Policy Number: I-51
Last Reviewed: May 29, 2024
Responsible Dept.: Associate Vice President of Student Affairs
A signed copy of this policy is available in the President’s Office.
Section 23.1 – 407 of the Code of Virginia requires that the VCCS send enrollment information to the Virginia State Police concerning applicants to institutions of higher education. This information is transmitted electronically and compared against the Virginia Criminal Information Network and National Crime Information Center Convicted Sexual Offender Registry File. Language on the web application informs applicants that their information is being transmitted to the State Police.
In the event the State Police believes that an applicant to Virginia Western Community College (Virginia Western) has failed to register, reregister, or verify his registration information as required by law, the State Police will investigate and determine whether the person may be charged with a registration violation.
Additionally, a person who is required to register, reregister, or verify their registration information must indicate on the registration form that he is enrolled at Virginia Western and our location and notify the local law enforcement agency in person within three days of any change in their enrollment status with Virginia Western. The local law enforcement agency will forward the registration information to the State Police and the State Police will notify Virginia Western. When the college receives such a notification, the following procedures apply:
- The student will be sent a letter to his/her mailing address by the Associate Vice President of Student Affairs which states that due to status as a sex offender listed on the National Crime Information Center Convicted Sexual Offender Registry, the applicant must complete an online request form (Registered Sexual Offender Request) for review for continued admission or enrollment.
- Once the student completes the online request form, a decision will be made after a review of the information provided and after due consideration of the totality of the circumstances. The applicant will be notified within ten (10) business days of receipt of the online form.
- If the student registers for classes before the college received notification from the State Police, but prior to attending classes, the student will be immediately informed that he/she must complete the online request form for review of continued admission. The student must complete the form prior to the start of classes. If the form is not completed, then admission will be revoked. The student will be dropped from classes and will receive a refund.
- An applicant may invoke his/her right to an appeal process. The applicant may appeal the decision of the initial request to the Threat/Care Assessment Team within seven (7) business days of the date of decision letter.
Appeal Process for Denial of Admission or Withdrawal for Convicted Sex Offender
When a registered sex offender is denied admission to or has had his/her admission revoked from Virginia Western Community College, he/she may invoke the following appeal process:
- The student will receive a letter from the Student Conduct Officer stating his/her denial of continued attendance.
- The student may submit an online appeal to the Care/Threat Assessment Team in which he/she provides the following information:
- Disclosure of the nature of the offense for which he/she has been convicted;
- Justification for consideration of continued attendance.
Note: If a student is appealing a denial of reinstatement or revocation of admission, he/she must submit an online appeal to the Threat/Care Assessment Team within seven (7) calendar days of revocation.
- The Care/Threat Assessment Committee will review the information submitted and make a decision by a simple majority vote within fourteen (14) calendar days of receiving the appeal. The Associate Vice President of Student Affairs will serve as the convener of the panel and will be a member of the panel.
- The Associate Vice President of Student Affairs will inform the student by letter of the decision of the appeals panel. The decision of the appeals panel shall be final.
This policy also applies to persons on Virginia Western Community College campuses and Virginia Western Community College Workforce supported instruction. Students in these programs would follow the same appeal process.
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