Registration, Records, & Enrollment Management

This section describes the policies and processes for adding and dropping classes and policies related to class attendance, course load, and student records at Colorado Mountain College. 

Please visit the CMC Credit Classes page for more information.

Standard Registration Periods

CMC’s academic year starts with the fall semester (includes two 8-week sessions), followed by the spring semester (includes two 8-week sessions), and ends with the summer term (includes on 8-week session). Standard registration periods pertain to standard and non-standard length credit courses and registration.

The Early Registration period provides an opportunity for currently enrolled students to register early for the upcoming semester. Students must meet campus academic advising requirements and have a zero balance on their account. Tuition costs are added to the student’s account at the time of registration. However, payment is deferred to the regular deadline, approximately four weeks before the start of the semester. 

Currently enrolled students should use Workday to register for classes during Early Registration. In-person registrations may be available at each campus.

The Open Registration period is available to all students and for all class types.

Please see the CMC Registering for Classes page below for more information.

Late Registration

In accordance with collegewide registration procedures, students must be registered into a credit class by the end of the first scheduled class meeting. For online learning, students must be registered by the end of the day of the official class start date. Exceptions for late registration may be granted by the instructor, a dean, or assistant dean of instruction. Late Registration Petitions for 8-week sessions are not allowed. This procedure is in place to allow students the best possible chance for academic success.

Registering for Classes

Students must meet with the student support network as they plan their academic schedule.

Please see the CMC Advising and College Counseling pages for further information.

The class schedule is published online. The schedule includes essential details for each course offering. The class syllabus, also provides essential deadline dates such as the withdrawal and refund deadlines, and is usually available the Friday prior to the semester starting or before the first day of the course.

Checking the online class schedule throughout the semester will provide the most up-to-date course offerings and registration deadlines. Students are encouraged to register early to avoid low enrollment class cancellations or course waitlists.

Registration Methods

Colorado Mountain College offers two registration options:

1. Online (preferred):

• Students registering for credit classes will use Workday. This is available in the CMC Basecamp portal for all students.
• Students registering for non-credit classes may use the Search and Register link on the CMC Community Education page.

2. In person through an Advising Appointment.

*Under special circumstances, a process for registration by mail or phone may be available.

Please contact any CMC campus for questions or assistance.

Class schedules and registration information are also available on the CMC Classes page.

Personal Information Updates

It is the student’s responsibility to keep their contact and personal information up to date and accurate.

Payment Requirements

Students who have not made adequate payment arrangements may be dropped. Students are required to have payment arrangements for the full amount due by the payment deadline approximately four weeks before the start of the semester. For registrations after the official payment deadline, payment is due the Wednesday following the registration activity. Payment arrangements include financial aid, a payment plan, or payment in full.

See the CMC Payment Plan and Financial Aid pages for more information. 

Due to time constraints, prior notice of the drop will not be provided. All students are strongly encouraged to monitor Workday and their CMC email for important communications. 

Students who are dropped for nonpayment will not automatically be reinstated in the class. In the case of full classes, students may need to add their name to a waitlist prior to re-enrolling.

Prerequisite Requirements

Students who do not meet minimum course prerequisites may be dropped. Due to time constraints, prior notice of the drop will not be provided. All students are strongly encouraged to monitor their CMC email accounts for important communications. Students who are dropped for not meeting minimum course prerequisites should meet with the student support network to discuss the drop. 

Academic Program Change

The deadline for program changes for the current semester is 10 business days after the start of the semester. Requests to change academic program received after this deadline will apply to the following semester.

Students should meet with the student support network to discuss new program requirements before requesting an Academic Program Change. Students should note that changing programs can cause significant impacts on financial aid awards and/or Veteran Education Benefits.

Grading

Grades can be viewed in Workday once the grade has been successfully submitted by the instructor and published to the student record. Grades are issued by faculty within five calendar days after the last day of the course or by the Tuesday followng the end of the academic semester or 8-week session, whichever occurs first. Students receive a grade on their transcript for each enrolled course (unless officially withdrawn prior to the course drop without record/refund date). It’s recommended to view the unofficial transcripts to confirm grades have been published before ordering official transcripts. If a grade has not been submitted by the grade deadline, the Registrar’s Office will enter an NG for No Grade for the class. Any questions about grades should directed to the class instructor.

Grading Options

Students select their grade option at the time of course registration. Students may change their grade option up to the class drop without record/refund date by submitting a CMC Grade Scheme Change form. Most courses offer three grading options:

Letter Grade Option: If students do not clearly express their desire to be evaluated using one of the grading options outlined, they will be automatically evaluated using the letter grade option. These grades are listed (A - F) under the Grades and Transcripts section below.

Audit Option: Students selecting the Audit Option receive an AU as the final grade. This means only that the student registered for the course. Audit students are not required to submit papers or take exams, but all risk management and student conduct requirements still apply. Students registered under this option earn no quality points or credit hours. Students cannot meet prerequisite requirements through this grade option. Students registered under the course audit option may re-take the course for credit later.

Pass/Fail Option: If students select the Pass/Fail Option, they will receive a P for the class if they earn the equivalent of a C- or better for the course. Likewise, an F is assigned if students earn a D+, D, D-, or F.

Although all courses are available through this option, only 20% of all courses used to meet degree/certificate requirements can be earned through the Pass/Fail Option. Courses awarded by some  standardized national exams, i.e. DSST (DANTES), IB, Excelsior College exams, and credit for prior learning awarded through portfolio and professional certificates are given a P grade and are not included in the 20% calculation. Courses of 0.5 credit hours or less are generally graded with the Pass/Fail Option.

AP and CLEP exams with a qualifying score will be awarded a P for the CMC course equivalent(s). Qualifying AP and CLEP scores are equivalent to earning a C or higher in the relevant CMC course.

Grade Scheme Change

Students may change their grade option up to the class drop without record/refund date by completing a Grade Scheme Change form. Requests to change grade schemes after the drop without record/refund date require a student support network member signature and must be submitted to the Registrar’s Office. Requests will be reviewed on a case-by-case basis, and there is no guarantee that requests will be approved.

Grades and Transcripts

Refer to the Academic Calendar for dates regarding final grades on transcripts, which can be viewed on the unofficial transcript available through Workday. Official transcripts can be ordered via Parchment.

Students will receive one of the following grades for each course (unless officially withdrawn prior to the course drop without record/refund date):

Undergraduate Grading Scheme

Bridge: Adult High School Diploma (AHSD), High School Equivalency (HSE), English as a Second Language/English Language Learning (ESL/ELL) Grade Scheme

Transcripts are available on request by emailing the Registrar’s Office at registrar@coloradomtn.edu.

What is an Incomplete Grade?

An Incomplete (I) is a temporary grade and is assigned after an Incomplete Agreement has been completed. An Incomplete Agreement allows the student additional time to complete their coursework if, for exceptional reasons, the student was unable to complete final assignments due to unexpected events. Unexpected events may include, but are not limited to, illness/hospitalization, military deployment, or death of an immediate family member. Once the student has completed the outstanding coursework, the instructor submits a Grade Change form to change the temporary Incomplete grade to the final grade. 

See the Incomplete Agreement  section of this catalog for more information.

Grade Change Request

If students believe they have received an incorrect grade, they should contact their instructor as soon as possible. If an error has been made, the instructor can submit an updated grade.

If speaking with the instructor does not resolve concerns about an incorrect grade, the Grade Appeal  process described in this section of the catalog can be pursued.

Class Attendance

Students must be registered to attend a class. Students are expected to attend all classes. If students wish to drop a class, they are responsible for completing the drop.

Dropping a Class

To drop from a class, students must sign into Workday and drop the class from their schedule. Notifying the instructor or the student support network, not paying for the class, or simply not attending class are not sufficient ways to ensure course withdrawals or drops. If students do not have online access, they can submit a CMC Registration form to any campus registration staff.

Key dates:

• Drop Without Record/Refund Date: This date is published in the course syllabus and usually occurs within the first 15% of class instruction time. Students withdrawing/dropping from a class after the drop without record/refund date will receive a W grade for the class. Students withdrawing/dropping before the drop without record/refund date will not show the class as attempted on their student record.
• Withdrawal Date: This date is published in the course syllabus and usually occurs when 75% of the class instruction has occurred. Students may not withdraw/drop a class after the course Withdrawal Date.

Hardship Withdrawal

The Hardship Withdrawal process can be used to withdraw from a class or classes if the student has experienced extenuating circumstances beyond the student’s control, affecting the student’s ability to achieve the objectives of the course. A request for Hardship Withdrawal should only be used after the course Withdrawal Date (75% of the course) has passed. Before this date, it is in the student’s best interest to withdraw using Workday. The withdrawal date is specific to each course; please refer to the course syllabus. 

Only one Hardship Withdrawal request will be considered per student per academic year. Hardship Withdrawal requests will only be considered when submitted within 12 months of the extenuating circumstance. If the Hardship Withdrawal is approved, the student is awarded a grade of “AW” (Administrative Withdrawal). AW is counted as attempted credits.  

Faculty Withdrawal

The course instructor may submit a Faculty Withdrawal request for a student due to excessive absences. Excessive absence is the point at which the faculty member feels that the student, due to absences, cannot successfully complete the course. The instructor is not, however, required to drop the student. Excessive absences can cause the student to earn a failing grade.              

If the faculty member submits a Faculty Withdrawal request for a student, the student is awarded a grade of AW (Administrative Withdrawal). AW is counted as attempted credits. The instructor cannot submit a Faculty Withdrawal request for a student after the course Withdrawal Date. Students given an AW through Administrative Withdrawal procedures do not receive a refund of tuition and/or fees.

Drop Without Record Refunds

The Drop Without Record Refund Date is published for each class in the class information and in the syllabus. No refund is given if a class is dropped after the Drop Without Record Refund Date. Some courses have a nonrefundable course fee or charge. If students are enrolled in a class that is canceled, they will receive a 100% refund of related tuition and fees.

To be eligible for a refund, students must log in to Workday and drop the class. Lack of attendance does not constitute dropping a class. If students are unable to drop the class in their Workday account, they must submit a Registration form to campus staff. The date of receipt of the request will be used to determine eligibility for refunds and/or final approval of the drop request.

Refund Policy Exception

Students must submit a CMC Refund Petition to request an exception to the Colorado Mountain College refund policy. Exceptions are only granted for special circumstances, such as medical emergencies, keeping the student from completing the class, or from dropping the class, within the refund period. 

Never Attended/Verify Participation

Colorado Mountain College faculty and staff want students to be successful in reaching their educational goals. This starts with attending all classes. 

Never Attended/Verify Participation reporting dates for the current semester are available on the Registrar’s Office page.  

A student who has never attended is defined as the following:

For in-person/remote real-time/connected classroom classes - If a student has not displayed academic engagement by one (or more) of the following actions by the never attended/verify participation reporting date, the student should be reported as never attended:

• Physically attended class or
• Submitted an assignment or participated in an assigned activity, or
• Had documented interaction with the instructor about the completion of an assignment, class requirement, or why they cannot attend the first class.

For online/distance classes - If a student has not displayed academic engagement by one (or more) of the following actions before the never attended/verify participation reporting date, the student should be reported as never attended:

• Logged into the class AND completed the introductory assignment or
• Had documented interaction with the instructor about the completion of an assignment, class requirement, or why they cannot complete the introductory assignment in time.

CAUTION: If the student has not attended (per the language above), the student will be reported as never attended and may be dropped from the class - it is not guaranteed - and the student risks receiving a failing grade.

If a student is dropped from a course (or courses) for non-attendance, a refund is not automatic or guaranteed.

If a student is dropped and wishes to be reinstated in the class, a late registration petition must be submitted. Approval is not automatic. Each student’s circumstance will be evaluated, and the instructor, dean, or assistant dean of instruction’s decision is final.

Never Attended/Verify Participation Reporting and Financial Aid: If a student is dropped from a course (or courses) for non-attendance, the resulting loss in credit hours may cause a reduction and/or cancellation of the student’s financial aid award. Like class reinstatement, financial aid awards can only be reinstated with documentation of extreme extenuating circumstances. Reinstatement in class DOES NOT guarantee financial aid reinstatement.

Never Attended/Verify Participation Reporting and Learning Materials Program: If the dropped student received a book from the Learning Materials Program, the student MUST return their book(s) within seven days of being dropped from a class. Failure to do so may result in charges to the student’s account, which, if left unpaid, will affect their ability to register for future classes.

Course Load

Each course offered for college credit is assigned a specific credit hour value. The credit hours usually correspond to the number of class meeting hours per week. For example, a standard three-credit-hour course offered for the full 16-week semester or 8-week sessions will usually meet three hours per week (or approximately six hours per week for an 8-week session)..

In general, the minimum requirement to be considered full-time is 12 credit hours. However, requirements for different types of financial assistance (financial aid, scholarships, Veteran Education Benefits, etc.) may vary. Be sure to carefully read all correspondence from these offices and agencies when planning course schedules.

Students with disabilities may, for some purposes, be considered full-time if taking fewer than 12 credit hours. Contact Access, Inclusion, & Disability Services for more information.

If students plan to enroll in more than 18 hours during the fall or spring semester, more than 9 credits during the 8-week session, or 12 hours during the summer term, they must work with the student support network and/or the campus administration. International and WUE students should meet with the student support network to ensure they have met their required course load.

See International Student Enrollment and WUE Enrollment for more information.

Repeating a Course

Credit courses are designated as either repeatable or non-repeatable for credit. The policy for retaking non-repeatable courses is as follows: 

• Each time a non-repeatable course is retaken, it is recorded on the transcript.
• The best grade will be calculated in the cumulative GPA.
• The courses will be counted one time only in the total credits earned.