Champlain College Enrollment Verification: A Comprehensive Guide

Students attending Champlain College often need to verify their enrollment for various purposes. This article provides a comprehensive overview of enrollment verification at Champlain College, covering various aspects of academic life, including enrollment status, academic policies, financial matters, and student conduct.

Enrollment Status and Academic Standing

To be considered a full-time student at Champlain College, an undergraduate student must enroll in at least 12 credit hours per 15-week semester. Schedule changes, especially those involving accelerated terms, can impact a student's full-time or part-time status and have financial implications.

The Registrar's Office, in conjunction with the Academic Deans and Program Leadership, conducts an academic review of all matriculated students at the end of each semester. This review ensures that students are meeting academic expectations and progressing toward graduation. The review can result in several statuses:

Academic Alert: Indicates that a student may be at risk of falling behind academically.
Academic Suspension: A temporary dismissal from the college due to academic performance. Students on academic suspension may be allowed to return and may be placed on Academic Recovery status upon return.
Academic Recovery: Allows students who are eligible for Academic Dismissal to remain enrolled for the upcoming semester, provided they meet specific conditions articulated in a letter of Academic Recovery status.
Academic Dismissal: Permanent dismissal from the college due to academic performance. Academically dismissed students wishing to take courses as non-degree students may do so only with permission.

Academic Policies and Procedures

Champlain College has several academic policies and procedures that students should be aware of:

Course Retakes: Students may retake a course up to two times, for a total of three attempts, to pass the course or improve their grade. Credit for the course will be granted only once (unless otherwise specified), and the highest grade received will be counted toward the cumulative GPA.
Academic Honesty: Champlain College aims to teach students appropriate ethical and professional standards of conduct. The Academic Honesty Policy exists to inform students and faculty of their obligations to uphold the highest standards of professional and ethical integrity. It is the student’s responsibility to understand and comply with this academic honesty policy as well as ensure that any assigned work conform to Champlain College’s standards of academic honesty. The student may not give or get any unauthorized assistance in the preparation of any work. Sharing work without explicit authorization to do so is a violation of the Academic Honesty Policy that may result in sanctions. Online submission of, or placing one’s name on, any course document, including class discussion posts is confirmation that the student has not received or given inappropriate assistance in completing it and that the student has complied with the Academic Honesty Policy in that work. Any violation of the Academic Honesty Policy, as determined by the instructor, may result in sanctions. Sanctions may vary and will depend on the instructor’s evaluation of the nature and gravity of the offense. Academic honesty violations may also be reported by the instructor or Program Director to Champlain College Academic Affairs office, resulting in a permanent student conduct record.
Academic Grievances (Champlain College Online): Academic grievances arising in Champlain College Online courses are initially resolved between the student and the faculty member. The academic grievance policy intends to provide Champlain College Online students the opportunity for additional review of the facts pertaining to an academic decision affecting them. The process is designed to provide objective and fair treatment of both students and faculty and to resolve disputes in a timely manner. An academic grievance is a claim that a specific academic decision or action that affects the student’s course status has violated published policies or procedures. Disputes that are not resolved directly between the parties involved may be brought to the appropriate CCO program director.
Grade Appeals: Champlain College Online faculty are responsible for making a professional judgment about the quality of students’ academic work and performance. Policy and procedure have been established to give students an opportunity to appeal if there is reason to contest a grade received on an assignment in a course offered through the College.
- Step I. The student must contact the faculty member in writing within 3 calendar days of posting of the grade in question to request a reconsideration of an assignment grade. If the faculty member determines that there was an error in the grade calculation, or the request is otherwise appropriate, the faculty member can then initiate a change of grade. If the faculty member determines that there was no error in the grade assigned, they will explain in writing the criteria and process used in determining the grade. The faculty member will advise the student of their decision in writing within 3 calendar days, providing a copy to the Program Director responsible for the course.
- Step II. If the student wishes to appeal the faculty member’s decision to the Program Director responsible for the course, they must do so in writing within 3 calendar days of receiving the faculty member’s decision. The appeal should include the specific reasons for disputing the grade and request that the faculty member reconsider the grade.
- Step III. If the student wishes to appeal the Program Director’s decision to the Chief Online Learning Officer, they must do so in writing within 3 calendar days of the date of the Program Director’s decision. The appeal should clearly state the ground(s) on which the student is asking to have the grade reviewed and any relevant information. The Program Director will forward all materials concerning steps already taken and information received in Step II to the Chief Online Learning Officer.
- Step IV. Grades submitted to the Registrar’s Office are final.
Academic Renewal: Under certain circumstances, academic renewal may allow for course grades to be excluded from the calculation of the student’s cumulative GPA. All courses in which a student earned lower than a “C” are eligible for renewal. Current students who have chosen to change majors may be eligible to have course grades excluded from their cumulative GPA calculation. The student must request that Academic Renewal be applied at the time of the change of major. All courses in which a student earned lower than a “C” are eligible for renewal. The student must stay enrolled in the new major.
Course Auditing: Champlain College permits the auditing of courses, at a reduced rate, for individuals who wish to participate in courses simply for their own enrichment. Students auditing a course may attend all class sessions and participate in class discussions. Academic work will be neither reviewed nor graded by the faculty. No credit will be issued for audited courses. Audits will be permitted only on a space-available basis and with permission of the Program Director. Audit registration begins one week prior to the start of the course. A student may change a course from audit to credit or credit to audit only during the first 8 days of the term. Once courses have begun, no refunds are issued for credit-to-audit changes.
Course Drops and Withdrawals: A student may drop a course within the first five days without a resultant “W” grade on their transcript. Any dropped courses after the first five days will result in a “W” grade on the student’s transcript. It is the student’s responsibility to officially withdraw from a course. Students wishing to withdraw must alert their Academic Advisor, and submit the Withdrawal form provided by their advisor. The withdrawal becomes effective as of the date of submission on the Course Withdrawal Form. Failure to formally withdraw may result in failing grades, reduction in financial aid and academic dismissal from the College. Deadlines for withdrawing are strictly enforced. There are instances in which the College may administratively withdraw a student. These include, but are not limited to, students removed from courses due to lack of attendance before Enrollment Verification initation, violations of the College’s Standard of Conduct or Class-Related Behavior Policy.

Majors, Minors, and Program Changes

A major is a compilation of courses designed to give proficiency in a specific area within an academic discipline or primary field of study. Major courses of study are comprised of a minimum of 39 credits. A double major requires careful planning and sequencing of courses and the endeavor will very likely require additional time to complete both programs. Students who wish to pursue a double major must first consult with their academic advisor. Students must fulfill all the requirements of both programs, and there must be a difference of at least 24 credits between the two programs.

Read also: Choosing Your Major at Champlain

A minor is a career enhancement for students, different from a student’s major or discipline. After discussions with advisors, students may wish to select a minor from those available across all academic units.

Requests to change or declare a major should start with your current Faculty Advisor. Final approval will come from the division Dean responsible for the new program or that Dean’s designee. A student’s request for change of major will be reviewed and processed by their Academic Advisor. Students who are changing their major are subject to admission requirements of the new major.

Financial Matters

Student Accounts is responsible for recording and maintaining all financial transactions that impact your student account. Students may allow others to view and/or pay bills online by registering them online as an authorized user. Champlain College offers interest-free, monthly payment plans for students to cover the cost of tuition, room, board, and other fees each semester. To enroll in a payment plan, log into your online student account.

Beginning the third Friday of each semester, students who receive financial aid that overpays their student account statement will receive a refund after their enrollment is confirmed. Champlain College recommends that you receive your refund via Electronic Funds Transfer (direct deposit), for your own peace of mind and to support Champlain’s sustainability initiatives.

Some students will encounter registration holds on their records. This means the college needs them to do something in order to register for classes. Registration hold information is communicated in a banner in the Student Planning module of Self Service.

Read also: Champlain College Communication

Transfer Credit

Champlain College recognizes prior learning and offers several ways for students to earn transfer credit:

Military Training: Transfer credit for military training evaluated by ACE and recommended for college credit is awarded based on equivalency of training content and outcomes to meet degree requirements. The American Council on Education (ACE) has evaluated hundreds of military training programs and occupation classifications for college equivalence.
Training Programs and Certifications: The American Council on Education (ACE) and the National College Credit Recommendation Service (NCCRS) have evaluated the college equivalence of many formal training programs from business and industry, government, and nonprofit agencies, as well as industry certifications. Transfer credit for evaluated training is awarded based on ACE or NCCRS recommendations for equivalence of training content and outcomes or certification competencies to meet degree requirements. For ACE-recommended credit to be awarded, students must request an official ACE transcript.
Non-Collegiate Course Providers: Credit may also be earned for courses taken with non-collegiate course providers, such as Saylor Academy and Study.com, which have been evaluated by the American Council on Education (ACE) or the National College Credit Recommendation Service (NCCRS) and recommended for college credit. In order for credit to be awarded, the ACE or NCCRS-recommended score must be achieved on the proctored exam and an official transcript from the course provider or ACE sent to Champlain College Online. Transfer credit for courses offered by non-collegiate course providers is awarded based on equivalency of course content and outcomes to meet degree requirements.
Champlain Knowledge Evaluation Tool (C-KET): Champlain Knowledge Evaluation Tool (C-KET) is an assessment of previously acquired knowledge relating to a specific Champlain College Online course. Select courses are available through this alternative option of earning credit.
Standardized Examinations: The American Council on Education (ACE) and the National College Credit Recommendation Service (NCCRS) have evaluated standardized exams to demonstrate college-equivalent knowledge and earn credit. Champlain College Online recognizes competency demonstrated through Advanced Placement (AP), the American Council on Teaching of Foreign Languages (ACTFL), the College Level Examination Program (CLEP), DSST, and NOCTI Business Solutions. Transfer credit for standardized examinations is awarded based on ACE or NCCRS recommendations for the passing score and number of credits, as well as equivalency of examination content to meet degree requirements.
Portfolio Assessment: A portfolio option is available to demonstrate college-equivalent learning acquired through training, work, and other life experiences. Please talk with your Academic Advisor about availability of this option and program details. Capstone courses in the majors are not eligible for portfolio assessment. Experiential learning portfolios are developed in CRIT 200 Portfolio Assessment of Prior Learning. After successful completion of CRIT 200, students may submit additional portfolios for evaluation. All portfolios must be submitted within three years of successful completion of CRIT 200. CRIT 200 can be repeated no more than twice after withdrawal or failure. None of these options will count in the institutional credit requirement for degree programs.

Student Conduct and Class-Related Behavior

Champlain College seeks to maintain a civil and respectful online learning environment that facilitates effective teaching and learning. Under the authority of this Class-Related Behavior Policy, an instructor may use their discretion to delete inappropriate posts. Continued inappropriate conduct or safety violations may be grounds for dismissal from the course in question for the remainder of the semester.

Communication and Official Correspondence

This channel is used for all official Champlain College correspondence. It is the College’s expectation that students will receive and send information through this channel.

Additional Information

Chosen Name: Champlain College is committed to fostering an inclusive and respectful environment for all students. One important way we support this is by honoring requests to use a chosen name, one that may differ from a student’s legal name. To inquire about or begin the process of updating your chosen name, please complete the Chosen Name Request Form. Please note that a student’s legal name will still be used in systems and documentation where a legal name is required by law, regulation, or for institutional accuracy. Additionally, when visiting administrative offices, students may be addressed by their legal name if that is what appears in the system used by staff. In some cases, faculty and staff may see both the legal and chosen names depending on the report or platform being accessed (e.g., advising reports). While we are actively working to expand the use of chosen names across more systems and are educating our campus community, there may be instances of confusion.
Graduation: Students who wish to participate in the commencement ceremony as non-graduating participants must have a plan to complete the degree within two semesters. This plan must be filed with and approved by the Registrar. On the graduation application, each student has the opportunity to write their name as they would like it to appear on the diploma. Apply for graduation by completing an application for graduation form by the deadlines determined by the Registrar’s Office.

Re-entry Process

A student who wishes to return to Champlain College as an undergraduate student, after any separation, must contact the Registrar’s Office and complete the re-entry process. Readmission is neither automatic nor guaranteed, and is subject to availability in each program.

Contact Information

For academic questions related to college withdrawal, please contact the Registrar’s Office. Official transcript requests may be submitted to the Jamestown Business College Registrar until closure. Transcript requests are fulfilled through Parchment Exchange. TKC currently partners with the National Student Clearinghouse to provide transcripts and degree verifications.

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