Admissions Information

Standards

Colby Community College is dedicated to the educational development, social and economic progress, and cultural enhancement of the northwest Kansas area and students served. The College serves over 2,000 students each semester, with approximately 700 on campus. Admission to the CCC is the first step in pursuing one’s educational goals.

Admissions Categories

Students who have not submitted all required documentation are admitted provisionally. Provisionally-admitted students may enroll and attend classes pending receipt of transcripts and other required documents but cannot be certified for participation in activities or receive financial aid. Students remain on provisional status until all the necessary documents have been certified by the Admissions Office.

Full-Time/Part-Time Students (U.S. Citizens)

To be admitted as a full-time student, the applicant must:

• Complete an application for admission;
• Graduate from an accredited high school or home school or be a recipient of a General Educational Development (GED) diploma;
• Submit official transcripts, including high school/GED, as well as transcripts from any college or technical schools attended;
• Seek a degree or credential from CCC, or take courses for transfer to another accredited institution to complete a degree or credential.

International Students

International applicants must submit completed forms directly to the Admission Department:

• Medical History Form
  • Immunization Record. If the student cannot get a copy of their immunization record, they will have to get a series of shots upon arrival to campus, which comes at an added cost.
  • Meningococcal Form
  • TB Questionnaire
    • TB Screening–If you answer yes to any of the questions on the TB Questionnaire, you must have a TB skin test done in the United States. This test can be done at the local health department or campus student health office (approximately $5). If you answer yes to the BCG Vaccine question, you must have the QuantiFERON Gold blood test done (approximately $60), or the TB skin test could result in a false positive. If the QuantiFERON Gold blood test returns positive, the student must get a chest x-ray at the student’s expense. Failure to comply with this policy will result in termination of I-20 and loss of F-1 status.
• Provide proof of English proficiency.
  • Students from countries with English as their primary language are required to provide proof of English proficiency.
    ​Please Note that CCC has no intensive English as a Second Language program. All students must take a placement exam to determine which class level they place into unless ACT or SAT scores have been sent to the Admissions Office.
• Submit a copy of official secondary school records.
  • This must show a graduation date and grade point average. An English translation is required.
  • If the student is transferring in college credits from a US institution, an official transcript from the respective college should be sent to the Registrar’s Office.
• Sponsor’s Agreement and ID.
  • A sponsor is financially ready to support the student with payments over two years at CCC.
  • The sponsor must provide proof of funds ($14,000) to pay for college costs and living expenses. Students should be prepared to finance their US stay without the College’s help.
    • Financial Documentation
      • Financial Documentation is a bank statement from the previous three months before issuing an I-20, showing documentation of $14,000 US dollars in the student’s account.
• Copy of the student’s passport
• Copy of placement test scores (SAT, ACT, ACCUPLACER) if the student took a test.
• Housing plans
• Insurance card
• Pay a $1,500.00 deposit. The deposit includes: a $150 non-refundable application fee, a $175 housing deposit (if living on campus), and the remainder will be split between fall and spring billing statements to be applied towards the student’s bill.

For additional information, visit www.colbycc.edu/admissions/internationals/ or contact the principal-designated school official (PDSO) at international@colbycc.edu.

Transfer Student

To be admitted as a transfer student, the applicant must:

1. Complete an application for admission;
2. Complete all required documents for general admission;
3. File an official copy of all previous college credit-bearing coursework with the Registrar within the first four weeks at CCC. If transcripts are not on file within the first four weeks, a hold will be placed on the student’s record;
4. Submit official high school or GED transcripts.

Home-Schooled Students

An individual who is a graduate of a private, parochial, or other non-public high school which a recognized accrediting agency does not accredit is eligible for admission if the student has participated in the American College Testing (ACT) or Scholastic Aptitude Testing (SAT) program administered on a national test date. Colby Community College placement testing may also be accepted. Each applicant shall provide the following: 1) a completed application for admission, 2) an official copy of a high school transcript, and 3) national test scores (ACT or SAT) taken on a national test date. Exceptions can be made with previous college credits at the discretion of the Director of Admissions.

High School Student (Outreach Program)

To be admitted as a high school student, the applicant must:

• Complete an application for admission;
• Be enrolled in high school grades 10, 11, or 12, or be a gifted student in grade 9 with an Individualized Educational Plan (IEP) recommending college coursework;
• Have placement tests taken with proper scores on file at CCC before enrollment in classes;
• No below 100 level (developmental courses) will be taken by high school students;
• Students who are gifted and in the ninth grade wishing to enroll in courses offered by CCC, either on-campus, online, or at an outreach site, must obtain approval from their high school principal before enrolling. Students must also submit a current (IEP) stating they are part of the gifted program. The Accuplacer test and ACT/SAT scores are required;
• Private or parochial high school students within the service area of CCC are eligible for concurrent enrollment if a Concurrent Enrollment Partnership (CEP) has been approved. Eligibility and procedures will follow the established standards of CCC and the Kansas Board of Regents.
• Student and parent (guardian) must complete a financial agreement each semester before certification day.

Classes for High School Students

A cooperative education program exists between area high schools and CCC. It allows high school sophomores, juniors, and seniors to take college courses. Classes are taught in the high school as part of the high school schedule, online, or after regular school hours. The written permission of the high school principal is required for high school students to participate in this program.

Gifted students may complete college credit courses. Written permission from the school principal is required, along with a photocopy of the current Individual Educational Plan (IEP, which recommends that the student attempt college credit work. This applies directly to all high school students.

Students wishing to take math and English classes must also submit qualifying ACT, Accuplacer, or equivalent test scores. To be valid, all scores must be at most two years old.

Colby Community College also offers Excel in CTE (formally SB155 classes available to high school students in Kansas. Students interested in taking SB155 courses should contact their local coordinator or the CCC Coorinator of Outreach at 785.460.5506.

Students with a balance due from previous semesters can enroll once the balance is paid in full.

Adult Students Who Have Not Completed a High School Credential

To be admitted without a high school diploma or GED, the applicant must:

• Complete an application for admission;
• Contact the Adult Basic Education office, 785.460.4663, for information on earning the Kansas High School Diploma/General Educational Development (GED) diploma;
• Enroll in six credit hours or fewer until the GED is completed. Students may not take developmental courses while enrolled in Adult Basic Education classes.

Reentering Students

Students wishing to reenter the College after not being enrolled for a semester (stop-out) are encouraged to contact the Trojan Advising Center at 785.460.5401. Advising Center staff will assist in creating an education plan which will make reentry into the College less complicated.

Before students are allowed to enroll in courses at CCC, they must demonstrate readiness for coursework through the Multiple Measures assessment, including their ACT or SAT scores, previous grades, and Accuplacer test scores. All official high school transcripts must be on file with the Admissions Office within a student’s first four weeks at CCC.

Students who do not fall into the above categories and wish to be considered for admission at Colby Community College should contact the Director of Admissions.

Senior Citizen Grant

Residents of Thomas County, age 65 and older, are eligible to take classes utilizing the Senior Citizen Grant. The Senior Citizen Grant will waive tuition, technology, and wellness fees each semester. Students will be responsible for activity and course fees each semester. This tuition grant program does not apply to classes offered for zero college credit.

Veterans

Veterans applying for admission to Colby Community College planning to use their Educational Benefits must provide their DD214 and Certificate of Eligibility in addition to the admission requirements. The School Certifying Official or Veterans Benefits Coordinator at CCC interprets Veterans assistance programs as a financial benefit to aid students with educational expenses. Satisfactory academic progress will be monitored using the criteria approved for all financial assistance programs at CCC. Credit for military schools and experience, as recognized by the American Council on Education “Guide to the Evaluation of Educational Experiences in the Armed Services,” will be evaluated and approved by the College upon completing 12 credit hours at CCC. All documentation of previous education and experience should be given to the Registrar. Students may contact the Veterans Coordinator at 785.460.4612 for the proper enrollment procedures. The student’s responsible for contacting the Veterans Coordinator regarding all schedule changes.

Undocumented Immigrant Policy

Undocumented immigrants and others effective July 1, 2004, the Kansas Legislature (HB2145) established eligibility regulations for certain undocumented immigrants and others to qualify for paying resident tuition and fees rates, for any enrolled classes beginning after that date, under the following conditions:

1. The student has attended a regionally accredited Kansas high school for three or more years and;
2. Has either graduated from an accredited high school or has earned a GED;
3. In the case of a person without lawful immigration status, has signed and filed an affidavit with the institution stating that the person or person’s parents have filed an application to legalize such person’s immigration status, or will file such an application as soon as such person is eligible to do so, or,
4. In the case of a person with legal nonpermanent immigration status who has filed an affidavit with the institution stating that such person has filed an application to begin the process of for U.S. citizenship or will file such application as soon as such person is eligible to do so.

Community Enrichment

Any citizen may taken on-credit courses. Informationo n these classe smay be obtained from the Admissions Office at 785.460.4690.

Selective Admissions Programs

Special admissions procedures apply to all students wishing to enter the following programs at Colby Community College:

1. Dental Hygienist
2. Physical Therapist Assistant
3. Certificate in Practical Nursing (PN)
4. Associate Degree in Nursing (ADN)
5. Veterinary Nursing

In addition to the application for admission, students desiring entry to these programs must request and complete an application for admission to the specific program selected. Each program has an individualized selection process.

Campus Visits for Prospective Students

Prospective students are welcome and encouraged to visit campus. Visits are hosted on campus and virtually, by appointment, Monday through Friday. In addition to a campus tour, campus visits allow students to meet with faculty and staff. Visits can be requested on the CCC website by clicking “Arrange a Visit” and completing the visit request form. Admissions Office staff will correspond via email to schedule and confirm a visit. Students can also make arrangements by calling the Admissions Office at 785.460.4690.

Determination of Residency

A student wishing to be determined as a Kansas resident for state entitlements when enrolling in CCC must submit proper documentation as determined by the CCC Board of Trustees, including proof of Kansas residency for at least six (6 months before the beginning of the academic term. Additionally, three (3 pieces of documented verification must be presented. These may include a receipt for payment of Kansas property tax, a receipt for purchase of Kansas license tags, employment verification in Kansas commencing six (6 months before the date of school attendance, a copy of voter registration in the State of Kansas, or a copy of Kansas driver’s license. Certain persons are also considered residents of the State of Kansas as determined by KSA 71-116 and can be found at www.kslegislature.org. Residency applications are available through the Registrar’s Office.

Changing Major

Students should notify the Registrar’s Office to change majors and complete the Declaration of Major form. Students should also consult with their Advisor to fill out the Declaration of Major form before meeting with the Registrar.

Final Examination

The final exam schedule is available online and in the printed class schedule. Students must petition the Vice President of Academic Affairs to make the changes to their final exam schedule. Alterations to a student’s final exam schedule are only approved in serious, unavoidable, and documented circumstances.

Class Attendance

CCC views class attendance as mandatory. However, if a student must be absent, the student should make arrangements, in advance, with their instructors. Students absent as official College representatives (athletics, activities, or scholarship fulfillment) are not counted absent but must make advance arrangements with instructors to complete all course work. Punitive grades will not be assigned if the College excuses the absence. It is always the student’s responsibility to notify instructors of any absence.

Administrative Drop Policy

Students are expected to be regular and punctual in class attendance and fully participate in the course. Students who have yet to participate in an on-campus course or given notice of intention to participate within the first seven calendar days of the term/session will be administratively dropped from the course. For online classes, attendances is defined as completing at least one gradable assignment within the first seven calendar days of class. For accelerated courses (4-week and late fall), the administrative drop date will adhere to the published dates from the Registrar’s Office.

The start of the semester is defined as the first calendar day any class is offered in any modality. Students who do not physically attend classes on campus within 10 class days of the start of the semester will be dropped from on-campus courses.

Withdrawal for Non-Attendance

Excessive absences may result in a student being withdrawn from class by the instructor. An instructor may withdraw a student for non-attendance if: 1) the student has attended the class during the certification period and 2) the student has missed the following number of classes without any attempt to make arrangements with the instructor.

The withdrawal will be recorded as a “W.” The instructor must provide the dates of attendance and complete the withdrawal form. A student withdrawn for nonattendance may file an appeal with the Vice President of Academic Affairs. This appeal must be filed within two weeks of the date the student is notified of the withdrawal.

Withdrawal from classes should be taken seriously as it may impact a student’s eligibility to live in the residence halls, receive scholarships, financial aid, participate in athletics, or satisfy graduation requirements.

Add/Drop/Last Day to Withdraw Policy

The student is responsible for checking their schedule and making any needed schedule adjustments through the add/drop process. Students must attend class within the certification period to be enrolled. Students who do not attend class at least once during this period will be dropped from the course.

Students have:

1. Eight instructional days to add or drop with a full refund for 16-week classes;
2. Five instructional days to add or drop with a full refund for 8-week classes;
3. Three instructional days to add or drop with a full refund for 4-week classes;
4. Three instructional days to add or drop with a full refund for late fall classes.

All requests to add, drop, or withdraw from a class, submitted on the last day of the add/drop/withdrawal period, must be submitted by 4 p.m. central time. Requests submitted after 4 p.m. will only be processed with the approval of the Vice President of Academic Affairs.

To add a class after enrollment is closed, the student must receive approval from the instructor and the Vice President of Academic Affairs.

Students may withdraw any time after enrollment is closed until the date published by the Registrar’s Office (60% of the class). A “W” will be recorded on the student’s transcript. After the date is published, a grade of “W” cannot be given.

A one-time fee of $25.00 will be automatically applied to the accounts of students who fail to attend class by the end of the five-day add/drop/last day to withdraw period.

Waitlisting

Waitlisting is an enrollment feature that allows a student to add themselves to a waitlist for a course that has met its maximum enrollment limit.

• A student attempts to enroll in a course but learns that the course is closed but has the waitlist option.
• The student can choose to be added to the waitlist;
  • If a student elects to be waitlisted, this does not mean they are registered for the course or will be registered for it.
• A seat may become available due to an enrolled student dropping the course
  • The students on the waitlist will be notified of their enrollment status via their Trojan email, and should space in the course become available, students will be able to enroll in the order they joined the waitlist.

Waitlist Guidelines

• Waitlisting is based on a first-come, first-served basis;
• if a waitlisted course is required for graduation during the final spring semester, the student may see the Registrar to determine course placement/options;
• A waitlisted student does not have a guaranteed seat in the course. They have a spot held “in line” should a seat become available;
• Waitlisting does not mean the student is registered for the course;
• Registration error checking still will occur before students are added to a waitlist;
• The student in the first position on the waitlist will be notified via their Trojan Email accounts once a seat becomes available. Then, the student will have 24 hours to register;
• Students are not automatically registered for the course when a seat becomes available. They must register for the course with their advisor or via TrojanWeb.
• If a student does not register for the course during the 24-hour notification period, they will be automatically dropped from the waitlist, and the next person will be notified;
• Waitlisting ends seven days before the start of the part of the term in which the course is held.

Official Withdrawal

The student is responsible for the written notification of complete withdrawal from all classes to the Registrar. The Official Withdrawal Form must be completed and signed by the student, and signatures must be obtained from those designated on the form. Students who are withdrawing may obtain the form from the Registrar. Completed forms must be filed with the Registrar’s Office. Withdrawal from classes must be completed before the published last day to withdraw.

When Records May Be Put on Hold or Stop

Disciplinary action will be taken against students with delinquent accounts at the College. A College official may request that a student’s records not be released. This means a student’s transcript will not be released, and the student will not be allowed to enroll at CCC until the stop/hold is rescinded. To rescind the stop/hold, the Registrar’s Office must receive written authorization from the official who initially requested the stop/hold indicating that the student has met the obligation.

Students Living on Campus Online Credit Hours

Students living on campus must be full-time; of these credit hours, at least nine must be face-to-face or hybrid courses. Students wishing to take more online courses must have approval from the Vice President of Academic Affairs.

Refund Policy

The College may refund a portion of tuition, fees, and institutional room and board to students who withdraw from school during their enrollment term. Students must complete the Official Withdrawal Form to receive a refund of money paid to the College from personal sources. If Federal Title IV Student Aid funds pay all or any of educational costs, a return of funds will be made to the federal authorities according to the Return of Title IV Policy, whether the withdrawal is official or not. The Official Withdrawal form must be returned to the Registrar within two weeks of the date the form is initiated to receive a refund of personal monies.

Tuition and Fees Refunds

Students may be eligible for a refund upon filing a complete Change of Schedule Form in the Registrar’s Office within the refund periods outlined below. Online schedule changes or a paper form must be submitted to the Registrar’s Office for a refund. Nonattendance of a class does not warrant an official drop, and the student will still be financially responsible for their classes.

• If the college cancels a class, enrolled students will receive a full refund of tuition and fees for that class regardless of the date. If a student withdraws from a course after the refund period and simultaneously adds a class, no refund will be given for the withdrawn (dropped) class. Full tuition and fees will be charged for the added course. Exceptions are made for change of section and level changes at the discretion of the Registrar and Student Accounts Offices.
• No tuition or fee refund is given after the stated date, and the student is responsible for the total tuition and fees incurred.
• 9-16 Week Classes: 100% of tuition and fees will be refunded for courses dropped before the end of the 8th instructional day of the semester.
• 5-8 Week Classes:100% of tuition and fees will be refunded for courses dropped before the end of the 5th instructional day of the semester.
• 2-4 Week Classes:100% of tuition and fees will be refunded for courses dropped before the end of the 3rd instructional day of the semester.
• Classes less than two weeks (including weekend classes and seminars): 100% of tuition and fees will be refunded for courses dropped before the start of the class.
• Late Fall Classes:100% of tuition and fees will be refunded for courses dropped before the end of the 3^rd instructional day.

Institutional room and board charges will be calculated according to the terms of the dorm contract.

The College refund policy and the federal return of Title IV funds policy are independent of each other. The return of Title IV funds may result in college costs not being paid and due from the student. Transcripts and grade reports will only be issued to students who have paid all of their college-related bills.

Federal Return of Title IV Funds Policy

Federal Title IV student funds will be returned according to the “Return of Title IV Aid Funds Policy” established by the Higher Education Reconciliation Act of 2005.

The College refund policy and the Federal Return of Title IV Funds policy are independent of each other. The return of Title IV funds may result in college costs not being paid and due from the student. Transcripts and grade reports will only be issued to students with paid balances.