Academic Load

A normal load is 12 to 18 hours per long semester. The academic load statuses below are based on all courses sharing the same semester class start dates. The statuses below do not apply when a student enrolls in courses with multiple start dates throughout a semester, as well as different course lengths (number of weeks).
 

  • Full Time

- 12 or more semester credit hours during the 16-week fall or spring semester.

- 8 or more semester credit hours during the 10-week summer session.

- 6 semester credit hours per 8-week term.

- 4 or more semester credit hours per 5 ½-weeks summer semester.

  • Three-Quarter Time

- 9 to 11 semester credit hours during the 16-week fall or spring semester.

- 5 semester credit hours per 8-week term.

  • Half Time

- 6 to 8 credit hours during the 16-weeks fall or spring semester.

- 3 to 4 semester credit hours per 8-week term.

NOTE: Students attending college with financial aid or veterans benefits assistance may be required to meet academic course load standards other than those noted above. Contact the CTC Office of Student Financial Assistance or the CTC Veteran Services Office before registering for courses.

Maximum Load

Except as stipulated in the program of study, a student will not be permitted to enroll in more than six academic courses or more than 18 semester hours during any combination of terms within a 16-week semester. The maximum load for a 5 1/2 week summer semester is eight semester hours. The maximum credit a student can earn during the entire summer session is 14 semester hours. A student wishing to enroll in more than the maximum load must receive approval from the campus dean or his or her designee.

Satisfactory Progress Standards

Each student has the responsibility for attending class and pursuing the objectives of the each course that the student is officially enrolled.

Class Attendance and Course Progress

Regular and punctual class attendance at all scheduled classes is expected. Each faculty member will inform students of the attendance policy and the course objectives at the initial class meeting.

  • Students are required to be in class on time. Instructors may choose to lower a student’s grade because of tardiness. Excessive tardiness is disruptive to the educational process and may result in disciplinary action. Due process and the right to appeal will be provided to students subject to disciplinary action.
  • Only instructors can authorize an excused absence. Regardless of the reason for the absence, the student is responsible for completing all coursework covered during any absence.
  • Failure to meet the attendance requirements in a course may result in a lower grade or failure in the course.
  • Students enrolled in distance learning courses are expected to maintain constant progress throughout the course. Lack of progress or participation may result in a grade of “F”.

Excessive Absences

Students are expected to actively participate in a course at all times or risk being dropped from the course by the instructor. Students who have not attended class by the 6th class day of an 8-week class or the 12th class day of a 16-week class will be dropped from the course by the instructor. Instructors are required to keep attendance through the census date for online courses by requiring students to complete one academically related activity (graded or non-graded) PRIOR to the census date. For face-to-face classes the instructor has the discretion to use the student’s attendance in one or more class meetings in place of a graded activity to certify that the student is in class. For blended and hybrid classes if the first class meeting is on or before the census date, the student’s attendance in one or more class meetings can be used in lieu of a graded activity. However, if the first class meeting for a blended or hybrid course is after the census date, completion of a graded activity is required. Students failing to participate in a course by the census date will be dropped from the course and will be responsible for applicable tuition and fees.

Failure to Maintain Satisfactory Progress

Readmissions or enrollment may be denied at any time a student fails to maintain satisfactory progress following an academic review by the appropriate Campus Dean. If a student is determined to be ineligible for continued enrollment or re-enrollment at Central Texas College, the student will be notified in writing of the action taken. A student denied enrollment may appeal the decision of the Campus Dean. The appeal must be submitted in writing within seven (7) working days of notification. The appeal must be submitted to the office of the Deputy Chancellor responsible for the campus. The decision of the Deputy Chancellor will be final.

Withdrawal From Classes

Students are responsible for officially dropping a class if circumstances prevent attendance. An instructor cannot initiate a withdrawal on behalf of a student.

  • GoArmyEd students should contact their ACES counselor before withdrawing and withdraw through the GoArmyEd portal.
  • All other students wishing to officially withdraw from a classroom course on or after the first class day should initiate the eForm C&I Student Application for Withdrawal available through eForms on the CTC website at www.ctcd.edu and submit the eForm to their appropriate C&I site office by the last date to withdraw. Students should contact their CTC site representative for the deadline dates to withdraw.
  • Students enrolled in distance learning classes should complete the eForm Student Application for Withdrawal, which is designed for Texas and Online students, and submit to the Eagles on Call Center located in Killeen, Texas, by the last date to withdraw. If needed, contact eaglesoncall@ctcd.edu for more information.

Other Conditions Apply:

For non-GoArmyEd students, the effective date of withdrawal is the date the application for withdrawal is received at the appropriate CTC Site location. For online distance education courses, the effective date of withdrawal is the date (Texas Central Time) received by the Eagles on Call Center.

Students who withdraw on or after the first class day are subject to the CTC tuition refund policy. Refer to the Refunds section under College Costs in this catalog for more information.

Students who used financial aid, military tuition assistance, VA education benefits, or other non-personal funds may be required to repay tuition and fees to the funding agency.

Students may not withdraw from a class for which the instructor has previously issued a grade of F or IP.

Servicemembers in the United States Armed Forces or in the Reserves who had to withdraw from CTC due to military obligations should refer to the “Readmission of Member of the United States Armed Forces” section in the Admissions section of the catalog” for additional information.

Administrative Initiated Withdrawals

A student may be administratively withdrawn by a designated member of the administrative staff of the College under the following conditions:

  • The student has been placed on Academic Suspension or Disciplinary Suspension;
  • The student has an outstanding financial obligation owed to the college; or
  • The student registered for a course without the required prerequisite or departmental permission.
  • Students who do not participate or complete graded activities during the first week will be administratively withdrawn.

The college is under no obligation to refund tuition and fees, or other costs associated with a student who is administratively withdrawn.

Student Classification

Freshman: Less than 30 semester hours of college-level credit recorded on your permanent record.

Sophomore: At least 30 semester hours, but no more than 72 semester hours of college-level credit recorded on your permanent record.

Unclassified: More than 72 hours with no associate of higher degree earned.

Credit Transfer

To Central Texas College

Transfer of credit from accredited colleges and universities may be accepted when the grade earned was “C” or better, courses are lower division (unless approved SOC transfer guarantees), and the course applies to the student’s CTC program of study. Passing grades lower than “C” may be considered for transfer in accordance with current institutional procedures and departmental requirements. Grades lower than a “C” will not be accepted in transfer toward major or major-related courses in the student’s program of study. Transfer courses with “D” or lower grades will not be automatically articulated and added to a student’s CTC record. If the student believes the “D” grade in a transfer course should be considered, the student is responsible for consulting with his or her advisor.

Official transcripts from each regionally accredited college or university previously attended are required. Transfer credits are evaluated based on the principles outlined in the Joint Statement on the Transfer and Award of Credit. Transfer of credit from non-regionally accredited colleges, universities and technical schools may be accepted when a syllabus is provided from the school attended for each course that will be reviewed. The syllabus will be forwarded to the appropriate Department Chair, who, as the Subject Matter Expert, will determine if the course is equivalent to a CTC course and can be accepted in transfer. Courses in a major or major-related field with grades
below C will not be forwarded to the department.

Due to the rapid changes occurring in the career and technical fields, the courses taken in a major field of study or career-technical courses directly related to the major field have a limited shelf-life. Depending on the career fields, transfer courses taken three to five years ago may no longer be accepted in transfer. Transfer students should consult with an advisor to determine the expiration dates of courses by program of study. This also applies to returning students who completed career and technical courses at Central Texas College.

To Other Colleges and Universities

Central Texas College is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award associate degrees and certificates of completion. Credits earned at CTC are transferable to other institutions in accordance with policies of the receiving institutions. Students who enroll in courses for transfer to another college or university should consult with their advisor at the receiving school to ensure coursework will be accepted in their program of study. Although CTC advisors can assist with general academic advisement, it is the student’s responsibility to ensure courses will meet degree requirements at their college or university.

As a general rule, senior colleges and universities will accept a maximum of 66 hours of academic (not workforce education) lower-division coursework in transfer toward a bachelor’s degree.

Acceptance of Grades in Student’s Program of Study

The following is provided as a guideline for determining grades that can be accepted in a student’s degree program of study. Students should consult with the designated CTC advisor to determine official acceptance of a grade. Although a grade of “D” in a course may be accepted on a case-by-case basis, D grades will not be used when the course:

  • is a prerequisite to a required course,
  • is a designated course that qualifies a student for a TSI exemption or completion,
  • is a major or major-related elective in a program of study, and/or
  • lowers the student’s CTC grade point average (GPA) and/or overall GPA below 2.0.


Although a “D” grade may be accepted in some programs such as the AA Interdisciplinary Studies and AA General Studies, if a student changes his or her program of study, a “D” grade in a course will not be accepted if the course is a major or major-related course in the new program. A “D” grade may be accepted in general education and core curriculum courses if the student’s CTC grade point average (GPA) and overall GPA are at least 2.0. Specific degree and certificate information is provided below.

  • Certificates of Completion: A grade of “C” or better is required in all courses with the exception of certificates that include non-major courses and non-major related courses such as English, mathematics, and speech. A “D” grade may be accepted in non-major and non-major related courses as long as student’s CTC GPA and overall GPA is at 2.0 or better and course is not a prerequisite.
  • Associate of Applied Science: A grade of ‘C” or better is required in all major and major-related courses. A “D” grade may be accepted in general education courses if the student’s CTC GPA and overall GPA are at least 2.0 or better and course is not a prerequisite.
  • Associate of Arts in Interdisciplinary Studies: A grade of “D” or better may be accepted in any course (core and 18 semester hours of specialization) as long as the student’s CTC GPA and overall GPA are at least 2.0 or higher and the course is not a prerequisite.
  • Associate of Arts with a designated major such as an AA in Social Science: A “C” or better grade is required in major and major-related courses. A “D” grade may be accepted in a core curriculum course as long as the total CTC GPA and overall GPA are at least 2.0 and the course is not a prerequisite.
  • Associate of Science: A “C” or better grade is required in major and major-related courses. A “D” grade may be accepted in a core curriculum course as long as the total CTC GPA and overall GPA are at least 2.0 and the course is not a prerequisite.
  • Associate of Arts in General Studies: A grade of “D” or better in a course may be accepted in the general education and elective courses as long as the CTC GPA and overall GPA is 2.0 or better and the course is not a prerequisite.
Grading Policy

Grading System

The grading system at Central Texas College is as follows:

Grades                            Grade                                                                                         Points

     A              Superior                                                                                                              4

     B              Above Average                                                                                                  3

     C              Average                                                                                                              2

     D              Passing, but Unsatisfactory                                                                          1

     F               Failure                                                                                                               0

     FN            Failure for nonattendance                                                                             0

     IP             Incomplete, in progress (except developmental)                         Not Computed

     N              No Credit                                                                                              Not Computed

     P               Completed                                                                                          Not Computed

     W              Withdrawal                                                                                          Not Computed

     XN            Nonattendance, Incomplete for developmental                           Not Computed

                      and designated modular courses

Grade Designations

"D"

Students receiving a "D" grade in prerequisite courses are advised not to enroll in succeeding courses until they complete prerequisite coursework with at least a "C" grade. A "D" grade will not be acceptable toward graduation for any course in the major in the Associate of Arts, Science, Applied Science degree, or certificate programs.

"F"

Failure may be awarded for lack of academic progress (F), failure due to non-attendance (FN), or failure to complete remaining course requirements (FI). "F" grades may not be overridden with "W" or "I" grades. If you elect to repeat a course for which you have received an "F," you must re-register, pay full tuition and fees, and repeat the entire course.

"IP" Incomplete, Course in Progress (for non-developmental courses)

An "IP" grade may be assigned by an instructor if a student has made satisfactory progress in a course with the exception of a major quiz, final exam, or other project. The "IP" grade may also be assigned for extenuating circumstances beyond a student’s control such as personal illness, death in the immediate family, or military orders. Notice of absences with supporting documentation may be required by the instructor. The instructor makes the final decision concerning the granting of the incomplete grade. The instructor may set a deadline for completing the remaining course requirements. In no case will the deadline exceed 110 days after the scheduled end of the course. An "IP" grade cannot be replaced by the grade of "W." If a student elects to repeat the course, the student must register, pay full tuition and fees and repeat the entire course.

At the end of the 110 calendar days any unresolved "IP" will be converted to an "FI" and appear as an "F" on the student’s official transcript.

The IP grade is not used for developmental study courses and designated nontraditional, modular courses.

"N"- No Credit

The grade of "N" is reserved for use with some developmental and designated nontraditional, modular courses and will be assigned to students who have made satisfactory progress, but lack the successful completion of certain modules required for course completion. The grade of "N" indicates that the student must enroll the following semester and complete those modules for a final grade in the course. Re-enrollment requires the payment of usual tuition and fees for the course.

"P"- Completed

The grade of "P" is reserved for use with designated nontraditional, modular courses and will be assigned to students who have satisfactorily mastered all the course requirements. When used with credit-granting courses, earned credit hours will be displayed on the transcript. Quality points and grade point calculation are not computed.

"XN"- Non-Attendance

The grade of "XN" is reserved for use with developmental and designated nontraditional, modular courses and will be assigned to students who have failed to make satisfactory progress due to failure to attend.

"W"- Withdrawal

Students who officially withdraw will receive the grade of "W," provided attendance and academic performance are satisfactory at the time of official withdrawal. Students must file a withdrawal application with CTC before they may be considered for withdrawal. The withdrawal request must be received by the official last date to withdraw.

Grade Point Average (GPA)

Students are responsible for knowing their grade point average and when their grade point average affects their academic standing. Grades and unofficial transcripts are available online through WebAdvisor.

Calculating Grade Point Average

Grade Credit

Course Grade Points Hours Calculation

BUSI 1301 A 4 3 4 x 3 = 12

ENGL 1301 B 3 3 3 x 3 = 9

ITSC 1415 C 2 4 2 x 4 = 8

CJLE 1211 D 1 2 1 x 2 = 2

12 crs. 31 gp.

31/12 = 2.583 GPA

Multiply the number of grade points for each grade by the number of credit hours for the course. Add the totals. Divide the total grade points by the number of hours attempted.

Grades of IP, W, N, XN, or P and grades in developmental courses are not included in the grade point averaging.

Change of Grades

Students who believe that a computational error occurred in grading should immediately contact the instructor of the course in question. Students must bring this matter to the attention of the instructor involved no later than 180 days after the end of the course in order for a grade change to be considered. Administrative personnel of Central Texas College are not authorized to change an instructor’s grade.

Grades and Financial Assistance/Tuition Assistance/VA Benefits

Special conditions may apply to students enrolled in courses paid through the military tuition assistance program; financial aid, scholarships, and VA benefits; or other third-party contractual agreements due to agency requirements. Students should contact the appropriate agency for specific requirements and possible obligations, particularly for grades of "F,’ "IP," "N" or withdrawals "W."

Repeating a Course

The total hours earned toward a certificate/degree are not increased if you repeat a course in which a passing grade has already been earned. When you repeat a course, both grades remain on the transcript but only the last grade earned is used in computing your CTC GPA. A CTC grade can only be replaced by repeating the same course at CTC. Other colleges may compute the GPA in a manner different from Central Texas College.

Developmental Study Courses

Developmental study courses may not be used to satisfy degree requirements and cannot be used to meet the 25 percent residency toward the degree. Although grades in developmental courses are not counted in the student’s CTC grade point average for academic purposes, the courses and grades are included in the Financial Aid Satisfactory Academic Progress policy.

Academic Standards

Dean’s Honor Roll

Students whose scholastic achievement is outstanding are notified by letter of the “Dean’s Honor Roll.” The Honor Roll includes the names of all students who have earned a grade point average of 3.5 in 12 or more semester hours of college-level credit (excludes developmental study courses and modular courses with a “P” grade) taken concurrently during the regular semester or eight semester hours of college-level credit taken during each summer semester. Students completing 12 or more semester hours of college-level credit during two consecutive eight-week terms that start and end within a fall or spring semester and achieve a grade point average of 3.5 or higher receive Honor Roll status.

Academic Probation, Suspension and Dismissal

Academic standards of progress are monitored by the College to identify students who are having academic difficulty. To increase the likelihood that a student will succeed at CTC, the Guidance and Counseling advisors will limit a student’s enrollment and course selection. Students are responsible for knowing their academic status at all times.

  1. Students who fail to maintain a 2.0 cumulative grade point average (GPA) during their initial seven semester hours attempted will be notified of their Unsatisfactory Academic Progress status and provided a list of student support services available to them.
  2. Students who fail to (a) maintain a 2.0 cumulative GPA after the first seven semester hours attempted or (b) fail to achieve a 2.0 GPA during any term after the first seven semester hours and have less than a 2.0 cumulative GPA will be placed on Academic Probation during the next term in which they register. Students will be notified of their status and referred to Guidance and Counseling for academic advisement and assistance. Once students raise their cumulative GPA to 2.0, their status will be changed to Academic Good Standing. Students who fail to achieve a 2.0 GPA during their semester of probation and whose cumulative GPA is less than 2.0 will be placed on Academic Suspension. The mandatory suspension period is one sixteen-week semester, two eight-week terms, or both summer semesters.
  3. Suspended students who return after the required suspension period or who have successfully appealed suspension through a college appeals process, will be readmitted on academic probationary status. Students will be required to regularly report to an academic advisor for assessment and advisement during the semester for which readmitted. Students readmitted after academic suspension who fail to achieve a 2.0 GPA during their semester of probation will be placed on Academic Dismissal for two long semesters or one long semester (Spring) and the following summer sessions (both). Warning: Students who earn a 2.0 GPA during their re-entry semester but whose cumulative CTC GPA is still below 2.0 will not be able to graduate with a certificate or degree until they raise their overall CTC GPA to at least a 2.0. (Students may contact their campus Student Services representative for information on the college appeals process.)

    Students on Academic Dismissal may petition for readmission only after they have been out the required dismissal period. Students readmitted must consult with an academic advisor on a regular basis and participate in assessment and student support services. Students must also comply with registration restrictions established as a condition of readmission.
  4. Students readmitted after Academic Dismissal who fail to maintain a term GPA of 2.0 or receive a "F," "N," or "XN," will again be placed on Academic Dismissal for two long semesters or one long semester and both summer sessions. The same procedures for re-entry apply to repeated periods of Academic Dismissal.

Suspension/probation students who receive financial aid or VA benefits must comply with VA and student financial aid requirements for satisfactory progress before reinstatement of their financial aid or VA benefits.

Scholastic Honesty

All students are required and expected to maintain the highest standards of scholastic honesty in the preparation of all coursework and during examinations. The following are considered examples of scholastic dishonesty:

Plagiarism - The taking of passages from the writing of others without giving proper credit to the sources.

Collusion - Using another’s work as one’s own, or working together with another person in the preparation of work, unless such joint preparation is specifically approved in advance by the instructor.

Cheating - Giving or receiving information on examinations.

Students guilty of scholastic dishonesty will be administratively dropped from the course with a grade of "F" and subject to disciplinary action, which may include suspension and expulsion.

Student Discipline

Students are admitted to Central Texas College for the purpose of educational, social and personal enhancement. Each student has rights, privileges, duties and responsibilities, as prescribed by State and Federal Constitutions and statutes and policies of the Board of Trustees of the Institution.

For those few students who fail to understand and accept their role in an educational institution, Central Texas College has prescribed procedures for counseling and disciplinary action, which are designed to help the students in every way possible. Disciplinary action may be an oral or written reprimand, disciplinary probation, suspension, or expulsion from Central Texas College. Students on disciplinary probation may receive no honors from Central Texas College. The probation status is permanent unless the student earned the privilege of being released from disciplinary probation.

You may request further information concerning disciplinary procedures from your campus Student Services official.

Hazing and Disruptive Activities

Central Texas College enforces the Texas state laws prohibiting hazing, disruptive activities, or disruption of lawful assemblies on CTC property. Information regarding these prohibited activities appears in the official Student Handbook, available to regularly enrolled students at orientation sessions or in the Office of Student Life.

Falsification of Records

Students who knowingly falsify Central Texas College records, or who knowingly submit any falsified records to CTC, are subject to disciplinary action, which may include suspension and expulsion from CTC.

Obligations to the College

A student may be blocked from future registrations, not permitted to graduate and/or administratively withdrawn from a class until the student’s obligations to the College are met. CTC is authorized to place holds on a student’s record under the following conditions, which include but are not limited to:

  1. Debt to the college, left unpaid.
  2. Failure to make good on a returned check.
  3. Failure to make payment on a promissory note or a financial aid overpayment.
  4. Failure to pay library or traffic fines.
  5. Failure to return materials from the Lending Library or other departments.
  6. Ineligibility for aid, for which student registered; overdue loans; and failure to complete records.
  7. Failure to file required documents; enrolling under false pretenses.
  8. Failure to meet placement or assessment requirements.
  9. Rejected charges to a credit card.
Alcohol and Other Drug Abuse

In recognition of the problems associated with alcohol and other drug abuse, Central Texas College has developed a college-wide drug policy. The policy addresses not only disciplinary sanctions associated with substance and alcohol abuse but also education, prevention, intervention and treatment activities necessary to help eliminate problems that substance and alcohol abuse pose to the college community.

Possession, use, sale, or being under the influence of alcoholic beverages or having alcoholic beverage containers in any Central Texas College owned facility or at any CTC-sponsored event is prohibited except when specifically designated by the Board of Trustees of Central Texas College. The use, sale or possession of illicit drugs and drug paraphernalia is illegal and is strictly prohibited on campuses.

Central Texas College will provide educational support programs which will assist in activities to prevent alcohol and other drug abuse. Information regarding drug and alcohol abuse at Central Texas College locations outside of Texas will be provided at individual campus sites.

To ensure compliance with applicable institutional, state and federal guidelines relating to the illegal use of illicit drugs and the abuse of alcohol, Central Texas College annually distributes an information flyer to all employees and students which addresses standards of conduct, counseling options, legal sanctions, disciplinary actions and health risks.

Those individuals seeking further information should contact the Substance Abuse Resource Center or the Central Texas College site representative.

Academic Fresh Start

Texas residents who apply for admission (or readmission) to a Texas public college or university and enroll as an undergraduate student may be able to begin a new course of study with a clear academic record.

Section 51.931 of the Texas Education Code "Right to an Academic Fresh Start" allows a Texas resident who has credits for college courses taken 10 or more years prior to the planned enrollment date to have those credits ignored for enrollment purposes.Academic Fresh Start clears only your academic record. Federal regulations still apply when determining student’s eligibility for financial aid and VA educational benefits. Refer to the College for All Texans website for more information.

To take advantage of this option, applicants must request it prior to their first enrollment at CTC or prior to readmissions if returning after 10 years. Applicants must submit an Application for Fresh Start to the Office of the Dean of Student Developmental Services at the time of their admissions or readmissions.

Additional information is available in the "Academic Fresh Start" section of the online Texas Campus Catalog at www.ctcd.edu.

Honor Societies

Psi Beta Psychology National Honor Society

The mission of Psi Beta Honor Society is to promote professional development of psychology students in two-year colleges through promotion and recognition of excellence in scholarship, leadership, research, and community service. A student may join Psi Beta if he or she meets the requirements below.

  1. Completed a college psychology course with a grade of B or higher.
  2. Completed 12 hours of college coursework with a cumulative college GPA of 3.25 or higher, or GPA is within the top 35 percent of GPAs at your college.
  3. Shows interest in psychology.
  4. Is in good standing in the community.
  5. Pays the $50 one time, lifetime fee.

Phi Theta Kappa

Students who have completed at least 30 semester hours, who are currently enrolled in at least six semester hours and who meet the minimum cumulative GPA of 3.500 may be eligible for membership in the Sigma Iota Chapter of the Phi Theta Kappa, an International Honor Society of Community Colleges.

Sigma Kappa Delta

Sigma Kappa Delta National English Honor Society was established in 1996 to recognize outstanding students for their achievements in English. After having completed twelve or more semester hours of college credit, students who are initiated into the Tau Beta Chapter at CTC must be ranked in the top thirty percent of their classes in general, and they must have completed all college level English courses with a grade of "B" or better.

Student Responsibilities

Students must provide their current home address to the Admissions Office. Students, who change their name, address, or Social Security number must submit appropriate documentation to the college.

Address Changes

Mailing address changes can be made through the student’s WebAdvisor account, in writing, or by email if sent from the student’s email address on file to Admissions@ctcd.edu. Email address changes cannot be made in WebAdvisor. Students who have had a name change may request their CTC EagleMail address be changed at the time official name change documentation is provided to the Central Campus Records and Registration office at central.registration@ctcd.edu.

Name Changes

Students are required to provide their official legal name on their Application for Admission and to process legal name changes while enrolled, as appropriate. Name change requests must be submitted in writing to the CTC Records Office, Killeen, Texas, and require appropriate documentation of the change. Requests may be made in person, via fax, or by mail. Mailed requests should be sent to: Central Texas College, Student Records Office, PO Box 1800, Killeen, TX 76540. Documents required include a completed name change CTC affidavit form and a copy of the signed court order showing the authorized new legal name. Students who wish to discontinue use of a married name and resume the use of their surname must present a divorce decree or signed court order showing restoration of the surname or other names. Other documents that may be used include a U.S. Government issued military I.D. card or current passport or social security administration card. Other forms of documentation may be considered on a case-by-case basis.

Social Security Number

A student’s Social Security number is required to receive federal financial aid disbursements and an end-of-year 1098-T tax form for reporting tuition payments. If CTC does not receive or cannot confirm a student’s Social Security number, CTC will be unable to provide these services to a student. Although providing a Social Security number is not required for admission to the college, it is important for purposes of matching the identity of a student’s application, transcripts, and other related enrollment information; and CTC will not be able to verify enrollment for loans or employment purposes.

CTC Correspondence and Email

All correspondence from CTC to the student will be mailed or sent electronically to the student. For correspondence that is mailed, the last known address on the student’s official CTC record will be used. All correspondence sent electronically will be sent to the student’s email address on the CTC Admission Application until such time the CTC student email address “CTC EagleMail” is generated. Once the CTC EagleMail is created, all CTC correspondence sent electronically will be sent to the student’s CTC EagleMail account. The method of communications will depend on the nature of the message. CTC will exercise the right to send email communications to all students. Undeliverable messages returned because of either a full in-box or use of a spam filter will be considered delivered without further action required of CTC.

Classroom Visitors

Children of students are not allowed in class. Parents must make arrangements for the care of their children during class meetings. Individuals who wish to attend a class for professional or self-development but do not want to earn credit should consider auditing a class. For more information refer to “Auditing a Class” located in the Admissions and Registration section of this catalog.

FERPA
FERPA, the Family Educational Rights and Privacy Act as amended, is a federal law that pertains to the release of and access to student educational records. In compliance with FERPA, Central Texas College does not disclose personally identifiable information contained in student education records, except as authorized by law. One of the primary exceptions is that an institution may release personally identifiable information (PII), without the student’s consent, to school officials whom the institution has determined have a legitimate educational interest. FERPA rights apply to any student regardless of age.

Educational records are all records that contain information directly related to a student and are maintained by an educational agency or institution, or by a party acting on its behalf. A record means any information recorded in any way, including handwriting, print, tape, film, microfilm, microfiche, and digital images. The Associate Dean, Admissions, Registration and Records is the custodian of all student educational records except those specifically related to financial aid, veterans educational benefits, and student disability support services.

Under FERPA, a student has a right to

  • inspect and review his or her educational records;
  • request to amend his or her educational records;
  • have some control over the disclosure of information from his or her educational records.
Directory Information

The release of information to the public without the consent of the student will be limited to that designated as directory information. Central Texas College has designated the following information as directory information:

  • Student’s name, addresses, and phone numbers
  • Electronic mail addresses
  • Date and place of birth
  • Major field of study
  • Participation in officially recognized activities and sports
  • Photographs
  • Dates of attendance
  • Degrees, certificates, and awards
  • Name of most recent previous institution attended
  • Student classification (freshman, sophomore, unclassified)
  • Dates of graduation

A student may request that directory information be withheld by providing written notification to the Records Office in Killeen, Texas, by the 4th class day of a summer term, the 6th class day of an 8-week term, and by the 12th class day of a fall or spring semester. The restriction will remain in effect until revoked by student.

Graduation Requirements

Central Texas College confers the Associate of Arts, the Associate of Science, the Associate of Applied Science and Certificates of Completion. To graduate from Central Texas College, the student must:

  • Apply for graduation by the deadline date.
  • Successfully complete all courses required in the program of study.
  • Earn a "C" or better grade for any major or major-related elective course in the program of study.
  • Complete at least 25 percent of the degree or certificate semester credit hours at CTC (to fulfill residency requirements).
  • Earn at least a 2.0 grade point average (GPA) on a 4.0 scale on all CTC coursework. All courses completed at the time the degree or certificate requirements were met are calculated in the CTC GPA, even if the courses were not used to meet specific degree or certificate requirements.
  • Earn at least a 2.0 cumulative GPA on a 4.0 scale, which includes transfer credits applied to the degree and CTC coursework.
  • Meet state, institutional, licensure and other agency rules as applicable.
  • TSI-obligated students seeking an associate degree or a certificate level 2 must be TSI complete or exempt in reading, writing, and mathematics.

Catalog Program in Effect and Completion

Students may graduate in the program listed in the catalog that was in effect at the time they enrolled or subsequent catalogs if (1) the catalog is not more than five years old and (2) the program has not been discontinued. Students whose programs of study are discontinued have two years to complete the degree or certificate before the program is officially deactivated. Students may be eligible for an extension to complete the degree requirements. Contact the Director of Evaluations, Student Services in Killeen, TX.

Graduation with Honors

Candidates for degrees conferred by Central Texas College may be eligible to graduate with highest honors or honors. Certificates of completion do not qualify for honors. To graduate with honors or highest honors from CTC, the student must:

  • Have a 3.5 GPA on a 4.0 scale on all courses taken, which includes all CTC courses taken and any transfer credits that apply towards the degree program the student is graduating with.
  • Must have a minimum of 30 semester hours of traditional study with Central Texas College. Courses with grades of "P" or developmental coursework are not considered when determining the minimum 30 semester hour residency requirement.

In any graduating class, the student with the highest GPA and who meets all other requirements above will be designated as graduating with highest honors.

Applying for Graduation

Students who have reached the final semester of their degree or certificate program should apply for graduation. Students should submit a completed Application for Degree/Certificate to their local CTC site representative, or complete the online application at www.ctcd.edu, by the dates listed below.

Semester of Graduation Deadline

Fall                  October 1

Spring             February 1

Summer         June 1

Graduation applications received after the deadline will be processed the next semester. Final course grades, high school transcripts or GED scores, and official transcripts from all regionally accredited colleges or universities previously attended must be on file before issuance of the degree or certificate.

Students who do not complete remaining degree or certificate requirements by the end of the month of graduation (May 31, August 31 or December 31) will be declared nongraduates and are required to reapply for graduation in a following semester.

Commencement

Many CTC sites conduct an annual graduation ceremony in conjunction with their local Education Center or Navy College office. Students should contact their local CTC representative for more information.

Central Texas College in Killeen, Texas, holds two graduation ceremonies per year, in May and in December. To participate in the graduation ceremony in May, students must complete degree or certificate requirements by the end of the spring semester of the same year. Students who complete degree or certificate requirements in the summer and fall may participate in the December graduation ceremony. Candidates for graduation who attend CTC at its worldwide locations or complete degree requirements through distance learning may participate in the graduation ceremonies at the Killeen campus. Caps and gowns can be purchased directly through the CTC Bookstore in Killeen, Texas.

Replacing a Lost Certificate or Degree

If a certificate or degree has been lost, stolen, or damaged, a replacement may be obtained through the Student Services Graduation office in Killeen, Texas. An appropriate fee is required to replace a diploma.