Enrollment and Student Records

ENROLLMENT AND STUDENT RECORDS

REGISTRATION FOR COURSES

The academic year begins in August and is divided into three semesters—fall, spring, and summer. Students may enter at the beginning of any semester.  Registration dates, times, and locations will be announced prior to any registration for that semester. Students may register in person at Moore County, Fayetteville, McMinnville, or Smyrna, or by accessing the Class Schedule on Motlow State’s webpage. All students are expected to complete registration by the dates announced.

Students who were in attendance the previous term, readmit students, and new students whose applications for admission or readmission have been processed by the Office of Admissions and Records will receive notification of registration through their MyMotlow email account.  Upon admission, each student is assigned a Completion Coach who provides academic and registration assistance. Students should meet with their Completion Coach on a regular basis throughout the academic year to discuss academic progress. In addition, second-year students are also assigned a faculty advisor who assists them in completing their educational program.

A student is not officially enrolled until all the requirements of registration have been completed, including payment of fees.

Students taking courses in Fayetteville, McMinnville, or Smyrna may complete any of these transactions at the campus administration office.

CHANGE OF REGISTRATION

After official registration is completed, a student may change his/her schedule by adding classes, dropping classes, changing audit enrollment to credit enrollment, or changing credit enrollment to audit enrollment.

ADDING A CLASS

For a defined period of time each semester, a student may add classes. The last day that a student may add classes for a specific semester will be stated in the Academic Calendar.  A student who attends a class without officially registering or following the prescribed procedures for adding a class will not receive credit for that class.

The following procedures are used in adding a class:

• Click on MyMotlow; then click on “Student login”; then enter ID and pin numbers; and then follow prompts to add/drop a class.

DROPPING A CLASS

When a student no longer wants to be enrolled in a given class, that student may officially drop that class unless a grade in the class already has been assigned. If a grade has been assigned, dropping the class is not an option. The drop process is used to reduce a class load. If all classes are discontinued, see withdrawal procedures. Students who stop attending a class and fail to follow the prescribed procedures for dropping that class will receive an “F” in the course.

To drop a class:

• Click on My Motlow; then click on “Student login”; then enter ID and pin numbers; and then follow prompts to add/drop a class.

   Officially dropping a class will affect the academic record of a student at Motlow in one of the following ways:

1. Dropping a class during the time up to, and including, the last day to be deleted from the class roll (indicated in the official College calendar for that semester) will result in no indication on the academic record that the student was enrolled in the class that semester.
2. Dropping a class after the last day to be deleted from the roll and no later than ten weeks into the semester for fifteen-week courses and no later than two-thirds into shorter courses in the term will result in a “W” on the academic record for the class(es) dropped. The “W,” which indicates “withdrew,” is not used in computing the grade point average.
3. After the drop deadline date, students may not drop or withdraw without one of the following causes:
   1. Illness/injury of the student or serious personal problem verified by the student’s physician or psychologist;
   2. Necessary change in the student’s work schedule, including new employment for the student, verified in writing by the student’s employer; or
   3. Death in the immediate family as verified by the student’s minister or physician.
4. When any of the above circumstances are verified, the student may drop or withdraw and receive a “W” in each affected class.
5. All requests to drop a class(es) after the drop deadline date should be submitted in writing to the Office of Student Affairs within the semester of taking the class(es).

Specific dates which apply to the above timetable during a given semester can be found on the Academic Calendar.

CHANGING TO OR FROM AUDIT ENROLLMENT

A student may change his/her enrollment status in any class (except learning support courses) from audit to credit or credit to audit during the period of time designated for adding a class. The last day to add a class and, therefore, to change to or from audit status in a given semester is stated in the class schedule for that semester.

The following procedures are necessary for changing to or from audit status:

1. Complete the audit form available in Admissions and Records.
2. Submit fee to the Business Office.

Learning-support-level courses may not be taken for audit status.

WITHDRAWAL FROM THE COLLEGE

When all classes that are being taken are being dropped, the process of withdrawal from the College must be completed. The process of withdrawal is not an option for a class in which the grade has already been assigned. Students finding it necessary to withdraw from the College should do so officially to maintain good standing. The withdrawal process is not completed until appropriate forms are completed and processed in the appropriate offices or completed online and all obligations to the College have been met. Official withdrawal may be completed by the student or by a person designated to act on his/her behalf. A student needing to withdraw who cannot come to the campus and does not have a person to designate to complete the withdrawal process for him/her should call the Office of Admissions and Records, explain the circumstances, and ask that the withdrawal process be completed for him/her.

A student may either withdraw in person in the Office of Admissions and Records on the Moore County Campus or in the administrative offices at the Fayetteville, McMinnville, or Smyrna centers or by accessing MyMotlow (click on “Student login”; then enter ID and pin numbers; and then follow prompts to add/drop a class).

The Business Office will verify clearance of all obligations to the College and will initiate steps for any appropriate refund of fees. A student who stops attending all classes without completing the official withdrawal process will receive a failing grade (F) in each course in which he/she is enrolled.

Official withdrawal from the College will affect the academic record of a student at Motlow in one of the following ways.

1. Withdrawal during the time up to, and including, the last day to be deleted from the class roll (indicated in the official College calendar for that semester) will result in no indication on the academic record of attendance during the semester.
2. Withdrawal after the last day to be deleted from the class roll and no later than ten weeks into the semester for fifteen-week courses and two-thirds through shorter courses in the term will result in a “W” on the academic record for each class in which the student is enrolled at the time of withdrawal. The “W” is not used in computing the grade point average.
3. After the withdrawal deadline date, students may not withdraw without one of the following causes:
   1. Illness/injury of the student or serious personal problem verified by the student’s physician or psychologist;
   2. Necessary change in the student’s work schedule, including new employment for the student, verified in writing by the student’s employer
   3. Death in the immediate family as verified by the student’s minister or physician.
4. When any of the above circumstances are verified, the student may drop or withdraw and receive a “W” in each affected class.
5. All requests to withdraw after the withdrawal deadline date should be submitted in writing to the Office of Student Affairs within the semester of taking the class(es).

Specific dates which apply to the above timetable during a given semester can be found on the Academic Calendar.

CREDIT IN RESIDENCE

Credit classes are scheduled by Motlow at a variety of locations and in a variety of delivery formats. All credit earned in classes scheduled by Motlow is defined as credit in residence. Twenty-five percent of credit granted toward a degree from Motlow must be earned in residence at Motlow.

TRANSCRIPT OF ACADEMIC RECORDS

Academic records of each student are kept on permanent file in the Office of Admissions and Records. Copies of a student’s academic record will be furnished free of charge. All requests for transcripts must be submitted in writing; therefore, no requests by telephone will be honored. In response to a written request, an official transcript will be sent directly to another educational institution or business. To request an official copy of a transcript, log into MyMotlow; enter user ID and password; click on “Students,” followed by “Student Records,” and then “Request Printed Transcript.” Then follow the prompts prior to clicking “Submit Request.” A paper Transcript Request Form can also be completed and submitted to the Office of Admissions and Records via email, fax, or postal mail. In all cases, a student’s obligations to the College must be fulfilled before a transcript will be issued. Student grades will not be posted publicly by faculty at the close of any term. See section entitled “Privacy Rights of Students” concerning confidentiality of records and privacy rights of students.

IDENTIFICATION CARDS

Student Identification cards (ID cards) are issued to all students. These cards are used for check disbursements and bookstore transactions, admission and identification for athletic events, social functions, library check-outs, and other college activities. Students are required to carry an ID card with them while on campus. Information about obtaining or replacing an ID card is available in the libraries at all campus locations.  There is a $5.00 charge for replacement cost of an ID.

CHANGE OF NAME OR ADDRESS

The Office of Admissions and Records should be informed of all changes in the student’s legal name because of marriage or other reasons, place of residence, mailing address, and telephone number. If the student is requesting a name change, a Change of Record form must be completed and supporting documentation turned into the Office of Admissions and Records on the Moore County Campus or in the administrative offices at the Fayetteville, McMinnville, or Smyrna centers. The College is not responsible for a student’s failure to receive official information due to failure to notify the College of any changes stated above. 

DISTANCE EDUCATION

Distance Education, as defined by Tennessee Board of Regents’ policy, “occurs where there is a physical separation of the teacher and the learner and when communication and instruction take place through, or [are] supported by, any technological means such as telephone, radio, television, computers, satellite delivery, interactive video, or any combination of present and future telecommunication technology.” Motlow College has several forms of distance education, including online Internet courses, online-and-on-ground hybrid Internet courses, and interactive television. Classes that are conducted via distance education are identified in the current Schedule of Classes.

MSCC Online

A select number of Motlow classes are offered in the online format. These classes are taught by Motlow faculty members and billed at the same rate as an on-campus class. The class is listed in the schedule of classes each term as “Web” where the location is listed and “TBA” where time is listed. If a student needs assistance with an online Motlow class, the student should contact the Motlow Help Desk at 931-393-1510 or contact the instructor as indicated in the course syllabus.

TN eCampus (formerly RODP)

Motlow State Community College offers courses leading to the Associate of Arts, the Associate of Science, and the Associate of Applied Science degrees as part of the Tennessee Board of Regent’s Online Campus Collaborative (TN eCampus). TN eCampus is a cooperative online enterprise that includes the 6 universities, 13 community colleges and the 27 technology centers that make up the Tennessee Board of Regents (TBR).  TN eCampus provides the collegiate-level courses that make up the program leading to the aforementioned associate degrees.  The courses offered in TN eCampus are developed and taught by a faculty member employed at any one of the TBR colleges or universities.  Because the courses offered are part of the TN eCampus, they include an additional course fee and are billed to the student at a higher rate than regular MSCC courses. For detailed information about degrees through TN eCampus, please visit the TN eCampus website or contact the Motlow TN eCampus Coordinator at 615-220-7885 (Toll free 800-654-4877, Ext 7885).

CONCURRENT ENROLLMENT

Concurrent enrollment describes students attending more than one institution in the same term. Students who concurrently enroll in two or more institutions are advised to take no more than a combined total of 21 hours per term. The student must request that a transcript of hours attempted at another institution be mailed to the Office of Admissions and Records at Motlow. Additional information on concurrent enrollment is available in the Office of Admissions and Records.