Admission, Registration & Records

Admission

Yavapai College invites qualified individuals who demonstrate evidence of potential success as adult learners in an institution of post-secondary higher education to seek admission.

In accordance with Arizona state law, Revised Statutes 15-1805.01 and 15-1821, Yavapai College may admit:

A. A person who satisfies any one of the following criteria:

1. Is a graduate of a high school that is accredited by a regional accrediting association as defined by the United States Office of Education or approved by a state board of education or other appropriate state educational agency.

2. Has a high school certificate of equivalency.

3. Is at least eighteen years of age and demonstrates evidence of potential success in the community college.

4. Is a student transferring from another regionally accredited college or university in good standing (2.0 cumulative GPA).

B. A person who is under 18 years of age and has not satisfied the requirements above may be admitted upon completion of course pre-requisites and achievement of one of the following:

1. A composite score of 93 or more on the preliminary Scholastic Aptitude Test (PSAT).

2. A composite score of 930 or more on the Scholastic Aptitude Test (SAT).

3. A composite score of 22 or more on the American College Test (ACT).

4. A passing score on the relevant portions of the current state test(s) required for Arizona standards measurement or graduation (AIMS or replacement).

5. The completion of a college placement test designated by the College district that indicates the student is at the appropriate college level for the course.

A person under 18 who wishes to enroll in a course for which there is no prerequisite nor applicable placement test may be admitted on an individual basis with the approval of college officials.

C. Homeschooled students are exempt from subsection B of this policy.

D. Students who enroll in vocational education courses may be admitted on an individual basis with the approval of college officials if the student meets the established requirements of the courses for which the student enrolls and the college officials determine that the student's admission is in the best interest of the student.

• Yavapai College reserves the right to restrict enrollment.
• Admission to Yavapai College does not guarantee admission to specific programs.
• Specialized application materials may be required for certain programs, from non-citizens of the United States, from students appealing a residency classification, and in related circumstances.
• Yavapai College may admit students according to intergovernmental agreement, contract, program participation, or College-approved instruction.

Residency Determination

Classification of state residency for tuition purposes at Yavapai College is governed by state law. The information below establishes the criteria for Arizona residency. Students who are classified as non-residents will be assessed out-of-state fees when registering for classes.

Definition of Terms

1. "Armed Forces of the United States" means the Army, the Navy, the Air Force, the Marine Corps, the Coast Guard, the commissioned corps of the United States Public Health Service and the National Oceanographic and Atmospheric Association.
2. "Continuous attendance" means enrollment at an educational institution in this state as a full-time student, as such term is defined by the governing body of the educational institution, for a normal academic year since the beginning of the period for which continuous attendance is claimed. Such person need not attend summer sessions in order to maintain continuous attendance.
3. "Domicile" means a person's true, fixed and permanent home and place of habitation. It is the place where he/she intends to remain and to which he/she expects to return when he/she leaves without intending to establish a new domicile elsewhere.
4. "Emancipated person" means a person who is neither under a legal duty of service to his parent nor entitled to the support of such parent under the laws of this state.
5. "Parent" means a person's father or mother, or custodial parent, or if there is no surviving parent or the whereabouts of the parents are unknown, then a guardian of an unemancipated person if there are not circumstances indicating that such guardianship was created primarily for the purpose of conferring the status of an in-state student on such unemancipated person.

In-State Student Status

1. Except as otherwise provided in this article no person having a domicile elsewhere than in this state is eligible for classification as an in-state student for tuition purposes.
2. A person is not entitled to classification as an in-state student until the person is domiciled in this state for one year, except that a person whose domicile is in this state is entitled to classification as an in-state student if the person meets one of the following requirements:
   1. The person's parent's domicile is in this state, and the parent is entitled to claim the person as an exemption for state and federal tax purposes.
   2. The person is an employee of an employer which transferred the person to this state for employment purposes or the person is the spouse of such employee.
   3. The person is an employee of a school district in this state and is under contract to teach on a full-time basis, or is employed as a full-time non-certified classroom aide, at a school within that school district. For purposes of this paragraph, the person is eligible for classification as an in-state student only for courses necessary to complete the requirements for certification by the state board of education to teach in a school district in this state. No member of the person's family is eligible for classification as an in-state student if the person is eligible for classification as an in-state student pursuant to this paragraph.
3. The domicile of an unemancipated person is that of such person's parent.
4. Any unemancipated person who remains in this state when such person's parent, who had been domiciled in this state, removes from this state is entitled to classification as an in-state student until attainment of the degree for which currently enrolled, so long as such person maintains continuous attendance.
5. A person who is a member of the armed forces of the United States and who is stationed in this state pursuant to military orders or who is the spouse or a dependent child as defined in section 43-1001 of a person who is a member of the armed forces of the United States and who is stationed in this state pursuant to military orders is entitled to classification as an in-state student. The student, while in continuous attendance toward the degree for which currently enrolled, does not lose in-state student classification.
6. A person who is a member of the armed forces of the United States stationed in this state pursuant to military orders or the spouse or a dependent as defined in section 43-1001 of a member of the armed forces of the United States is entitled to classification as an in-state student if the member of the armed forces has claimed this state as the person's state of legal residence for at least twelve consecutive months before the member of the armed forces, spouse or dependent enrolls in a university under the jurisdiction of the Arizona board of regents or a community college under the jurisdiction of a community college district governing board. For purposes of this subsection, the requirement that a person be domiciled in this state for one year before enrollment to qualify for in-state student classification does not apply.
7. A person who is honorably discharged from the armed forces of the United States shall be granted immediate classification as an in-state student on honorable discharge from the armed forces and, while in continuous attendance toward the degree for which currently enrolled, does not lose in-state student classification if the person has met all of the following requirements:
   1. Declared Arizona as the person's legal residence with the person's branch of service at least one year prior to discharge from the armed forces.
   2. Demonstrated objective evidence of intent to be a resident of Arizona which, for the purposes of this section, includes at least one of the following:
      1. An Arizona driver's license
      2. Arizona motor vehicle registration
      3. Employment history in Arizona
      4. Arizona voter registration
      5. Transfer of major banking services to Arizona
      6. Change of permanent address on all pertinent records
      7. Other materials of whatever kind or source relevant to domicile or residency status
      8. Filed an Arizona income tax return with the Department of Revenue during the previous tax year.
      9. A spouse or dependent(s) of a veteran that has been discharged within the last 36 months from a period of active duty that was 90 days or longer AND using either VA Chapter 30 or Chapter 33 benefits may also qualify. Call 928.717.7613 for more information.

 www.yc.edu/residency

County Residency

Arizona residents from counties in which there is no established community college district (Apache and Greenlee) may enroll in credit classes with Yavapai College without payment of out-of-county charges, if the student presents a notarized Arizona Out-of-County Affidavit stating that the individual has resided in the county for at least 50 days prior to the 1^st day of classes. The student still is responsible for payment of regular tuition and fees.

Western Undergraduate Exchange Program Reduced Tuition

Yavapai College participates in the Western Undergraduate Exchange Program (WUE), a program of the Western Interstate Commission for Higher Education (WICHE). Residents of eligible states (currently Alaska, California, Colorado, Hawaii, Idaho, Montana, North Dakota, New Mexico, Nevada, Oregon, South Dakota, Utah, Washington and Wyoming) that enroll in any of Yavapai College's WUE-eligible programs in seven (7) credit hours or more will pay a reduced out-of-state tuition. See www.yc.edu/tuition for current rates and exempt programs.

Time enrolled under WUE status does not count toward establishing Arizona residency for tuition purposes.

www.yc.edu/residency

International Students

To qualify for admission as an international student, one must:

• be a high school graduate
• demonstrate proficiency in the English language with a score of 525 or higher on the paper Test of English as a Foreign Language (TOEFL) exam or a score of 193 on the computer-based TOEFL, or a score of 70 on the internet-based (iBT) TOEFL
• have U.S. health insurance coverage which includes repatriation and medical evacuation clauses (this can be purchased through Yavapai College)
• certify that he/she has adequate financial resources to be self-supporting while attending Yavapai College
• complete application forms and submit in paper form to Admission, 1100 E. Sheldon St., Prescott, AZ 86301. Visit www.yc.edu/is for application forms and additional information
• Admitted international students are required to enroll for a full-time course load (minimum of 12 semester credits) each Fall and Spring, as well as meet with an academic advisor each semester

Incoming Transfer Students

Students who have attended prior colleges should indicate this on the admission application, and provide Yavapai College with an official transcript of all work completed. Transcripts will be evaluated to determine how much credit will be granted for transfer courses toward satisfying Yavapai College degree and certificate requirements.

Yavapai College accepts credits from regionally accredited institutions on a credit-unit-for-credit-unit basis (adjusted for semester/quarter terms). Course equivalencies are established based on alignment of the course description and learning outcomes. Only courses 100-level or above with a grade of "C" or better will be considered for transfer credit. Yavapai College accepts only transfer credits, no grade point averages. Credits from nationally accredited institutions will be considered on a case-by-case basis and should be brought to the attention of the Office of the Registrar.

Registration

Registering for Classes

The College regards a student's registration in classes as a commitment on his/her part to comply with all College regulations. It is the student's responsibility to read the catalog and to understand these regulations.

Students register for classes via secure log in at www.yc.edu/register. Students who do not have approved financial aid must pay all tuition/fees at the time of registration. Detailed information regarding registration (dates, tuition rates, course availability, etc.) is published online each semester.

Degree and certificate seeking students should meet with an academic advisor prior to each semester to review degree requirements, prerequisites, and course selection.

Students must maintain a current address and other personal information in myYC portal each semester. It is important to keep a current address on file and it is required for students to monitor their College-assigned email address in order to receive all official correspondence.

Yavapai College reserves the right to restrict enrollment in classes and/or programs when educational, contractual, legal, or safety obligations warrant such restrictions.

Auditing a Course

A student wishing exposure to a course may elect to audit. Regular attendance at all class meetings is the responsibility of the student, but writing assignments and examinations are not mandatory. A grade of "AU" will be awarded for satisfactory attendance. Courses audited carry no credit toward the grade point average, toward graduation, or toward meeting professional requirements. Audit units do not count toward determining the eligibility for financial aid purposes. Audits may be repeated for credit. Once a student registers for and completes a class as an auditor, the audit on the permanent record may not be changed to a credit-earning grade. Students enrolling for credit will have priority over auditors until the first class day of the course, at which time auditors may enroll on a space available basis. An additional fee is assessed to audited courses. Go to www.yc.edu/tuition for current audit fee.

Student Holds

Holds may be placed on student records for outstanding obligations to the college. A student may not be able to enroll in classes, obtain grade reports, obtain official transcripts, or receive an earned degree or certificate until holds placed on the record have been cleared. Examples of student holds are:

• Academic probation or suspension
• Bad or returned check
• Unpaid fees such as library fines
• Disciplinary holds for student misconduct
• Financial aid or student loan holds

Students can determine the originator of the hold via secure log in at www.yc.edu/MyServices/Students/ViewHolds.

Changes in Registration (Add, Drop & Withdraw)

Add/Drop/Withdraw Procedures

• Students may add, drop and withdraw from classes during designated periods each term via secure log in at www.yc.edu.
• A student-initiated withdraw prior to the deadline will result in a "W" posted to the permanent record. An administrative withdraw will be noted with a "Y."
• For deadlines and effects of changes, see www.yc.edu/academiccalendar.
• It is strongly recommended that students see an academic advisor prior to a complete withdrawal from the College.

Grades and Credits

Instructors will evaluate student achievement of course learning outcomes, and students will be regularly informed of their progress. Evaluation measures will be clearly set forth by the instructor in the course syllabus. A variety of evaluation methods relevant to the learning outcomes may be used.

A course completed with a grade of A, B, C or S fulfills the prerequisite requirement for another course. A maximum of 12 credit hours of S grades may be applied to a degree or certificate program. Grades of S are not an option towards completion of an AGEC (Arizona General Education Curriculum) certificate.

A course completed with a grade of D, F or U does not fulfill the prerequisite requirement for another course and may not be applied to a degree or certificate requirement.

To calculate the Grade Point Average (GPA) for the semester:

1. Multiply the points assigned to the letter grade by the number of credit hours earned in each class
2. Add the points of all classes together
3. Divide by the total number of credits

Sample Grade Point Average (GPA) Calculation

Change of Final Grade

In case of an error in computing or recording a final grade, a student may request a grade change by faculty no later than 30 calendar days after the date the final grade has been posted to the student's permanent record. Once a grade for a course has been officially posted to the student's permanent record by the Registrar, the instructor may change the grade due to the following:

1. An error occurred in the computer and/or recording of the grade or,
2. An incomplete classification (I)

A Change of Grade request after 30 calendar days must be completed with appropriate signatures including the instructor, and Dean or designee. The request is then submitted to the Registrar.

Incomplete Grades

A grade of "I" may be requested by a student and will be posted to the student's permanent record only at the end of a semester in which the student has done the following:

1. Has completed a significant majority of the work required for the course while maintaining a "C" average for work submitted and is capable of completing the remainder of the required work for this course
2. Experienced extenuating circumstances which prevent completion of the course requirements

It is the exclusive responsibility of each student receiving an Incomplete to be in communication with the instructor and complete the course(s) by the deadline established by the instructor (maximum of 45 days). The instructor will then initiate a Change of Grade form. If the instructor is no longer available, the student should contact the supervising instructional division dean. If the work required is not completed by the deadline established by the instructor, the grade specified by the instructor will be posted to the permanent record.

Satisfactory (S)/Unsatisfactory (U) Grades

Yavapai College encourages each student to explore areas of study outside the major field of study. The S/U grading option is one way the College stimulates this exploration.

The "S" grade is defined as equivalent to a grade of "C" or better on the conventional grading scale of A-F. A course completed with an "S" grade indicates appropriate subject area knowledge to satisfy the prerequisite requirement of a related higher-level course.

Specified courses are graded only S/U. Students who prefer the S/U grading option must notify the class instructor. Conditions of Satisfactory/Unsatisfactory (S/U) grading:

• Since some college and universities limit the number of credits completed with S/U grading that will transfer, or restrict the way that such credits may be applied to degree requirements, it is recommended that students preparing to transfer select the S/U grading option only for elective courses.
• A maximum of twelve (12) hours of "S" credit from 100- and 200-level courses may be applied toward Yavapai College graduation requirements.
• S/U grading is not an option for courses applied to the Arizona General Education Curriculum (AGEC).
• S/U grades are not computed in the student's Yavapai College grade point average.

Repeating a Course

A student may repeat any course offered by Yavapai College in order to improve a grade, or gain additional knowledge, experience, or other benefit, limited only by the following conditions:

• The credit earned in repeated courses will only be counted one time for completion of degree/certificate requirements unless otherwise noted in the course description
• A student may enroll in concurrent sections of a course only if the course is numbered 000-099
• Repeated courses may not be eligible for federal Financial Aid funding or veteran education benefits
• An individual student's repeat enrollments in specific courses may be restricted if it is determined to be in the best interest of the student or College

All grades appear on the permanent transcript. Included in the cumulative grade point average is the highest single grade earned in a course and all applicable grades earned in repeatable courses.

Records

Directory Information

In compliance with FERPA, Yavapai College designates the following personally identifiable information about a student as directory information. Unless restricted by a student, directory information may be released to the public without the prior consent of the student. The student may request a privacy hold ("confidential hold") in person or in writing. These requests remain in effect until revoked in person or in writing. Directory information includes: name, address, telephone number, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of athletic team members, dates of attendance, degrees and awards received, ID number, the most recent previous educational agency or institution attended, photographs, email address, and grade level.

Student Records Disclosure

The Family Educational Rights and Privacy act of 1974 (FERPA) affords eligible students certain rights with respect to their education records. (An "eligible student" under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution.) These rights include:

1. The right to inspect and review the student's education records within 45 days of the day Yavapai College receives a request for access. A student should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) they wish to inspect. The College official 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 school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2. 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 school official responsible for the record, 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.

3. The right to provide written consent before the College discloses personally identifiable information (PII) 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, research or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of the College who performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist 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.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Yavapai College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA are:

Family Compliance Office
U.S. Department of Education
400 Maryland AVE S.W.
Washington, DC 20202-5901

FERPA permits the disclosure of PII from students' education records, without consent of the student, if the disclosure meets certain conditions found in 99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully-issued subpoenas, disclosures of directory information, and disclosures to the student, 99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student-

• To other school officials, including teachers, with the College whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in 99.31 (a)(1)(i)(B)(1)-(a)(1)(i)(B)(2) are met. (99.31(a)(1))
• To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for the purposes related to the student's enrollment or transfer, subject to the requirements of 99.34. (99.31(a)(2))
• To authorized representatives of the U.S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university's State-supported education programs. Disclosures under this provision may be made, subject to the requirements of 99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (99.31(a)(3) and 99.35)
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (99.31(a)(4)
• To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (99.31(a)(6))
• To accrediting organizations to carry out their accrediting functions. ((99.31(a)(7))
• To parents of an eligible student if the student is a dependent for IRS tax purposes. (99.31(a)(8))
• To comply with a judicial order or lawfully issued subpoena. (99.31(a)(9))
• To appropriate officials in connection with a health or safety emergency, subject to 99.36. (99.31(a)(10))
• Information the school has designated as "directory information" under 99.37. (99.31(a) (11))
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of 99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding.(99.31(a)(13))
• To the general public, the final results of a disciplinary proceeding, subject to the requirements of 99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school's rules or policies with respect to the allegation made against him or her. (99.31(a)(14))
• To the parents of any student regarding the student's violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (99.31(a)(15)

Transcripts

Transcripts are permanent academic records released by written consent (signature) of the student.

• Order online
  • C​urrent students: login www.yc.edu-My Services/Students/Request My Official Transcripts
  • Former students: www.yc.edu/transcripts
• Order by mail

If ordering by mail, the written request must include the student's signature, current mailing address and phone, and must identify where the transcript is to be sent. A $10 check or money order must be included for each transcript requested.

• Order in person at the Prescott Campus or Verde Campus - cost is $10.00 per transcript
  • Complete a transcript request and pay $10 to the cashier.

Students who have completed work at other institutions and wish to apply credits toward their Yavapai College degree or certificate must have official transcripts sent to the Office of the Registrar at the address below. Transfer students should meet with an academic advisor to achieve maximum benefit when establishing an education plan. Students receiving veteran education benefits are required by VA regulations to submit official transcripts from all colleges, universities, technical schools, non-accredited institutions and military training.