Student Handbook & Policies

Two federal laws prohibit the discrimination against students with disabilities. Those laws, Section 504 of the Rehabilitation Act of 1973 (Section 504) and the Americans with Disabilities Act (ADA) are similar in their requirements. They apply to all aspects of EDvance College’s operations, including academic programs, student services, and admissions. 
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In addition to prohibiting discrimination on the basis of disability, Section 504 and the ADA both impose an affirmative obligation on EDvance College to provide reasonable accommodations needed to ensure a student with a disability is able to participate fully and meaningfully at EDvance College - as long as those accommodations do not impose an undue burden on EDvance College, and/or fundamentally alter the nature of the program or service provided. 

EDvance College is committed to Justice, Equity, Diversity, and Inclusion plus Belonging (JEDI + B). EDvance College strives to provide JEDI+B based support and services to all students, including those with disabilities.  It is the policy of EDvance College to make every reasonable effort to provide students with disabilities with the opportunity to take full advantage of EDvance College’s programs, activities, and services. The Early Childhood Studies Director does this, in part, by arranging reasonable accommodations for students. To request accommodations, a student with a disability provides the Early Childhood Studies Director with current documentation of the disability, the functional limitations resulting from the disability, and recommendations for accommodations. The Early Childhood Studies Director and the student will work together to identify appropriate and reasonable accommodations needed to fully participate at EDvance College. 

EDvance College has the right to establish qualifications and other essential standards and requirements for its courses, program, and services. All students are expected to meet these qualifications, standards and requirements, with or without reasonable accommodations.

This policy establishes the guidelines and standards for student grievances NOT involving harassment or discrimination, or challenges to student records. Prior to filing an informal or formal grievance, it is recommended that students reach out to a Student Success Advocate for assistance.

Academic Matters
1. Award of final grade (grade appeal) - Students may not appeal grading on individual assignments. Only the final grade in a course may be appealed.
2. An academic honesty violation charge - Academic Honesty Procedure.
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Non-Academic Grievances or Appeals
1. College determination that the student has violated a college rule or procedure.
2. College determination relating to the student's admission or readmission to the college.
3. College's withdrawal of a student from a course or a program for non-academic reasons.

EDvance College does not require entry exams, standardized tests such as the SAT or ACT, minimum grade requirements, or GPA for acceptance into the College.

Minimum Entrance Requirements
a. A high school diploma/GED for 4-Year Pathway students, or general education credits for 2-Year Pathway
b. Pass a background check, present a Certificate of Clearance from CTC, or CTC Credential (i.e. Substitute Permit, Child Development Permit, Multiple Subject Credential, etc.) to work with children,*requirement for BA in ECE program and required to continue to work with children during your time in the program.*

EDvance College has two entry points: 4-Year Pathway and 2-Year Pathway.

The eligibility requirements for each entry level are outlined below:
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4-Year Pathway
1. High school diploma or equivalent
2. Confirmation of ability to meet the 15-hour per week practice requirement
3. Pass background check to work with children

2-Year Pathway
1. Verification of Employment in an Early Childhood Setting working at least 15 hours per week
2. 60 units that meet EDvance College Transfer Requirements, of which the overall GPA for the transferable units must be a minimum of 2.0, all GE courses must be passed with a C or higher
A. 15 units must be in each of the General Education Areas shown in Table 2:Transfer GE Criteria and Definitions
B. 2 must be in ECE/CDEV:
a. Child Development
b. Child Family and Communities
c. 2 Elective Courses in Early Childhood Education  or Child Development (or related fields)

In alignment with our values, we strive to execute grading policies with academic integrity and equity. Policies concerning the evaluation of student work (grading) are under continuous review by faculty and academic governance. As such, grading policies and procedures are subject to revision. All updates will be communicated to students prior to any changes implemented. At the start of each semester, faculty and students will review the course expectations and grading policies. At this time, students will be given the opportunity to ask for explanations about the grading policies. Students are expected to communicate with their instructor and Student Success Advocates if they are experiencing difficulty meeting course expectations. While other forms of assessment will be incorporated into coursework, all credit courses will be taken for a formal letter grade.

Grading Scale

A 100 to 94.0%
A- < 94.0% to 90.0%
B+ < 89.9% to 87.0%
B < 86.9% to 84.0%
B- < 83.9% to 80.0%
C+ < 79.9% to 77.0%
C < 76.9% to 74.0%
C- < 739.% to 70.0%
D+ < 69.9% to 67.0%
D < 66.9% to 64.0%
D- < 63.9% to 61.0%
F < 60.9%

Credit hour refers to the amount of time spent engaged in a combination of learning activities to achieve student learning outcomes as evidenced by student achievement artifacts, which is typically measured in a standard amount of time per week throughout a term.
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EDvance College courses are categorized in three ways:
1. Content Courses–courses are knowledge-based, implementing a mix of synchronous and asynchronous learning activities
2. Writing Development Courses–courses are skill and competency-based, requiring a significant amount of synchronous support and collaborative learning
3. Community of Reflective Practice (CORP) Courses–courses are practice-based requiring a significant portion of time practicing in a supervised field setting

As a fully remote institution, EDvance College courses are designed using a combination of formats:
● synchronous learning (instructor-led)
● asynchronous learning (structured, self-directed learning)
● homework (unstructured, self-directed learning)
● reflective practice (field work)

A “Credit Hour” for the purposes of a remote institution of higher education, is defined as 15 hours of a combination of synchronous and/or asynchronous learning activities, which is equivalent to one semester unit.

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age.) These rights include:
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Inspect and Review
The right to inspect and review the student's education records within 45 days after the day EDvance College receives a request for access. A student should submit a written request to the Registrar that identifies the record(s) the student wishes to inspect. The school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
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Amendment of Student Educational Record
The right to request the 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. A student who wishes to ask EDvance College to amend a record should email the Registrar, clearly identify the part of the record the student wants changed, and specify why it should be changed.If EDvance College decides not to amend the record as requested, EDvance 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.

Written Consent
The right to provide written consent before EDvance College discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent. EDvance 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 typically includes a person employed by the EDvance College in an administrative, supervisory, academic, research, or support staff position; a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of EDvance College who performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct  control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for EDvance College. "Education records" include records, files, documents, and other materials that contain information directly related to a student and are maintained by EDvance College. Certain types of information are not considered "education records" under FERPA.

Directory Information - Disclosure without Consent*
The types of information listed below are designated by the College as directory information and, as such may be disclosed for any purpose at the discretion of the College, without the student's consent:
● Name, address, telephone listing or electronic mail address;
● Date and place of birth;
● Participation in officially recognized activities;
● Field of study;
● Degrees and awards received;
● Dates of attendance;
● Most recent previous school attended; and
● Grade level

*Opt out Option - A student has a right to opt out of the disclosure of some or all directory information by completing the Opt-Out form prior to the start of each academic year.

Exceptions
PII can be given to another school for transfer, accrediting organizations, certain US government reps and certain state/local authorities in connection with an audit or evaluation, appropriate people in financial aid if the student has applied, organizations conducting certain types of studies for or on behalf of the school and the school has a written agreement with the organization as specified by FERPA regulations, or to comply with a subpoena or judicial order, state and local authorities in juvenile-justice systems.A notice will be placed in the student’s file if their information is requested and viewed by any of the above agencies.

File a Complaint
The right to file a complaint with the U.S. Department of Education concerning alleged failures by EDvance College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Student Privacy Policy Office
U.S.Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
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Training Policy
EDvance College requires all employees to complete mandatory FERPA training annually.The FERPA Training course provides essential information to all employees on the Family Educational Rights and Privacy Act of 1974, which is a federal law that protects the privacy of student education records. FERPA protects the privacy rights of students by giving college students the rights (with some exceptions) to:
● Control the disclosure of their “education records” to others
● Inspect and review their own “education records”
● Seek amendment of their “education records”
● Receive annual notification of their rights under FERPA
● File complaints with the Department of Education regarding the failure of the institution to comply with FERPA.

EDvance College students have these rights as soon as they enroll or register with EDvance College in an academic program. Once a student of any age is enrolled in or registered with an institution of higher education, the FERPA rights transfer from the parent to the student. EDvance College students under the age of 18are treated as adults for this purpose – they have the same rights as any other student once they enroll or register at EDvance College.

PROCEDURE
EDvance College uses online FERPA training courses offered by the US Dept of Education, specifically FERPA 101: For Colleges and Universities and FERPA 201: Data Sharing Under FERPA and is comprised of the following areas:
● FERPA training information
● FERPA Quiz
● Certificate of Completion

To ensure compliance while working with students, and in order to be allowed access to protected student information, a faculty or staff member must complete all areas of the FERPA training.
● Annual notice is sent to all employees and students on FERPA procedures.
● New staff and faculty are required to complete FERPA training within three months of their start date.
● All employees are required to complete the training every year.
● The Director of Operations tracks FERPA compliance for all employees.

Official Access and Permissions
A "school official" is any individual employed by or under contract with the institution who performs a function related to the school's educational mission. This includes:
● Administrators: such as thePresident, Vice Presidents, Deans, and Department Leads.
● Faculty members: Faculty, Adjunct Faculty, and academic advisors.
● Staff: Including registrars, financial aid officers, and support personnel.
● Board members: Elected or appointed members of the institution’s governing body.
● Contractors or third parties: Outsourced services, including attorneys, auditors, IT consultants, or collection agents, who are performing institutional services or functions.
● Volunteers or interns: Individuals working in an unpaid capacity, under school supervision, who require access to student records to perform assigned tasks.

Definition of a Legitimate Educational Interest
‍A school official has a "legitimate educational interest" when the information is necessary for them to:
● Perform tasks that are specified in their job description or by a contract agreement.
● Conduct research or assessments that enhance educational outcomes, improve curriculum or services, or fulfill legal and administrative requirements.
● Advise or counsel students, manage academic records, and provide support services such as student success, financial aid, or workforce development.
● Ensure student safety and security, including monitoring student conduct and disciplinary actions.

In all cases, access to educational records is limited to only the information necessary to fulfill these responsibilities.