Student Records and Registration

Standards of Achievement

In all curricula, the student must maintain a rate of progress satisfactory to the faculty. Achievement in course assignments must meet established standards. Admission standards are designed to provide an opportunity to all interested students. Performance standards make certain that each student takes full advantage of this opportunity, while ensuring the competence of all the College’s graduates. Academic assistance is available to help each student attain satisfactory performance levels.

Enrollment Status

Vaughn’s academic semester schedule provides for a fall semester of 15 weeks, a spring semester of 15 weeks and two summer sessions of six weeks each. Examination periods are scheduled during each semester and each summer session. Students enrolled in the Aviation Training Institute follow a three- semester schedule with 15 weeks in the fall, spring and summer.

Full-Time Attendance

A minimum of 12 credits/units of study must be scheduled each fall and spring semester for full-time financial aid certification. Students who elect the minimum full-time schedule are advised that summer attendance is essential if they are to make progress toward graduation.

Class Schedules

Classes meet Monday through Saturday. Classes are offered on Saturdays between 8 a.m. and 8 p.m.

There are scheduled breaks and observed holidays during each semester. Consult the academic and Aviation Training Institute calendars (Aviation Training Institute Calendar 2024 - 2025* ).

Absences and Lateness

Academic Courses

Regular attendance is essential for satisfactory academic performance. Students are also advised that additional attendance requirements may be mandated depending on the faculty member and/or the department from which a particular course is taken. The final grade in any subject may be reduced in proportion to the number of unexcused absences.

FLIGHT TRAINING

Regular weekly attendance is essential for satisfactory flight training performance. Failure to schedule and attend weekly flight training at our partner flight school may result in removal from the BS Aircraft Operations Degree Program.

Aviation Training Institute Courses

Make Up Criteria

Lectures: 3-page summarization per hour absent on missed subject matter. (Copy/Paste not accepted). If a student misses more than 15 percent of lecture time they will require counseling by ATI administration to continue lectures or they will automatically fail.

Labs: Instructor led/signed off competency-based assessment of missed lab work (either caused by lateness, absence, or not meeting performance standards) demonstrating skills and risk management associated with task missed. Students missing more than 15 percent of laboratory time, or not meeting competency standards, will automatically fail.

Students must complete the makeup within 21 calendar days of when absence occurred or student will receive a failure due to excessive absences, or FX.

Continuous Degree Progression

One of the important features of Vaughn College is continuous degree progression.

A student whose career goal changes during the course of his or her education may be given the opportunity to change either degree or major. Many courses are common to all curricula and can be transferred readily from one program to another.

Placement test results and a review of the student’s high school and college transcripts may be required if the student is requesting permission to advance into a bachelor’s degree program. Students may also request to transfer from a bachelor program to an associate program. Only equivalent or higher-level courses will transfer.

Cumulative grade point averages will not be affected by these transfers. However, changes in degree programs may affect financial aid, and students are required to consult with a financial aid counselor before changing degree programs.

Students pursuing additional degrees or programs, or students wishing to change their program, are required to follow the degree program requirements listed in the current catalog.

Change of Curriculum

To change curriculum, students must file a “Change of Curriculum” form with the registrar three weeks prior to registering for the semester in which the change is to take effect. There is a $10 change of curriculum fee, payable at the office of student accounts.

If students change their curriculum, they must follow the requirements of the catalog that is in effect at the time of the change, regardless of when they first were admitted to the College. In addition, students must consult with a financial aid counselor before submitting the “Change of Curriculum” form to the registrar. No change of curriculum will take effect for the semester in which students are already registered Freshmen who were referred to the associate degree are not allowed to change curriculum until they have completed their second semester, and their GPA is a minimum 3.0. Appeals can be submitted to the vice president of academic affairs.

vice president of academic affairs.

International students also must seek approval by the international student adviser. Students in the Aviation Training Institute program are required to take a placement exam before changing into an academic program.

Adding and Dropping Courses or Withdrawal

A student registered for any term who wishes to adjust his/her make a schedule change, or discontinue studies entirely, must go to the registrar’s office. A student will remain registered, whether or not classes are attended, until he/she the student officially withdraws from the course or the College. Students wishing to make a schedule adjustment their schedule must complete the College’s Add/Drop form, available in the Office of the Academic Success Center or Office of the Registrar, and have it approved and signed by an Academic adviser. Additional approval might be necessary in cases where:

1. If dropping a course affects financial aid, the add/drop should be approved by a representative of financial aid and/or a student accounts representative;
2. Late registrants need additional approval from the instructor teaching the course or the department chair to determine eligibility; and
3. If a student is considered remedial or academically at risk, approval from a representative of the student success center and/or department chair is necessary.

The Office of the Registrar may reject a program change if the add/drop form is not submitted within the appropriate period. (See the calendar or registration material for last day to withdraw and for the last day to add/change classes).

Students withdrawing from a class with a lecture and a lab may withdraw from the lab and remain enrolled in the lecture. However, a student may not withdraw from the lecture and remain enrolled in only the lab. Special permission is required from the department chair.

Students who are withdrawing entirely from the College must fill out a Total Withdrawal form. Before withdrawing, students must fill out the Total Withdrawal form and seek approval from a financial aid representative or international student adviser (if applicable), and a Student Accounts representative before submitting the form to the Office of the Registrar. Student clearance/exit form must be completed before signed by representatives of the financial aid office. (See “Refunds to Students Who Withdraw” ).

The date on which these forms are completed and approved by the Office of the Registrar will constitute the date of change or withdrawal for the student.

Cost of Schedule Changes

If a student preregisters, any program changes (add/drop) made before the first day of the semester will be free of charge. Otherwise, any program changes, including changing sections, will be $10 per add/drop form. Students will not be charged an add/drop fee if a course is canceled.

Administrative Withdrawals

Vaughn will withdraw a student from class in the following situations:

1. Fails to meet proper immunization requirements/ documents (refer to “Immunization”);
2. Disciplinary reasons;
3. Fails to meet tuition/financial obligations;
4. Discontinued attendance in class*;
5. Remedial students exceed the 12-credit course load limit; and
6. Students on military leave must supply the College with a copy of military orders for student records and possible tuition adjustment.
7. Continue with the numbering
   1. BS Aircraft Operation students must obtain by the first day of class and maintain an FAA 1st Class Medical during
   2. BS Aircraft Operation Students fail to obtain their necessary financial aid for flight training.
   3. BS Aircraft Operation Students fail to obtain the required clearances from TSA, if required.
   4. BS Aircraft Operation Students fail to schedule and attend weekly required flight lessons.
   5. BS Aircraft Operation Students fail to complete the required pre and corequisites courses as specified in the FLIGHT REQUIREMENTS HANDBOOK.
8. BS Aircraft Operation Students failure to follow instructions of CFIA or CFII, or any inappropriate conduct. As a special circumstance explained in writing by department chair.

Depending on the administrative withdrawal date, the student’s account may or may not be prorated (refer to Costs and Financial Policies , “Tuition Refund Schedule”).

As a special circumstance explained in writing by department chair.

*Refer to Academic Affairs , under “Grading System,” to determine which grade is applicable: NA, WX or FX, or “Refunds to Students Who Withdraw.”  

Withdrawal Period

Students who withdraw before eight weeks have passed in a regular semester are considered to have withdrawn. They will receive a final grade of “W” on their transcripts.

Withdrawal after this period is permitted only in unusual circumstances, which requires the approval of the registrar’s office.

Maintenance of Matriculation

Students who need to take a leave of absence (in mid-semester or otherwise) must file a maintenance of matriculation form in the registrar’s office.

Students wishing to keep their status as matriculated while on their leave of absence (one semester) pay a maintenance of matriculation fee of $150 per semester upon taking their leave of absence. Under these circumstances, a reentry fee is not required. Students can maintain their matriculation for up to two consecutive semesters.

International students who have been issued an I-20, or students with outstanding tuition balances, cannot maintain matriculation. Eligible students wishing to maintain matriculation must submit their fees and forms in by the deadline given.

Maintenance of Matriculation for BS Aircraft Operations Students are only authorized for FLT 473  and FLT 474  after completion of FLT 330 , FLT 330L , and FLT 330C  at the end of the students *the Semester. No other maintenance if Matriculations are authorized.

Total Withdrawal

A student who registers in a given term semester and decides to discontinue all his/her classes must submit a Total Withdrawal form. This form must be approved by the office of the Associate Vice President of Academic Affairs an adviser where he/she the student will also be interviewed and then counseled by financial aid, student accounts and the registrar.

Once the total withdrawal form is completed and received by the appropriate offices, the student’s financial account will be adjusted according to the date of submission, not the student’s last date of class attendance. (Refer to the “Tuition Refund Schedule” on Costs and Financial Policies  for additional information).

Matriculation

Upon acceptance to Vaughn, the applicant is approved and a matriculation notice is issued by the admissions office. The director of admissions will consider individual requests for admission on a conditional basis.

Candidates who must clear deficiencies in their application should seek the advice and guidance of an admissions counselor. All conditions must be removed within the period prescribed by the director of admissions. The granting of matriculation imposes on the student the obligation to notify the College in writing of all changes in status, including withdrawal from courses or withdrawal from the College.

Immunization

New York state law requires all students born on or after January 1, 1957 and taking six or more credits to demonstrate immunity to measles, mumps and rubella (German measles).

Failure to submit proof of immunity to the College may prohibit a student from registering for classes. Immunization status will be checked as part of the registration process.

Students not in compliance 30 days after the start of classes may not be permitted to continue classes and may be de-registered for the semester. This deadline may be extended to a maximum of 45 days for out-of-state or international students. The director of student affairs is available to answer questions students may have concerning immunization requirements. Documents providing proof of immunity should be submitted in the English language.

Re-Entry Policy

A student seeking re-entry to the College after one or more semesters (excluding summer sessions) without maintaining matriculation must submit a completed re-entry application to be reviewed by the Office of the Registrar and pay a $40 fee to the Office of Student Accounts. (See above for procedures to maintain matriculation.) The re-entry fee is not refundable.

Tuition for re-entry students is based on rates listed in the current catalog. A nonrefundable tuition deposit of $200 is due and payable prior to registration. Students are responsible for providing official transcripts of work performed at an accredited college while away. Official transcripts must be sent to the registrar, and an unofficial transcript must be provided to the student’s academic adviser.

The registrar’s office will notify the student regarding his/her re-admission status. All previous financial obligations to the College must be reconciled before re-entry can be considered.

Alumnus of the College returning for the first time after graduation are not required to pay the re-entry fee. They are required to file an application for a second degree with the registrar’s office.

Students may not re-enter academic programs that are no longer offered.

Name Change Policy

For a name to be changed, any one of the documents listed below (naturalization certificate, birth certificate, marriage certificate, notarized court document, social security card) and a valid not expired Identification (see below reference) must be submitted with the Student Information Change form.

Taking Courses at Another College or University

Vaughn College recognizes that students may need to take a course at another college and have it transferred toward their Vaughn degree. Students may apply for permission to take courses outside the College only under the following circumstances:

1. If the course or courses are not offered at Vaughn College during a given semester
2. If the student plans to be away from the area during a given semester

Students who plan to take a course at another college must first receive approval from the appropriate academic department chair at Vaughn College, then file an official form, available at the office of the registrar, before they take the course. Students will use this form to identify the exact course to be taken at the college they propose to attend, and the semester in which the course will be taken. The department chair must verify that the course is equivalent to a Vaughn College course and applicable to curriculum requirements before allowing the student to take the course elsewhere. It is the responsibility of the student to have an official transcript sent to Vaughn College’s office of the registrar upon completion of a course taken outside. Once students have enrolled in a degree program at Vaughn, no more than nine credits may be taken toward a bachelor’s degree, or six credits toward an associate degree, at another institution. Additionally, students may take no more than three credits in this manner per year.

Transcript of Record

A transcript is the College’s official statement of a student’s academic record. Official transcripts bear the seal and an authorized signature of the College’s registrar. The Vaughn College transcript only contains information concerning a student’s academic performance and status at the college. The College adheres to the Family Education Rights and Privacy Act of 1974 and in so doing, a student’s record will not be released without prior consent from the student.

Vaughn College has authorized Parchment to handle transcript requests through the web. Transcripts may be sent through U.S. Mail and electronically. A valid major credit card and an email account are required to order a transcript. The cost per transcript (undergraduate OR graduate) is $12.50 for a hardcopy transcript (mailed or pick up) and $10 for an electronic transcript (PDF). (Please note students that attended prior to 1990 cannot order electronic transcript)

Transcripts are processed within 3 to 5 business days. Processing times may be longer during peak registration periods.

Transcripts marked “Student Copy” follow the same procedure as above. Students wishing to obtain their personal transcript may only obtain a student copy. Official transcripts are either mailed to another designated address or sealed for pickup.

The students transcript of record will show the students completion for their Restricted Airline Transport Pilots Certification (RATP).

Completing Your Program

Vaughn College offers the full-time student an opportunity to earn a bachelor’s degree in eight consecutive semesters, the associate in applied science degree in four to six consecutive semesters, or the associate in occupational studies degree in four consecutive semesters.

The part-time student usually completes the degree requirements in eight semesters for the associate in occupational studies, in 10 semesters for the associate in applied science, and in 16 semesters for the bachelor’s degree.

The College’s semester system makes it possible for each student to select a suitable starting date in the fall, spring or summer. Exact dates may be found in the academic calendars (Calendar 2024 - 2025* ) and the Aviation Training Institute calendars (Aviation Training Institute Calendar 2024 - 2025* ).

Family Educational Rights and Privacy Act (FERPA)

Annually, the College informs students of their rights under the Family Educational Rights and Privacy Act (FERPA) and the relevant regulations. FERPA provides that:

1. Each student has a right to inspect and review his or her education records within 45 days of the day the College receives a request for access.
   1. A student should submit to the Registrar’s office a written request that identifies the record(s) the student wishes to inspect. The Registrar’s office will make arrangements for access, and notify the student of the time and place where the records can be inspected. If the records are not maintained by the Registrar’s office, its official shall advise the student of the correct official to whom the request should be addressed.
2. The right to request an 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.
   1. A student who wishes to ask the College to amend a record should write the College official responsible for the record, clearly identify the part of the record the student wants changed and specify why it should be changed.
   2. 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 from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
   1. 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 employed by the College in an administrative, supervisory, academic, or research or support staff position (including law enforcement unit personnel and health staff); a person or third-party company with whom the College has contracted as its agent to provide a service instead of using College employees or officials (such as an attorney, auditor, clearinghouse or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee.
   2. A school official has a legitimate educational interest if the official needs to review an education record to fulfill his or her professional responsibilities for the College.
4. The right to file a complaint with the US Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

Family Policy Compliance Office
US Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5901

Consistent with FERPA, the College designates several categories of student information as “directory information” that may be disclosed for any purpose at the discretion of the College, unless such disclosure is specifically prohibited by the student as detailed below. Directory information shall consist of a student’s name, address(es), telephone number, email address, photograph, date and place of birth, major field of study, dates of attendance, participation in officially recognized activities and sports, height and weight of members of athletic teams, degrees, honors and awards received, most recent educational agency or institution attended, and student identification number, user ID, enrollment status (full or part- time) or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records with a PIN, password, etc. (A student’s Social Security number cannot be used for this purpose.)

At the beginning of the academic year, a student may request in writing from the registrar’s office that directory information not be released. Such requests are valid only for that academic year. The College disclaims any and all liability for inadvertent disclosure of directory information.

Retention Rates

About 86 percent of Vaughn College students who are eligible to return for a particular semester do so. The retention rate for first-year students is 77%.