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Change of Program (Adds and Drops)

(Allan Hancock College Administrative Procedure 5075)

Adding Courses 

Before semester or term classes begin, students may add/register for open classes via myHancock online registration during the established registration period, as identified in the online schedule of classes. Students are required to pay fees due by the established payment deadlines. Failure to pay fees incurred may result in an administrative drop. 

Wait List 

During the registration period before classes begin, a student wishing to enroll in a class that is closed (filled to capacity) may choose to place themselves on the waitlist, unless the waitlist is also filled. As enrolled students drop or are dropped for non-payment, waitlisted students are notified via email notice of an available seat in the class.  Students have 24 hours to register themselves into the class via myHancock, or will be removed from the waitlist. Once the semester or term class begins, students remaining on the waitlist must attend the class on the first day in order to be considered for enrollment into the class. The waitlist does not guarantee that a student will be given an add authorization code.   

Adding Courses On/or After the First Day of Instruction 

To add a class on or after the first day of instruction (the first day the actual course meets) and up to the census roster due date, a student may add a class via myHancock online registration after obtaining an add authorization code from the class instructor. In order to add the course with an add authorization code, a student must be eligible to enroll and meet the necessary prerequisite(s) of the course, if applicable. The add authorization code given by the course instructor may only be used by the student to whom the code was issued. Instructors are encouraged to add students depending on the number of open spaces in the class, consideration of the waitlist, class size limits, and the amount of instruction/course content missed by the student. The decision then to provide an add authorization code to a student after the first-class meeting (for an on-campus course) or the first day of class (for an online course) is the instructor’s alone. 

Late Adding of Classes 

After the registration period concludes, classes may only be added by formal request from the student and the instructor of record if extenuating circumstances apply, to the Director, Admissions and Records.  The late add period ends the last business day of the week in which the census day occurs. 

Lateral Transfer 

Through week 12 of semester length courses; or week 6 of eight-week courses; or week 4 of a six-week courses, students, upon petition, may transfer laterally from one section of a course to another section of the same course without paying an additional enrollment or tuition fees.  Students must be actively enrolled in the course in which they are requesting transfer out of, to another section.  If they have been dropped, they are not eligible for lateral transfer Lateral transfers must be within the same part of term and require the receiving instructor’s approval and explanation, and the approval of the director, admissions and records. 

Skill Level Transfer 

Students may transfer from one academic skill level in a course sequence to another academic skill level through the sixth week of the semester-length course or three weeks through summer session or a term-length course as long as they meet the stated prerequisite for the course in which they are transferring.  Academic skill level transfers will be considered only with the approval and explanation of the instructor who is recommending the skill level change and the instructor who is willing to add the student to a higher level.  The student must also obtain the approval of the director admissions and records.  The student must bring the completed Request for Level Transfer form to the Admissions and Records office.  The student must be actively enrolled in the course in which they are requesting transfer out of, to another level; if they have been dropped, they are not eligible for an Academic Skill Level Transfer. 

Withdrawals/Drops 

Students who withdraw or drop classes during the first 20% of the term will receive no notation on their academic record ensuring that those students who drop or are dropped as of the census date will have no annotation on their record.

Withdrawals or drops are allowed through 75% of the term. 

 Withdrawals after the 75% period may only be considered if the student has extenuating circumstances that support the drop request.  Requests for Late Withdrawal must be in writing and all documentation must be submitted along with a Petition to Request Withdrawal to the Director, Admissions and Records.  These circumstances are limited to the following conditions and must be documented:   

  • US Military Service (copy of orders must be provided);
  • Death of an Immediate Family Member (death certificate, obituary listing student as survivor, or administrative judgment must be provided);
  • Illness or Accident (verification from treating physician must be provided.

Excused Withdrawal  

The “EW” symbol may be used to denote withdrawal from a course(s) due to specific events beyond the student’s control and based upon verifiable documentation.  Such reasons include, but are not limited to, the following:  

  • Job transfer outside the geographical region;
  • Illness in the family where the student is the primary caregiver;
  • An incarcerated student in a California State Prison or County Jail is released from custody or involuntarily transferred before the end of the term (In the case of an incarcerated student, an excused withdrawal cannot be applied if the failure to complete the course(s) was the result of a student's behavioral violation or if the student requested and was granted a mid-semester transfer);
  • The student is the subject of an immigration action;
  • Death of an immediate family member;
  • Chronic or acute illness;
  • Verifiable accidents; or
  • Natural disasters directly affecting the student.

Verifiable documentation may include, but is not limited to, a note from a doctor stating the student is not currently able to complete the work due to illness, employment verification of a new job, a booking report, police report of an accident, or any other documentation that proves the student’s completion of a course is impractical. The Chancellor’s Office defines impractical as impossible due to reasons beyond the student’s control. The determination shall be made by the local college’s admissions and records office. 

An EW symbol may be requested by the student at any time during the semester and no later than 120 days after the end date of the semester in which the request is made.  Unless the student received the California College Promise Grant or a waiver of fees from AB 19 funds the student granted the EW symbol is eligible to apply for a refund of enrollment fees and/or tuition. 

Instructor Drops 

Instructors shall clear their rolls of inactive students no later than the end of the last business day before the census day for all students. Instructors may submit drop forms to the admissions and records office, or drop inactive students via the online census roster. 

“Inactive students” include: 

  • Students identified as no-shows;
  • Students who officially withdraw;
  • Students who are not attending an on-campus course or participating in an online course.

Withdrawal Limit  

The District must establish the number of times that a student may withdraw from a class and receive a “W.”  Students will not be permitted to withdraw and received a “W” in a class more than three times.  In the case of multiple withdrawals, the District offers the following intervention program: 

A student’s request to attempt a course more than three times will be evaluated by the Dean, Student Services or designee, based upon the student’s need for the course. Under these circumstances, effective summer 2010 upon successful completion the first two non-passing grades will be alleviated from the grade point average. However, when course repetition occurs, all substandard grades will remain on the student’s permanent record, ensuring a true and complete academic history.  

Students may be permitted to enroll in a class after having received the maximum authorized number of “W” symbols as long as the students will receive a grade or a non evaluative symbol other than a “W” upon completion of the course.  

Statement of Nondiscrimination 

The District recognizes that diversity in the academic environment fosters cultural awareness, mutual understanding and respect, harmony and creativity while providing positive images for all students.  The District is committed to the active promotion of diversity and equal access and opportunities to all staff, students, and applicants, including qualified members of underrepresented/protected groups.  The District assures that no person shall be discriminated against because of race, ancestry, religion, gender, national origin, age, physical/mental disability, medical condition, status as a Vietnam-era veteran, marital status, or sexual orientation.  

References: Title 5 Sections 55024 and 58004