Enrollment and Academics

Students can use the Academic Amnesty process to get a one-time second chance regarding their academic performance. To be eligible for academic forgiveness, a student must meet the following criteria:

1. Student has not attended a college or university in the previous three calendar years.
2. Student has changed academic program of study.
3. Student has completed at least 12 college-level credit hours with a grade point average of 2.0 or better upon returning to HCC.

If granted, grades for courses completed prior to the student’s return will be excluded from the official GPA but will remain on the official transcript with a notation of academic amnesty. Academic Amnesty does not affect the calculation of Financial Aid Standards of Academic Progress. However, students may want to submit an appeal of their financial aid status to the Financial Aid Office. 

Students must request academic amnesty by submitting a letter or email to the Dean of Students.

A student may be placed on academic probation for failure to meet the minimum cumulative grade point average required for good standing:

Once a student is placed on probation, there are three possible outcomes:

• a return to Good Standing
• a move to Continued Probation or
• a move to Dismissed Status

A student must earn at least a 2.0 in the subsequent semester and raise the cumulative GPA to meet or exceed the required GPA in order to return to Good Standing.

If a student on probation earns at least a 2.0 in the subsequent semester but does not meet the cumulative GPA required, the College will place the student on Continuing Probation.

If a student on probation does not earn at least a 2.0 in the subsequent semester and does not meet the cumulative GPA required, the College will place the student on Dismissed Status. The student will have to sit out for a semester in order to return.

A student placed on dismissal at the conclusion of fall will sit out the spring semester. A student placed on dismissal at the conclusion of spring will sit out summer and fall semesters. A student placed on dismissal at the conclusion of summer will sit out the fall semester.

Students placed on dismissal may seek advising and academic assistance during the semester(s) of non-attendance. Heartland reserves the right to limit the credit hours of previously dismissed students upon their return to the College. 

HCC is an open-admission institution. The College admits any student who can benefit from our programs, including:

• High school graduates,
• GED certificate holders,
• All persons 18 years of age or older,
• Transfer students from other colleges and universities, and
• Current high school students.

Admission to the College does not ensure admission to a particular course or program of study. The Illinois Board of Higher Education has established minimum high school course requirements for admission into any community college transfer programs (Associate in Arts, Associate in Science or Associate in Engineering Science).

Admission to certain programs may be limited and subject to specific requirements. Students should check with an academic advisor to determine their status regarding these requirements. In selective entry programs, the College will give preference to residents of District 540.

*Students can receive credit for PSY 101 OR SOC 101 (credit will not be awarded for both courses)

**Students can receive credit for HIST 101 OR 102 (credit will not be awarded for both courses)

Students submitting an official high school transcript with the Illinois State Seal of Biliteracy from an approved high school will receive credit for the first two semesters of foreign language. Students must submit the Seal of Biliteracy Request Form (PDF) to the Records Office to ensure the credits are awarded. Credit is not automatically awarded upon receipt of the high school transcript. 

International Baccalaureate (IB) Program Credits

Heartland Community College recognizes the International Baccalaureate (IB) standard level (SL) and/or higher level (HL) examinations.  Official IB transcripts must be sent directly to HCC before credit will be granted.  Students will be awarded credit as indicated below.

All of HCC's degree and certificate program requirements are outlined below, under the title Graduation Requirements. Students must meet the program requirements of the catalog in effect at the time of their acceptance to the program. If they do not enroll for three semesters or more (including summer), they must submit a new application to the College, and they will be held to the program requirements of the catalog in effect at the time of their return. There may be situations in which a different catalog may be more appropriate for determining graduation. For these cases, students will need to submit their request to change degree requirements in writing to the Dean of Enrollment Services.

The College confers degrees and certificates at the end of each semester. Students must complete the online graduation application prior to the deadline listed below for the semester in which they are planning to complete their program.

The following are the steps to complete the application for graduation.

• Go to home.heartland.edu
• Click the Student Center button
• Enter your log-in name and password
• Click the Academic Progress tile
• Click the Apply for Graduation tab and follow the prompts

HCC requires basic skills testing for new students. Basic skills assessments in writing/reading and mathematics are used to determine appropriate placement into HCC courses. Students must complete assessments prior to meeting with an academic advisor.

For students who have previous college coursework, assessment requirements will be determined after a review of the student's transcripts. Students may be eligible to bypass assessment. Please check the assessment waivers page for qualifying criteria.

Students with special testing needs regarding the basic skills assessment process should contact Student Access and Accommodation Services prior to taking the assessment.

For more information regarding the Testing Center, please visit the testing center webpage.

All students are expected to attend classes regularly and promptly. The specific attendance policy of any course is outlined in the syllabus.

Students who are absent from a class or laboratory period are held responsible for material and work they may have missed by their absence or tardiness. Instructors are not required to accept late work or allow make-up testing. If accepted, such work may receive a lower grade.

However, the college must also meet the guidelines for supporting the academic success of pregnant and parenting students. (Please also see the related policy regarding College Sponsored Events.)

Illinois Community College Board Guidelines

At midterm, the instructor is required to certify students’ attendance according to the requirements of the Illinois Community College Board. At midterm, or at any other time during the semester until the close of business on the last day to withdraw, an instructor may administratively withdraw a student whose pattern of absence causes the instructor to seriously question the intent of the student to further pursue the course or to complete the course with a passing grade.

Students may register to audit a course for no credit or grade.  This is most often done when a student wants to gain an understanding of the content covered but does not need the course as a program requirement. Auditing a course allows the student to participate without the pressure of tests, papers, and other assignments and exempts the student from all course prerequisites and placement testing requirements. The student will pay full tuition and fees when enrolled in an audit. You must see an advisor to enroll as an audit. Once class has begun you cannot change to “credit”.

Students must declare their intent to audit a course at the time of registration with an advisor.  Students may not change from credit status to audit status or from audit status to credit status.  A grade of “AUD” will appear on the transcript.  Please check with financial aid before enrolling in a course for audit.

This policy reflects the rights and responsibilities of impacted parties when participation in College-sponsored events conflicts with classroom attendance to ensure that students participating in College-sponsored events have the opportunity to be evaluated on course material and are not penalized for their absence from the classroom.

The heart of learning and academic success takes place in the classroom, and as such, classroom attendance and participation is vital to student success. Therefore, every student at Heartland Community College (HCC) must make classroom attendance a priority.

HCC is also committed to promoting and supporting co-curricular engagement and success by its students, in large part because co-curricular success can work to strengthen classroom and academic success.

Because there are times when college-sanctioned participation in co-curricular events may conflict with classroom attendance, HCC has established the following policies outlined below.

Student Participants will:

1. Remain mindful that they are representatives of HCC and thus, academics is their primary responsibility. As such, students will remain diligent in their focus on success in the classroom which enables their participation as HCC representatives outside the classroom.
2. Inform instructors at the beginning of the semester of their affiliation with a student organization and of scheduled absences through a formal letter from the organization they will be representing.
3. Inform instructors of specific classroom absences two weeks in advance, or if that is not possible, as soon as the absence is known.
4. Realize that absence is not an excuse for late work. Students should request from their instructor the opportunity to complete evaluated coursework and exams prior to the College-sanctioned event which will cause their absence, and take responsibility to make up any work that has been missed by adhering to the instructor’s policies regarding making up missed coursework.
5. In the event of a disagreement regarding the Instructor’s policy, the student will discuss it first with the instructor, and if no resolution can be achieved, the student will proceed through the Student Appeals process as outlined in the Student Handbook.

Student Organizations with activities resulting in classroom absence will:

1. Make every reasonable effort to minimize conflicts between activity scheduling and student classroom attendance (e.g., avoid scheduling events on the same days and times) and give primary attention to the fact that excessive absences lead to missed learning opportunities and may result in lower grades.
2. Communicate to students that their first responsibility is that of a student and that they are responsible for the completion of all coursework in their classes. As such, student organization leaders should encourage students to excuse themselves from participation in events if the student or the organization leader feels the student’s academic performance is suffering.
3. Provide updated formal documentation of the schedule for the season (including campus departure times) to students as soon as it is available, and maintain an updated version on the College’s shared drive for access by all instructional staff.
4. Inform student participants of their responsibility to notify instructors regarding impending absences two weeks in advance, or if that is not possible, as soon as the absence is known.
5. Refer the student with a concern to the Department Dean.
6. Refrain from contacting any instructor directly when a disagreement occurs in an attempt to intercede on the student’s behalf.

Academic Advisors will:

1. Make every effort to avoid schedule conflicts for student participants during the course selection process.
2. Actively dissuade student-participants from enrolling in classes that present them with such conflicts.
3. Advise students regarding their participation in co-curricular events based on their academic performance.

Instructors will:

1. Afford student participants who are absent from class due to College-sanctioned events the opportunity to make up and be evaluated on any missed coursework or exams that were assigned a point value.
2. Not penalize student participants who are absent from class due to College-sanctioned events.
3. Provide reasonable accommodations to ensure student participants have an opportunity for classroom evaluations assigned a point value.
4. Notify their supervisor in the rare case when no reasonable accommodation can be made within the classroom (e.g., science lab that cannot be replicated; nursing clinicals required by accrediting bodies, etc.). If the Division Administrator deems no reasonable accommodation can be made, the instructor will notify the student and the Division Administrator will notify the Provost and Vice President, Academic Affairs.

Examples of reasonable accommodations include: A) Advanced make-up of an assignment or exam; B) Attending an alternative class session to participate in a classroom activity; C) Providing an alternative assessment and evaluation.

Examples of unacceptable accommodations include: D) Requiring that missed evaluations be counted as a low grade to be dropped; E) Requiring that missed exam points be added to a future exam; F) Denying the student the opportunity to make up missed points.

The Vice President of Enrollment and Student Services will:

1. Determine what constitutes a college-sanctioned event, in consultation with the Chair of the College’s Curriculum and Academic Standards Committee.
2. Act as the arbiter when all avenues to resolve conflicts have been exhausted.

Current Activities and Groups that are college-sponsored include:

Athletics - Team members of Baseball, Softball, Men’s & Women’s Soccer for athletic contests

Clubs & Organization Officers - Illinois Community College Student Activities Association Student Leadership Conference

Phi Theta Kappa Officers - Statewide conference & national conference

Student Government Association President - Attendance at quarterly Illinois Board of Higher Education - Student Advisory Committee Meetings

Student Government Association (SGA) and Heartland Activities Committee (HAC) Officers - Illinois Community College Student Activities Association Student Leadership Conference

SGA, HAC, and Clubs & Organization Officers (possibly some general students) - Illinois Community College Board - Student Advocacy Day (Lobbying Day) in Springfield

Student Trustee - Attendance at quarterly Illinois Community College Trustee Association - Student Advisory Committee Meetings Attendance at annual Student Trustee Leadership Training Workshop

The College conducts a commencement ceremony once a year at the end of the spring semester. The College encourages all fall and summer graduates to participate in the ceremony. 

The College emails information regarding the ceremony to students through their Heartland email early in the spring semester. Instructions for applying for graduation can be found online. Students must submit an application for graduation. 

Please contact the Records Office at Records@heartland.edu with any graduation and graduation ceremony questions. 

Questions regarding the commencement ceremony should be directed to Commencement@heartland.edu 

As career and technical programs change to meet employment demands, there are times when courses decrease in credit value. The result may be that students meet all course requirements but fall short of the total credits required of an earlier catalog. In these situations, one of the following options will be implemented to reach program completion.

• Utilize a more recent catalog in which the lower credit value is applicable (substitutions may be necessary).
• Apply any additional credit hours that have not yet been applied to the program requirements to reach the total credits required to satisfy program requirements.
• If the above options are not feasible and the student has met all course requirements for the program, the total credits required for the program may be decreased, provided a minimum of 60 credits have been completed.

Students can use the credit/no credit option to explore courses without concern for the letter grade assigned to the course. Students must ask for the credit/no credit option at the time of registration with an academic advisor. Some colleges and universities may not accept courses completed under the credit/no credit option.

The following requirements apply to the credit/no credit option:

• Students may take up to 25% of their course work on a credit/no credit basis.
• Credit/no credit status cannot be changed after the end of the full refund period (the first 10 days of a 16-week class and prorated for shorter sessions).
• Students may not register for the credit/no credit option if they are not in good standing.
• Students must earn the equivalent of a grade of C or better to earn a CR grade.
• Students should be aware that some courses are only offered on a credit/no credit basis.

Full-Time Student Dean’s List

At the end of each fall and spring semester a Full-Time Student Dean’s List is published naming those students enrolled in twelve semester hours or more of college-level courses during the preceding semester who earned at least a 3.5 GPA.

Part-Time Student Dean’s List

At the end of each fall and spring semester a Part-Time Student Dean’s List is published naming those students enrolled in six to eleven semester hours of college-level courses during the preceding semester who earned at least a 3.5 GPA. 

The College provides equal educational opportunities to all students and equal employment opportunities to all employees and applicants for employment. Management and supervisory personnel at all levels are responsible for taking reasonable and necessary actions to prevent discrimination. Discrimination is prohibited under Americans with Disabilities Act of 1990, the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Violence Against Women Act of 1994, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act of 1967, the Illinois Human Rights Act, and all other relatable laws, rules and regulations that apply to College operations.

To the extent that there are conflicts between the terms of any College policy and applicable law, such applicable law shall be controlling. Whenever a specific external law, rule, or regulation is referenced in these policies, such reference shall be to the most recent enacted and amended version of such law, rule or regulation.

Inquiries and complaints may be filed online or with the Associate Vice President, Enrollment and Student Services/Title IX Coordinator.

The College publishes dates and times for final exams in the Student Center of the my.Heartland portal.

To access please click “Exam Schedule” from the “Other Academics” drop down menu.

The following classes will have final exams on the last day of class:

• Classes meeting only on Friday.
• Classes meeting only on Saturday.
• Classes ending earlier in the semester.

If a student has three or more final examinations scheduled for the same day, the student is required to take two exams that are scheduled for that day and to make arrangements with the other instructor(s) to reschedule the other final examination(s). The student must notify the instructor(s) about such conflicts by the withdrawal deadline of the affected class(es).

Midterm and final grades will be available to students online through the Student Center. Once in the Student Center, the student should click on the following links to view midterm and final grades:

Self Service > Student Center > Academic Transcripts/Grades

The student should click on View Grades, then select the specific term (i.e. Spring 2024 undergraduate). 

The Heartland Community College grading philosophy grows out of our vision of educational excellence. This common philosophy provides a framework for each academic division and instructor as they establish their own individual course grading system, evaluation methods and course policies using the shared general rubrics for letter grades given below.

Letter grades serve as a vehicle to promote meaningful evaluation of student achievement, to inform students of academic progress, and, as necessary, to improve student performance, habits, and practices. Using a letter grade as a prerequisite for subsequent courses means we believe that the grade was assigned through a conscious judgment about a student’s readiness to proceed to more advanced study.

At Heartland, students’ academic achievement is measured by their mastery of course objectives and content. We challenge students to meet these recognized standards of achievement and assign grades based on their success in doing so. Simply stated, we believe that the responsibility for academic achievement rests with the student and that holding students responsible for their learning promotes their academic growth.

This grade represents consistently outstanding performance that demonstrates superior understanding and skillful use of important course concepts. Performance at this level signifies that the student is extremely well prepared to continue with more advanced study of the subject.

B (3.0)

This grade represents performance significantly beyond the level necessary to achieve the course objectives. Work is of high quality but not consistently at an outstanding level. Performance at this level signifies that the student is well prepared to continue with more advanced study of the subject.

C (2.0)

This grade represents an acceptable achievement of the course objectives. Performance at this level signifies that the student is reasonably well prepared to continue with more advanced study of the subject.

D (1.0)

This grade represents less than adequate performance. It signifies questionable readiness to proceed with more advanced study of the subject.

F (0.0)

This grade reflects unacceptable performance. The student is not yet ready to proceed with more advanced study of the subject and must repeat the course successfully to receive credit

Grade point averages (GPA) are used to determine the academic standing of a student, as well as to award honors. The number of grade points earned in a given course is calculated by multiplying the number of points assigned to the specific letter grade earned in the class by the number of semester hours the course carries. Thus, a grade of B (3.00 grade points) in a course which carries 4 semester credit hours would earn a student 12 (3 x 4) grade points.

A student’s GPA for a semester is computed by dividing the total number of grade points earned by the total number of semester hours completed (indicated as GPA Units on the transcript) with the exclusion of developmental education courses. The division is carried out three places to the right of the decimal point and rounded off to two places.

GPAs are calculated at the conclusion of each semester. Courses with grades of I, W, U, R, P, CR, NC, #, NR, NP, X and * are not considered part of the total hours completed for purposes of determining a student’s GPA, but these grades are recorded on the student’s academic record.

GPAs only average the grades given for Heartland Community College courses numbered 100 level or above. A semester GPA represents the average for one semester; a cumulative GPA reflects the average of courses taken throughout a student’s academic career at HCC.

By completing an AA or AS degree prior to transferring, students will be considered to have attained junior standing and to have met all lower division general education requirements upon transfer to an Illinois public college or university.

Heartland Community College is a participant in the Illinois Articulation Initiative (IAI), a statewide agreement that allows transfer of the Illinois General Education Core Curriculum (GECC) between participating institutions. Completion of the GECC at any participating college in Illinois assures transferring students that lower-division general education requirements for a bachelor’s degree have been satisfied.  The AA degree includes the complete IAI GECC.

The following links outline the degree requirements for the AA, AS and AES degrees.

• Associate in Arts | Heartland Community College
• Associate in Science | Heartland Community College
• Associate in Engineering Science | Heartland Community College

Additional Graduation Requirements

Students must meet the program requirements of the catalog in effect at the time of their acceptance to the program.  If they do not enroll for three semesters or more (including summer), they must submit a new application to the College, and will be held to the program requirements in effect at the time of their return.  There may be situations in which a different catalog may be more appropriate for determining graduation.  For these cases, students must submit their request to change catalogs in writing to the Registrar.

 To be eligible for an Associate in Arts (AA), Associate in Science (AS) and Associate in Engineering Science (AES) degrees at Heartland Community College, students must fulfill the following requirements.

• Complete a minimum of 15 semester hours of college level credit at HCC, excluding Advanced Placement, CLEP, proficiency, prior learning assessment or military credit.
• Complete no fewer than 60 semester hours of college level courses (numbered 100 or above) for AA and AS degrees and 62 semester hours for AES degree.
• Up to 15 semester hours (25%) may be earned through proficiency credit and military credit.
• Earn a cumulative grade point average (GPA) of 2.0 for all course work attempted at HCC.
• Fulfill all financial obligations to the College.
• File an Application for Graduation by the deadline stated on the College website.

*Any exceptions to the degree requirements must be approved in writing by the Vice President of Academic Affairs/Provost.

To be eligible for an Associate in Applied Science (AAS) degree at Heartland Community College, students must fulfill the following requirements.

• *Complete the course requirements and the number of semester hours outlined in the specific program of study.
• Complete a minimum of 15 semester hours of college level courses (numbered 100 or above) at HCC.
• Up to 15 semester hours (25%) may be earned through proficiency credit and military credit.
• Earn a 2.0 grade point average (GPA) in the courses required for the degree. Students in allied health programs must complete the required courses that are designated by the program with a minimum grade of C.
• Fulfill all financial obligations to the College.
• File an Application for Graduation by the deadline stated on the College website.

 To be eligible for a Certificate, students must fulfill the following requirements.

• *Complete the course requirements and the number of semester hours outlined in the specific program of study.
• Complete a minimum of 25 percent of course work applicable to the certificate at HCC.
• Up to 15 semester hours (25%) may be earned through proficiency credit and military credit.
• Earn a 2.0 grade point average (GPA) in the courses required for the certificate.
• Fulfill all financial obligations to the College.
• File an Application for Graduation by the deadline stated on the College website.

 *Any exceptions to the requirements must be approved in writing by the department Dean.

Multiple Degrees/Certificates

Students may earn multiple degrees and certificates at Heartland Community College. Students interested in completing programs must:

• Declare any additional programs degree by submitting a Program Change Form to the Records Office.
• Complete all course requirements for each degree and/or certificate.
  • Students looking to earn more than one transfer associate degree must complete an additional 15 credit hours of college level or transferrable coursework at Heartland Community College beyond the first degree.
• Submit an application for graduation for each degree and/or certificate.

Faculty may assign an incomplete grade for students who:

• are passing by the withdrawal date,
• can reasonably be expected to pass the course, and
• experience extenuating circumstances (medical emergency, family crisis, or call to active duty).

Faculty do not assign incomplete grades for such reasons as unjustified failure to appear for the final examination.

The faculty and student must sign a written agreement outlining the requirements to be completed by a specified date. The agreed upon requirements must be completed no later than the end of the following semester (excluding summer semesters). If the work is completed by the agreed upon date, the instructor will assign a grade by submitting the grade change form; if the work is not completed, the “I” grade will be changed to an “F” grade.

Faculty and other college personnel routinely evaluate student work, student records, and other aspects of their college experience for the purpose of teaching, learning, and educational research, and for the evaluation of programs and services offered by the college. When college personnel conduct research that goes beyond the scope of normal educational or institutional practices or is intended for publication or purposes outside the institution, a student may be asked to voluntarily consent to the use of that work for external purposes.

A student gives written permission on the appropriate consent form and acknowledges by that action that the student’s written assignments or projects in HCC courses may be used by faculty members for teaching and/or for research purposes. Such use might consist of, but is not limited to, inclusion of the student’s work, in whole or in part, in research studies which are published, either in print or electronic media, for an academic audience, or distribution to other classes, again either in print or electronically, for use in class discussion or as models to illustrate possible approaches to course topics. When reproducing student work, the College will preserve the student’s anonymity.

Guidelines on Preparing an Informed Consent

The informed consent should include the following information:

• A description of the research project and the expected duration
• Information regarding the conditions of the subject’s participation in the study
• A description of the proposed research procedures
• A statement concerning the expected benefits of the study
• A statement describing any possible risks and discomforts the subject may experience
• A description of how confidentiality will be maintained
• Contact information about the researcher
• Participant signature.

Student participation in such research is voluntary and that students may decline to participate (or stop participating) without retribution.

The maximum number of credit hours for a student during an academic semester is: 18 hours for a 16-week term; 9 hours for a summer term; and 8 hours for CollegeNOW dual enrollment. The College cautions students concurrently enrolled at other institutions to adhere to the maximum load policy.

A student who would like to enroll in more than the maximum number of credit hours must complete an Overload Request Form that they request and receive from an academic advisor. Submission of the form does not guarantee approval; the Overload Request Form and student's academic record will be reviewed by the appropriate staff before approving or denying the request. 

Heartland Community College recognizes and appreciates the dedication and sacrifice of our students who are active military members. In the event that a student must complete required short-term military training or duties during an academic session, the student may be excused from class to attend to their mandated obligations. The student will provide appropriate documentation and arrange to complete missed classroom work as soon as possible according to the process outlined below.  

A student can request military/deployment leave by submitting the Temporary Special Leave Request form prior to any absences.

Upon notification of the upcoming absence and appropriate documentation, each faculty member shall excuse the student from class and provide an opportunity to complete missed exams, quizzes, and other required work. Ultimately, the student is responsible for all material covered in class and must work with each individual instructor prior to their leave or as soon as they return to complete any required work. 

Students called to active duty for 2 weeks or more have the right to receive a refund of tuition and fees applicable to their registration. To initiate the process, students should complete the Student Appeal Due to Extenuating Circumstances form. Students are advised to work with their instructors and/or the Dean of Students Office to identify the best course of action.   

The Student Optional Disclosure of Private Mental Health Act states that an institution of higher learning may disclose mental health information if a physician, clinical psychologist, or qualified examiner makes a determination that the student poses a clear danger to themselves or others.

What Information Will Be Disclosed?

Heartland Community College (HCC) is providing students the opportunity to authorize in writing the disclosure of certain private mental health information to a designated person of their choosing. 

This policy provides students with the option to designate a person to whom HCC may disclose certain private mental health information. HCC will contact the person of choice if HCC’s Student Counseling Services determines that:

1. The student poses a clear danger to yourself or to others.
2. Protection is needed for the student or another person from a clear, imminent risk of serious mental or physical injury, disease or death.

The physician, clinical psychologist, or qualified examiner shall, as soon as possible but no more than 24 hours after making the determination, attempt to contact the designated person and notify the designated person that the physician, clinical psychologist, or qualified examiner has made a determination that the student poses a clear, imminent danger to themselves or others.

Student Authorization

Students are not required to designate a person. They should only do so if they desire. Should the student choose to designate a contact person, it can be anyone over the age of 18 (e.g., parent, sibling, friend, etc.). Students shall be given the option to rescind their authorization at any time and may also change their designated person at any time by using the form from the Records Office (CCB 1600).

The student authorization form can be completed from this link. The completed and signed form can be submitted electronically to records@heartland.edu or in-person to the Records Office in room CCB 1600 of Heartland’s Normal campus.

Heartland Community College recognizes students’ learning gained in and outside of the classroom. Credit may be awarded for previous coursework completed and prior experiences. Students should check with all transfer institutions to determine if such credit will transfer.

In accordance with state and federal guidelines, to earn a degree, students must complete at least twenty five percent of required coursework at Heartland (excluding prior learning options listed below). Prior learning can be demonstrated in various ways and Heartland recognizes the following prior learning options.

Credit by Standardized Examinations

Credit is awarded based on scores received on standardized tests. Official AP, CLEP, and IB scores must be submitted directly to Heartland from the testing agency before credit will be awarded.

• Advanced Placement (AP)
• College Level Examination Program (CLEP)
• International Baccalaureate (IB)

Heartland Proficiency Examinations

The College offers proficiency examinations for several courses.  Credit earned through examinations cannot duplicate credit earned in college course work and cannot be for a course in which students received a grade of F, W, or I at Heartland. Exams will not be administered to students who have passed a higher-level course than the one for which the proficiency is requested. Minimum scores outlined by the instructional division must be achieved before credit will be awarded. 

Industry and State Credentials

Credit may be awarded for industry and state issued credentials.  Currently the College recognizes the following credentials, although other credentials may be considered on a case-by-case basis:

• Child Development Associate (CDA) credential
• Microsoft Office Suites certifications
• Occupational Safety and Health Administration (OSHA) training
• Licensed Practical Nursing

Military Credit/Training

The College follows the recommendation of the American Council on Education (ACE) when awarding credit for military training and courses completed while in the military. Students must submit an official Joint Services transcript before credit is awarded.

Portfolio

Prior Learning Assessment (PLA) awards credit for learning completed outside of the classroom. PLA evaluates knowledge acquired within the context of specific HCC courses. While assessment processes for PLA are established by individual departments, all processes should contain documentation demonstrating learning equivalent to the outcomes of the course. The College reserves the right to award credit for PLA on a case-by-case basis.

Courses from Another College

Credits may be granted for courses completed at another regionally accredited institution.  Official transcripts must be submitted directly to Heartland from the originating college before credit will be awarded.  Credit will only be granted for courses that pertain to the students’ program of study at Heartland.

Students submitting an official high school transcript with the Illinois State Seal of Biliteracy from an approved high school will receive credit for the first two semesters of foreign language.

Illinois State Seal of Biliteracy

Students submitting an official high school transcript with the Illinois State Seal of Biliteracy from an approved high school will receive credit for the first two semesters of foreign language. 

The Family Educational Rights and Privacy Act of 1974, also known as FERPA, is a federal law that protects the privacy of your education records.  FERPA applies to all schools that receive funds under the U.S. Department of Education.

Current and former students are granted the following rights under FERPA:

1. The right to inspect and review your education record
2. The right to have control over the disclosure of information from your education record
3. The right to seek to amend incorrect education records
4. The right to file a complaint with the US Department of Education

Educational records are directly related to a student and maintained by the College. You must provide written consent before the College will release protected information. The following, though not limited to, are examples of educational records: transcripts, course schedule, grade point average, and HCC ID number.

If you wish to view your education records, you must submit a signed letter to the Records Office (CCB 1600). The College must respond to the request within 45 days.

FERPA allows schools to release, at their discretion, information that is generally not considered to be harmful or an invasion of privacy if released without prior consent from students. Heartland Community College identifies the following as directory information:

• Name and address
• Telephone number
• Dates of attendance
• Degree, honors, and certificates received or anticipated
• Major field of study
• HCC email address
• Weight and height of student athlete
• Participation in officially recognized activities and sports
• Institutions previously attended
• Photograph of student athlete
• Enrollment status

You may request that Directory Information not be released by submitting the “Prevent Release of Directory Information” form to the Records Office (CCB 1600). The request remains in effect until the College receives written authorization to revoke the request.

FERPA guidelines indicate that rights transfer from the parent/guardian to the student once the student enrolls in a college course. However, the College may disclose educational records to parents without written consent if you are a dependent for tax purposes (tax information must be submitted to the College).

Students are encouraged to visit the Records Office (CCB 1600) with questions regarding FERPA.  Additional information may be obtained at:

• U. S. Department of Education 

Please address complaints to:   

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202-8520

The College maintains an open enrollment philosophy and welcomes people from all backgrounds to the campus. There are instances when the past conduct of an individual and their rights must be balanced with the College’s responsibility to maintain a safe and secure environment for all persons on the campus. The safety and security of all persons, especially those who have not yet have reached the age of emancipation, is always at the forefront of the College’s actions, and specifically in this policy regarding a Registered Sex Offender (RSO) on the campus.

All students, faculty, staff, and other visitors on campus, who are RSOs are hereby required to report their status as an RSO in such a manner as prescribed by the College President to ensure compliance with Illinois law and be consistent with this policy.

In keeping with past practice of the College, and Illinois law, RSOs who either attend classes, participate in other community or public programs on the campus, or work at Heartland Community College or any of its satellite facilities, are required to submit a written request to attend classes or participate in other functions on campus. The request must be submitted in a timely manner before the class, event, or employment is scheduled to begin to allow adequate time for the College to review the request and make a determination on their ability to be on campus. The written request must be submitted for each semester or any time the RSO changes their classes or begins a new class or College program. RSO’s seeking to attend classes or attend public programs or other community events on campus must contact the Associate Vice President, Enrollment and Student Services to report their status.

Students may repeat any course regardless of the grade previously earned (including withdrawals). 

The College will award credit only once. Variable credit courses are handled on a case-by-case basis. The College will select the highest grade earned for any repeated course when calculating the students’ grade point average (GPA). Although the lower grade is not factored into the students’ GPA, all grades will appear on the students’ transcript. The College will add a notation regarding the repeat on the student transcript.

Students may attempt to earn a better grade as many times as they wish. However, financial aid eligibility may be impacted by repeating courses.

Transferring students should be aware that other schools may calculate GPA differently.

Individuals are considered residents of Heartland District 540 if one of the following criteria is met for at least 30 days prior to the start of the academic term. Documentation of residency must be provided by the first date of the semester.

• A graduate of a District 540 high school within the last year.
• Residing with his/her parent or guardian within the District.
• Emancipated minor, completely self-supporting and residing within the District.
• Married and maintaining a family residence within the District.
• Single and self-supporting as defined by the Federal Office of Education and maintains a residence within the District.
• Residing outside the District, but working full-time within the District.
• Residing outside the District, but is a dependent of a parent/guardian who commutes to work full-time within the District.
• Residing outside the District, but pays property taxes on land within the District.

Valid documentation (issued and signed within 30 days prior to the start of the academic term), which is acceptable for verification of residency, includes:

• High school transcript from a District 540 high school
• Voter’s registration in District 540
• Tax, utility or rent receipts in District 540
• Driver’s license or vehicle registration showing a District 540 address
• Bank account statement in District 540.

To learn more about how to submit documentation, please see visit the Records Office website. 

Students can use the Student Appeals process when they question a decision. Students can appeal course-related matters or other non-course issues. The most common example of a course-related appeal is to appeal a grade in a course. The most common example of a non-course related issue is a withdrawal from courses due to physical or financial hardship.

Students should seek issue resolution immediately. Students must appeal within 30 business days from the end of the semester in which the issue occurs. The appeal must be finalized by the end of the next semester.

For more information on the Appeal process visit the appeals page.

(This information is also cross listed in the Refund Requests After the Refund Deadline policy in the Financial section of the Student Handbook).

The Dean of Students Office provides assistance when students need time away from campus to attend to personal matters. In the event a student experiences a death of an immediate family member or relative, the student may be excused from class for funeral leave, subsequent bereavement, and/or travel considerations. The student will provide appropriate documentation and arrange to complete missed classroom work as soon as possible according to the process outlined below. 

A student can request bereavement leave by submitting the Temporary Special Leave Request form prior to any absences. Retroactive bereavement leave is typically not granted.  

The Dean of Students Office staff acts as a liaison between the student and faculty to encourage continued communication and ensure academic requirements are addressed. Students are expected to work with individual instructors regarding specific requests and communicate the anticipated duration of the absence. Documentation may be requested to support the request. 

As an institution participating in Title IV Higher Education Act programs, Heartland Community College is required by federal law to disclose graduation and transfer-out information in compliance with the Student Right-to-Know Act. Information on program completion and transfer to other institutions by Heartland students is available here.

The College, in compliance with the Jeanne Clery Act, annually publishes its crime statistics and a summary of policies and programs in its Annual Security Report.

In addition, the College makes available to the College community its annual College Violence Prevention Plan which may also be accessed at the safety page.

Students transferring to Heartland to pursue a degree or certificate must send official transcripts to the HCC Records Office from all other colleges attended. Official transcripts should be evaluated by the Record Office before meeting with an HCC academic advisor.

Students without access to official transcripts can submit unofficial transcripts at the time of initial enrollment. Failure to provide official transcripts may block enrollment in subsequent semesters. Previous success at other colleges may impact financial aid eligibility at HCC.

Heartland Community College participates in a variety of transfer agreements and baccalaureate degree completion programs with several colleges and universities. For a complete list of Transfer Agreements visit the transfer agreements page.

Students who intend to transfer to a four-year institution should plan their first two years at HCC with an academic advisor to assure the smoothest transfer possible. Since graduation requirements vary among senior colleges and universities, students are encouraged to discuss their transfer plans early to ensure appropriate course selection.

It is the student’s responsibility to follow the recommendations of the institution to which he/she intends to transfer upon completion of study at HCC. Students preparing to transfer are advised to refer directly to the official catalog of the college or university they plan to attend and meet that institution’s requirements and recommendations for a selected area of concentration. Transfer resources can be found at www.iTransfer.org as well as the transferology website. 

• undergoing or recovery from surgery,
• pregnancy or new parenting role,
• extended hospitalization, and
• persistent injury or severe illness.

When the student withdraws or the College removes the student from a course or courses after the refund date, that transaction is recorded as a withdrawal and the student will need to pay the tuition due for the class.  A withdrawal will result in a recorded W grade on the student transcript. Note: removal from a course or courses for disciplinary reasons may result in a recorded F grade on the student transcript.

Student Initiated

The decision to withdraw from one course or from all courses should be made in consultation with an academic advisor, classroom faculty and/or a Financial Aid staff member (if applicable). Stopping payment on a tuition check or terminating a payment plan will NOT automatically cancel a registration. Students are responsible for understanding that a withdrawal may result in loss of financial aid and that failing to properly withdraw from a class may result in receiving a failing grade of F for that class.

A student may withdraw at any time until the published withdrawal deadline. Deadlines are published on the HCC website. Deadlines vary based on the start and end date of each class.

It is the student’s responsibility to officially withdraw from a course or from the College. Students may withdraw online through by accessing the Student Center in myHeartland or in person with an advisor. If using the Student Center to withdraw, the student should retain a copy of the successful transaction. If circumstances prevent the student from coming to the College or using the Student Center, withdrawal may be completed by mail. The College does not accept withdrawal requests made by telephone, so students should visit Advisement (CCB 1000) if they need assistance.

Faculty/Administrative Initiated

At midterm, the instructor is required to certify students’ attendance according to the requirements of the Illinois Community College Board. At midterm, or at any other time during the semester until the close of business on the last day to withdraw, an instructor may administratively withdraw a student whose pattern of absence causes the instructor to seriously question the intent of the student to further pursue the course or to complete the course with a passing grade.

A student also may be withdrawn from a class by administrative action as a result of emergency or disciplinary procedures under the provisions of Board policy on Students’ Rights and Responsibilities. Students have the right to appeal either a faculty or administrative withdrawal through the appeal process.