earned to request a review of the grade in question. A student must first confer with the instructor. If the problem cannot be resolved, the student may initiate the appeal procedure. All appeals should be submitted in writing to the Dean for Student Services Office.

Retention Standards

Associate Degree Programs and Technical Certificate Programs

The minimum quality/grade point average to achieve the Associate Degree or Technical Certificate is 2.0. To establish a measure of academic standing, a table of minimum retention standards has been established. The following table describes minimum cumulative grade point average required for the credit hours attempted and is designed to serve as a guide to students who fall below the 2.0 cumulative grade point average.

Academic Probation and Suspension

Academic probation and suspension is based on the college’s retention standards as described previously.

Probation: Once a student falls below the minimum cumulative GPA, they will be placed on a probationary status. While on probation, the student must attain a minimum term GPA of a 2.0. The student will remain on probation until the minimum required cumulative GPA is attained. However, if the student falls below a term GPA of 2.0 while on probation, the student will be placed on a one-term suspension. Note: If a student is placed on suspension during the spring term, the suspension is applied to both the summer and fall terms and thus the student would not be eligible for re-enrollment until the spring term of the following year under a post-suspension probationary status.

Suspension: While on a probationary status, if a student fails to attain a 2.0 term GPA, they will be placed on a one-term suspension. When a student returns from a suspension, they will be placed on a post-suspension probationary status. The student will remain on a post-suspension probationary status as long as they attain a term GPA of 2.0 or get their cumulative GPA back up to the minimum standard. If the student fails to attain a term GPA of a 2.0 while on a post-suspension probationary status, they will be placed on suspension for two-terms. Note: Once placed on suspension, if the student has pre-registered for any courses in the next term(s) of enrollment, all courses will be dropped.

Students will be notified in writing at the end of the term if they have been placed on probation or suspension by the Records Office. However, academic standing is not contingent upon receipt of the letter. Students should check their academic standing via MyNSCC at the end of each term.

Academic Action Appeals

A student may appeal an academic action if he/she believes extenuating circumstances or unusual hardship affected his or her ability to achieve the minimum academic standard. A written appeal must be submitted to the Director of Records and Registration 14 days prior to the official first day of class during a term. The appeal must outline the reasons for the request in addition to submitting any supporting documentation. The Academic Appeals Committee will review and make a final determination regarding the action; notification will be sent to the student regarding the decision.

Students receiving Veterans Education benefits will not be certified to the Department of Veterans Affairs if enrollment is based on a second consecutive waiver of Academic Suspension.

Associate Degrees and Certificate Requirements

It is the student’s responsibility to insure that all requirements for graduation are met. Students pursuing an Associate’s degree or technical certificate must satisfy the general and specific requirements as outlined in the current catalog option. No student will be issued a degree or certificate until all debts and obligations to the college have been satisfied.

Catalog Option

A student’s program requirements are determined by the catalog in effect the term the student is initially admitted into the degree or certificate program. If a student elects to change programs or to change to a different area of concentration within a major, the requirements of the catalog currently in effect at the time of the change will apply. Any student may elect to graduate in accordance with the requirements of a catalog published after the student’s initial program catalog. However, the student must declare the option for change of catalog no later than the deadline for filing his/her Intent to Graduate. A student who does not remain active and reapplies for admission into a program will be subject to the catalog in effect at the time of reapplication.

Credit Hours

A minimum of 750 minutes of classroom instruction (excluding registration and final exams) is required per Student Credit Hour. Non-instruction credit is recorded in continuing education units (CEU’s). One CEU requires 10 contact hours of participation in an organized continuing education experience under qualified instruction.

Classification of Students

A student who has completed fewer than 30 credit hours shall be classified as a freshman. A sophomore must have completed 30 or more hours of college-level course work or a combination of course work and transfer credit.

Requests for Academic Waiver

Students who wish to request waivers or exceptions to any academic regulation or requirement must submit requests in writing to the Vice President of Academic Affairs.

Course Waivers and Substitutions

An advisor may recommend that a student request a course waiver if the student has had training or experience in a subject area. A course waiver is appropriate if the material has been mastered through means other than formal academic course work or in a course closely related to the course in question. A course substitution is appropriate only if material has been mastered through a similar course within the college or if co-op credit has been earned as defined in the college catalog. There is no fee for course waivers and substitutions. Course waivers may reduce the total credit hours or number of courses required for the degree or certificate, but in no case can the number of credit hours required for the Associate’s degree be fewer than 60.

To process a course waiver or substitution, students should initiate the appropriate substitution form through their academic advisors. The Dean in the academic area in which the course is offered must approve the waiver or substitution, and the Records Office will complete the substitution process.

Degrees and Concentrations

NSCC students may earn only one A.A. degree and one A.S. Degree. Students desiring a second degree from NSCC must complete a minimum of 15 additional credit hours beyond the requirements for the first degree. All additional credit hours for the second degree must be completed at NSCC.

Associate of Applied Science Degree students may complete requirements for more than one concentration of study within the degree program by successfully completing all course requirements in both concentrations. A “Completion of a Second Major” form must be submitted for each concentration. No additional fee is required, and no additional diploma will be awarded. “Completion of a Second Major” will be denoted on the student’s academic transcript.

Graduation Requirements

Residency Requirements

1. Satisfactorily earn at least 25% of credit hours required for the degree through instruction delivered by NSCC. Any exception to this policy must be approved by the Vice President for Academic Affairs or designee.
2. Associate degree students must earn the last 15 hours preceding graduation from NSCC. This does not apply to students who are participating in an approved articulated program agreement.
3. Students that have the residency requirement waived by the Vice President must take the waived course(s) within one year of the approved waived date.
4. Students must be enrolled at NSCC in order to receive Advanced Standing credit to be used towards graduation requirements.

Graduation Requirements

1. Complete a minimum of 60 semester hours required for the Associate’s degree and the appropriate number of hours required for a certificate. Credit hours earned in remedial or developmental courses are not counted to satisfy any graduation requirement.
2. Earn a minimum GPA of 2.0 (“C” average in all collegiate-level courses that count toward the degree.)
3. It is required that the student file an “Intent to Graduate” and submit it to the Records Office at least one semester before they intend to graduate. The deadline is the last day to withdraw from a class the term prior to the intended graduation term. Students who file after the posted deadline may not receive an evaluation in time to register for any courses lacking towards completion of their program. Therefore, the student may not be able to graduate in the term intended.
4. Complete any required exit requirements or examinations in General Education, or in the major field of study. (Removed previous number 4 regarding the graduation fee)

For more information, go to www.nscc.edu

Graduation Honors

Candidates for the Associate’s degree or technical certificate who attain a final 3.5–3.74 cumulative grade point average will be graduated cum laude; candidates who attain a final 3.75–3.89 cumulative grade point average will be graduated magna cum laude. Candidates who attain a 3.90–4.00 cumulative grade point average will be graduated summa cum laude.

Nashville State holds one commencement ceremony per year. This ceremony is held at the end of each spring term. Diplomas are mailed to students at the end of the semester they graduate once degree requirements have been confirmed.