Policy Number: I-51
Last Reviewed: August 20, 2024
Responsible Dept.: 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 is listed on the Sex Offender Registry, 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 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 Form) for review for continued admissions status.
- Once the student completes the online request form, the Care/Threat Assessment Committee will review the information submitted and make a decision by simple majority vote. 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, the student will be immediately informed that he/she must complete the online request form for review of continued admissions status. The student must complete the form prior to the start of classes. If the form is not completed, then the student will be dropped from classes and will receive a refund.
- A student may invoke his/her right to an appeal process. The student may appeal the decision of the initial request to the Vice President of Academic and Workforce Solutions 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 convicted sex offender is denied admission to or is administratively dropped from classes at Virginia Western Community College, he/she may invoke the following appeal process:
- The student will receive a letter from the Vice President of Student Affairs stating his/her denial of continued attendance.
- The student may submit an online appeal to the Vice President of Academic and Workforce Solutions 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 reinstatement.
Note: If a student is appealing a denial of reinstatement or an administrative drop, he/she must submit an online appeal to the Vice President of Academics and Workforce Solutions within seven (7) calendar days of the administrative drop.
- The Vice President of Academic and Workforce Solutions will review the information submitted and make a decision within fourteen (14) business days of receiving the appeal.
- The Vice President of Academic and Workforce Solutions will inform the student by letter of the decision. The decision of the Vice President of Academic and Workforce Solutions 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 process.
