Records at Hutchinson Community College

RECORDS

The Records office is your resource for course registration and schedules, academic policies, grades, transcript requests, enrollment verification and other matters related to records and registration.

Transcripts

HutchCC maintains a complete academic record of a student’s enrollment at the College. Information about requesting a transcript, sending transcripts to HutchCC or transcript equivalency is provided by the Records office.

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Commencement

Commencement is held once a year in May. Those invited to participate in the commencement exercises are the graduates from the prior summer and fall semesters, as well as, the current spring applicants.

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Reverse Transfer

Students who transfer to a Kansas public university from a Kansas public community college or technical college are eligible for Reverse Transfer.

reverse transfer

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Reverse Transfer

Beginning in the Fall of 2014, students who transfer to a Kansas public university from a Kansas public community college or technical college are eligible for Reverse Transfer, which allows for the attainment of any associate degree for which one is eligible along the way to additional certificates and degrees.

Within a student's first semester, those who transfer coursework from a community college or technical college to a public university will be notified if they are eligible to be considered for reverse transfer degree status, and which courses are needed to finish the related degree.  Students who then complete the coursework for a given associate degree will be eligible to receive that degree, administered automatically by correspondence between the new institution and the community college or technical college the student last attended.

Contact Records@Hutchcc.edu for detailed information regarding this opportunity.
 

Records / Update Personal Information

To change contact information or privacy settings, please log in to DragonZone to make these updates.  For more information about privacy rights and the FERPA policy, see the Family Educational Rights and Privacy Act (FERPA) policy.

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Policies and Grades

All academic policies related to grades can be located in the Academic Catalog including:

Grades and Grade Reports

Reference Number: 1015  

Grades of A, B, C, D, F (Failure), I (Incomplete) and P (Pass) and designations of R (Re-enrollment), W (Withdrawal) and Credit/No Credit are used.  Final course grades are made available online through HutchCC’s virtual campus. At their discretion, college officials may send students other reports.

Incomplete Grades
Instructors may give a student a grade of Incomplete (I) under the following conditions:

  1. The student must initiate the request prior to the time final course grades are submitted to Records.
  2. The request must be made because of an emergency, illness or otherwise unavoidable life-event.
  3. The instructor must agree to the request before a grade of incomplete can be submitted.
  4. A written contract between the instructor and student, signed by both, will document the work required and date needed to complete course work.
  5. If a student does not complete the course requirements within the timeframe established by the instructor, a grade of "F" will be recorded on the student's transcript at the end of the following semester.

Grade of "R" - Re-enrollment
A student who earns a grade of "R" has demonstrated satisfactory progress towards completion of, but has not met, all of the competencies needed to pass the designated developmental course as determined by the instructor.  (See course list below)  A student may not receive a grade of "R" for the same course more than twice.

  • EN 098 Basic English
  • LC 098 Study Strategies
  • MA 097 Essential Principles of Math
  • Other developmental courses (0xx level) may be added as deemed appropriate by the department chair
Go to HutchCC Catalog for more information about HutchCC Policies.

Repeating a Course

When a student repeats a course in which he/she has re-enrolled, the original grade and credit for the course is cancelled and it is not counted in determining the student's GPA, but it is not removed from the transcript. Repeats are indicated on the transcript with brackets ( ) around the original credit hours and an asterisk * between the new grade and hours.

Students may repeat only the highest course completed in the highest sequence unless they have received written permission of the Vice President of Academic Affairs or the appropriate department chairperson.

Academic Appeal

PURPOSE

The academic appeal procedure is designed to offer a means to resolve disagreements related to the interpretation of academic and/or selective admissions program policies. A student may request in writing a hearing before the Academic Appeal Committee.

NOTE: Academic dismissal from the institution, based on grade point average (GPA) per the Academic Standing, Probation, Dismissal and Reinstatement Policy (#1003), may not be appealed.

If a department or program has recommended course or program dismissal, the student may continue in coursework (providing there are no threatening or security behavioral issues) until appeal processes are concluded. However, if an issue has been documented at a partnership location (e.g., clinical sites, secondary institutions, correctional or military facilities), then the student is no longer eligible to continue participation in internships, apprenticeships, and or clinical-based practice. For clinical sites, this sanction is immediate. 

The College President or the President’s designee may immediately suspend a student in the event that it is reasonably determined that a student’s continued presence on campus poses a significant danger to either the student or to others or if there is reasonable cause to believe that such an interim suspension is required to protect lives or property and to ensure the maintenance of order. (Section C. Emergency Suspension, Standards of Conduct for Students Policy)

LEVEL 1 –ACADEMIC APPEAL COMMITTEE

The appeal must be received by the Vice President of Academic Affairs' office within 10 business days after the event. The student will be notified by email at least three business days prior to the hearing with the Academic Appeal Committee. The notice will state the time, date, and place of the hearing. The hearing will be held within 10 business days of receipt of the request for appeal. If the student appeals and fails to present during a live appearance (in person or through an electronic medium) for the scheduled appeal hearing, the committee will dismiss the appeal. There will be no further opportunity for appeal. The Academic Appeal Committee is appointed by the president and consists of administrators, faculty and students.  Five members of the committee, selected from these three groups, with at least one member from each group, will hear the student appeal. An audio recording of the proceedings will be made.

TIMELINE

The hearing will occur within 10 business days of the appeal being received by the college. A business day is defined as a day the college is open for business. The student will be requested to appear at the hearing, each party/group shall have the right to have an advisor present (including an attorney) at the party's own expense. Although each party has the right to have an advisor present, the advisor may not speak for the student or the college.

DOCUMENTATION OF ISSUE

Documented evidence of said policy violation must be provided by the student in regard to the academic issue (this includes correspondence, course notes, grading/testing, procedural variances, etc.).

OUTCOME

The outcome or decision will be communicated to the student, college faculty/administrators and the Vice President of Academic Affairs within 5 business days of the hearing. Levels 2 and 3 Appeal Reviews are not intended to be full re-hearings of the original appeal. A summary of NEW EVIDENCE that was unknown or unavailable during the original hearing which could substantially impact the original finding or sanction must be included in order to request an additional hearing. 

LEVEL 2—VICE PRESIDENT OF ACADEMIC AFFAIRS REVIEW

If the decision of the Academic Appeal Committee requires further clarification by the student, the follow-up appeal (including new/unpresented evidence) must be received by the Vice President of Academic Affairs' office within 10 business days. The student will be notified by email at least three business days prior to the hearing with the Vice President of Academic Affairs. The notice will state the time, date, and place of the hearing. The hearing will be held within 10 business days of receipt of the request for appeal. If the student appeals and fails to present during a live appearance (in person or through an electronic medium) for the scheduled appeal hearing, the appeal will be dismissed A business day is defined as a day the college is open for business.. Each party shall have the right to have an advisor present (including an attorney) at the party's own expense. Although each party has the right to have an advisor present, the advisor may not speak for the student or the college.  An audio recording of the proceedings will be made.

DOCUMENTATION OF ISSUE

Documented evidence of said policy violation must be provided by the student in regard to the academic issue (this includes correspondence, course notes, grading/testing, procedural variances, etc.).

OUTCOME 

The outcome or decision will be communicated to the student and college faculty/administrators within 5- business days of the hearing.

LEVEL 3 – PRESIDENTIAL REVIEW

If the academic disagreement requires additional examination (with additional evidence/documentation prepared),  a student may appeal the decision of the Academic Appeal Committee and/or the Vice President of Academic Affairs  by filing a written appeal (including new evidence) with the President of the College within 10-business days of receiving the decision of the Vice President of Academic Affairs. Upon receipt of a complete documentation file (including a new letter of appeal explaining why the previous two levels of response were not satisfactory), the president will review the recording of the previous proceeding(s) and additional written materials submitted during the two previous hearings. The President and/or his/her designee may request a meeting with the appealing individual at his/her discretion. 

TIMELINE

Within 10 business days of the receipt of the Level 3 Appeal, the president or his/her designee will affirm, modify or reverse the decisions of the Academic Appeal Committee and/or the Vice President of Academic Affairs. The president's decision will be mailed to the student at the address listed in the student's letter of appeal.

OUTCOME -- FINAL DECISION

The outcome or decision will also be communicated to the faculty/administrators and the Vice President of Academic Affairs. The President's decision is final.

Appeal Past Academic Record - Grade Expungement

To provide a reasonable means for students to appeal a past HutchCC academic record, the following procedures have been established.

A student may appeal a grade change that affects either changing one grade in a semester or any combination of grades in a single semester to a grade of W (Withdrawal). Academic grade changes can be granted only once at HutchCC.

Students who have shown academic progress by completing 12 hours with at least a 2.00 GPA at HutchCC or any other accredited institution may petition through the Grade Expungement Policy only for those courses taken three or more years ago.

Students can begin the grade expungement process by filing a written request with the Vice President of Academic Affairs. The Vice President of Academic Affairs will review if the request aligns within the appropriate conditions.

Altered grades carry an appropriate notation and the date the expungement was granted. Courses excluded from grade point computation cannot be used to fulfill graduation requirements or to determine extracurricular activity eligibility.

Registration & Add Drop

Degree-seeking students should complete registration or withdrawal through DragonZone or with an Academic Advisor.

Registration process is outlined in the General Enrollment Checklist.

Enrollment Checklist

Student Verification

Hutchinson Community College Records Office provides the following verifications:

  • Enrollment verifications
  • GPA verification for good student discounts
  • Attendance and degree verification

Enrollment Verification

Verification of enrollment letters for insurance or other purposes shows student name, HCC student ID number, social security number upon request, and enrollment information by semester. Enrollment information includes beginning and ending dates of the semester.

Verification of enrollment may be requested by the student, parent, insurance company, bank, or employment agencies. A picture ID is not required.

The information needed for the verification request is the student's name, HCC student ID number, semesters to verify, and the full address where the verification is to be sent.

G.P.A. Verification

Verification of a student's G.P.A. for good student discounts must be made in person with a picture ID and with the insurance company form. Any request for student G.P.A., other than from the student, requires a signed authorization by the student for the release of the G.P.A. to a third party.

Degree Verification

Verification of degree received and date of graduation may be requested by phone, in writing or by contacting Records@hutchcc.edu.

Hutchinson Community College strictly obeys the regulations put forth in Family Educational Rights and Privacy Act.

Based upon these regulations HCC has designated certain pieces of information Directory Information.

Contact Information
Records Office
records@hutchcc.edu
620-665-3520
1-888-GO-HUTCH ext. 3520