Policies
Student Handbook
CCAC's Student Handbook is a helpful guide for all students to refer to concerning services for students, academic information, policies and regulations, and general information.
All students are responsible for knowing and being familiar with the policies in the student handbook.
CCAC Policy Manual
Administrative regulations explain board policies and how they are carried out across the college’s campuses and centers. Administrative regulations are developed and revised, as needed, by the administration and approved by the college president.
Academic Rules & Regulations
CCAC's Academic Rules & Regulations are published in our online catalog. Click the link below to view them now.
College Policies
The Privacy Statement was updated on April 28, 2023, to include additional language regarding the exclusion of sharing text messaging originator opt-in data and consent. This update can be viewed on Page 3.
FERPA Family Educational Rights & Privacy Act
In accordance with the requirements of the Family Educational Rights and Privacy Act (FERPA), personally identifiable information contained in student education records shall not be disclosed by the College without a student's prior written consent, except in cases in which FERPA authorizes disclosure without such prior consent. Such cases include disclosures that are made to:
- College officials with a legitimate educational interest in the information;
- Other schools to which a student is transferring or seeks to enroll;
- Specified officials for audit or evaluation purposes*;
- Appropriate parties in connection with financial aid to a student;
- Organizations conducting certain studies for or on behalf of the school;
- Accrediting organizations;
- Comply with a judicial order or lawfully issued subpoena;
- Appropriate officials in cases of health and safety emergencies;
- State and local authorities, within a juvenile justice system, pursuant to state law; and
- Victims of violent crimes and certain sex offenses, in accordance with the requirements of Title IX.
In addition to the foregoing, please be advised that the College may disclose information that has been designated as directory information, in its discretion and without a student's prior consent, unless the student notifies the College in writing that she or he does not want directory information to be disclosed.
Directory information may include:
- Name
- Mailing and email address
- Telephone number
- Date and place of birth
- Photograph
- Major or program of study
- Participation in activities or sports
- Height and weight for athletes
- Enrollment dates
- Enrollment status
- Number of credits
- Degrees, honors, and awards
To restrict the release of directory information, a student must complete a “Privacy Request” form at the Registration and Advisement office.
- The right to inspect and review their education record within forty-five (45) days of the College's receipt of the request for access;
- Students can ask the college to correct records they believe are inaccurate, misleading, or violate their privacy;
- If the college denies a request to change a record, the student has the right to a hearing;
- Students must give written permission before the college shares their personal information, unless FERPA allows an exception.
- Students may file a complaint with the U.S. Department of Education if they believe
the college did not follow FERPA rules. The contact information for this office is
as follows:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605
To allow a parent, guardian, or another person to view their records, a student must complete and sign a FERPA Release form and submit it to the Registration and Advisement office.
The Solomon Amendment allows the military to request student information for recruiting, even when FERPA would normally prevent disclosure. View these instructions for submitting a Solomon request.
Financial Aid Policies
- Students who wish to completely withdraw from their courses must officially withdraw at the Registration office by completing a withdrawal form—and notify the Financial Aid office. If the student is unable to do this in person or by mail, the student can contact the Financial Aid office by phone.
- Students who completely withdraw at or before 60% of the term will be processed through
a federally mandated Return of Title IV Funds Calculation.
This calculation determines the percentage of financial aid the student has earned based on the number of days the student attended divided by the number of days in the enrollment period. - Students must pay any remaining charges if the college is required to return Title IV funds.
- The student will also be responsible for returning a percentage of unearned financial aid. The repayment amount depends on the difference between what the school must return and what the student must return.
- The school must return funds to the following sources, in order, up to the total net
amount from each source: Unsubsidized Federal Stafford Loan, Subsidized Federal Stafford
Loan, PLUS, Pell Grant, Federal ACG, Federal SEOG, and any other Title IV programs.
The student will return loan amounts in accordance with the terms of the promissory note.
If the student owes tuition and fees, the student will receive an invoice from the school.
The Financial Aid office will notify the student if any federal grants must be repaid. - If there is a reduction in tuition, students receiving the Pennsylvania state grant may be required to return a portion of what was received. You will be notified by Financial Aid if any amount of the state grant must be repaid.
Unofficial Withdrawals
- Financial aid is available to eligible students who enroll at the institution for a specific period and for a specific number of courses. If faculty report that a student has stopped attending, the student’s financial aid will be adjusted for an unofficial withdrawal.
- If a student stops attending during the refund period, their financial aid will be adjusted. The college will keep the full tuition and fees for students who stop attending and may still report their enrollment for state funding. This process is similar to how official withdrawals are handled.
- If a student stops attending after the refund period but remains enrolled in at least one class, their financial aid will not change. They must still meet federal satisfactory academic progress requirements. The college will keep the full tuition and fees for students who stop attending after the refund period and may still report their enrollment for state funding.
Higher Education Opportunity Act (HEOA) General Information
Federal law requires colleges to provide certain disclosures and reports under the Higher Education Opportunity Act. A disclosure requirement means the college must give information to students or other groups. A reporting requirement is information submitted to the U.S. Department of Education or other agencies. he information on this page meets federal disclosure and reporting rules.
CCAC provides required public disclosure materials as required by the Middle States Commission on Higher Education. The information below supports public transparency and meets MSCHE accreditation standards.
Per 34 C.F.R. 600.9(a) and 34 C.F.R. 668.43(b), students enrolled in classes at the Community College of Allegheny County should attempt to resolve any academic issues or complaints through the college's standard procedure for filing academic grievances. If the issue cannot be resolved through CCAC’s process, students may file a complaint with their home state or with the Middle States Commission on Higher Education (the college's primary accrediting agency). This is in compliance with the federal Department of Education's State Authorization Regulations.
To file a complaint with Pennsylvania, submit a completed Higher Education Complaint Form to:
Bureau of Postsecondary and Adult Education
Pennsylvania Department of Education
333 Market Street, 12th Floor
Harrisburg, PA 17126-0333
- 717.772.3622
-
RA-pls@pa.gov (for submission of form or questions) - Error: Link Required
Military & Veterans Services Policies
You must report any changes in your schedule to the Office of Military & Veterans Services (OMVS). Any changed schedule must align with your degree program. OMVS staff members will notify you if they can't certify a course, but you are responsible for any schedule changes and fees related to dropping courses.
Once you have registered and confirmed that all of your courses satisfy current degree requirements, complete the CCAC Military & Veterans Services Enrollment Certification Form every semester.
To continue receiving your VA benefits, you must maintain grades in accordance with the CCAC Standards of Academic Progress.
The Community College of Allegheny County's catalog policies and regulations apply to all students, including veterans and military-connected students. VA rules are additional rules that apply to veterans only. Please feel free to discuss your questions with your counselor or academic advisor.
Failure to attend a class without processing an official withdrawal will result in the Veterans Administration readjusting your training time and monthly benefit.
If a student enrolls in a class and is reported as not attending by the class instructor, the student may be dropped from the class. Although the class will not appear on the student's official transcript, the student will be responsible for all tuition and fees associated with the class.
VA regulations prohibit repeating a course in pursuit of a higher GPA for courses where a passing grade (a "D" grade or higher) was earned. However, it is acceptable if a "C" grade or better is necessary to progress to the next level (i.e., Nursing clinical or prerequisite) in the student's program.
It is the responsibility of the VA to determine your eligibility and monthly monetary award. This is not determined by the OMVS.
Students who have tuition assistance through the Pennsylvania National Guard must take a letter of eligibility from their unit commander to the Bursar's office every term.
Any questions you may have regarding your eligibility or education benefits should be directed to the VA. You may telephone them at 888.442.4551.
Important: VA students are paid on a monthly basis based on current hours enrolled. Students need to be aware that taking courses in terms of different lengths (16 weeks, 14 weeks) may affect their full-time status. It is the student's responsibility to check on this with the VA.
If you are in Chapter 30 or Chapter 1606, you are responsible for reporting the number of credits you are enrolled in to the Department of Veteran Affairs at the end of each month. You can do this by phone at 877.823.2378 or through the WAVE website.
All previous college transcripts and/or military records must be evaluated for appropriate transfer credit prior to certification of benefits, even if the coursework does not apply to your current curriculum, before your OMVS facilitator can certify your benefits. You need to speak to Registration and an academic advisor to have an evaluation completed.
CCAC can assist in requesting your official Joint Service Transcript (JST). If you would like us to request it on your behalf, please complete the Joint Service Transcript (JST) Request Form.
The Department of Veterans Affairs (VA) requires that your coursework be credited toward an approved Associate of Arts or Associate of Science degree, approved applied degree, approved certificate program, or approved diploma program. The approved programs of study can be found on the WEAMS website. Courses that are not applicable to your degree, certificate or diploma cannot be certified.
All colleges are required to comply with the final regulations of the Solomon Amendment. Failure to comply may result in the loss of federal funding, including various forms of federal student aid. Procedures at the Community College of Allegheny County for military organizations to request information under the Solomon Amendment are outlined here.
The Solomon Amendment supersedes FERPA. Solomon is based on the definition of "Student Recruitment Information."
Definition of "Student Recruitment Information":
Name
Address
Telephone number
Age
Major
Class Level (e.g., First-Year, Sophomore)
- Degree awarded
- Information released is limited to the current semester or the previous semester. If the request is received between semesters, the requestor must specify previous semester or upcoming semester.
- Students must be enrolled.
- If a student requests that their directory information be withheld under FERPA, this protection will be honored under Solomon; the student's records will not be released.
- Subpopulation definition under Solomon is limited to the data elements included in
the definition of "Student Recruitment Information." Subpopulation definitions according
to veteran status, academic performance, ethnicity, nationality and gender are specifically
excluded under Solomon. At CCAC, we will provide subpopulation definition according
to:
- Age
- Undergraduate class level (e.g., First-Year, Sophomore)
- Campus or location of attendance
Information released is limited to military recruiting purposes only. The request for information must be in writing on letterhead that clearly identifies the military recruiting organization. Military recruiters must be from one of the following military organizations:
- Air Force
- Air Force National Guard
- Air Force Reserve
- Army
- Army National Guard
- Army Reserve
- Coast Guard
- Coast Guard Reserve
- Navy
- Navy Reserve
- Marine Corps
- Marine Corps Reserve
All responses to Solomon Amendment requests for information will be processed centrally. Military recruiters are to submit their Solomon requests to:
Office of the Registrar
CCAC
800 Allegheny Avenue
Pittsburgh, PA 15233
Requests sent directly to campus Registration offices should be immediately forwarded to the Registrar's office.
Military recruiters are required:
- To submit their request in writing, on letterhead that clearly identifies their military recruiting organization
- To complete a Solomon Amendment Request for Information order form
The requested information will be provided in an Excel file as an attachment to encrypted email or delivered via a secure file-sharing platform.
Right to Know
Pennsylvania's Right-to-Know Law (RTKL) provides a mechanism through which members of the public can access public records from governmental agencies. The following provides details on how to submit a request for public records under the RTKL to CCAC:
How
Requests must be in writing via either hard copy or email. Download the standard request form or request one through the Open Records office, 412.237.4413.
What
Requests for information must be specific as to the record(s) desired. You do not have to give a reason for the request.
Who
Requests must be submitted to the following:
CCAC Open Records Officer
Byers Hall, Office of the President
800 Ridge Avenue
Pittsburgh, PA 15233
When
A response to the request will be issued within five business days from the time it is received by the Open Records Officer.
How Much
You may be charged duplication and postage fees in keeping with standards set by the Office of Open Records. Prepayment may be required if fees are expected to exceed $100.
Where
For more information about the new Right-to-Know Law, visit openrecords.state.pa.us.
Safety & Security Policies
The Campus Sex Crimes Prevention Act (CSCPA) of 2000 is a federal law that provides for the tracking of convicted sex offenders enrolled at or employed at institutions of higher education. The CSCPA is an amendment to the Jacob Wetterling Crimes Against Children and Sexually Violent Offender Act.
The federal law requires state law enforcement agencies to maintain a registry of sexual offenders. In Pennsylvania, the Pennsylvania State Police maintain such a registry at the following website: www.pameganslaw.state.pa.us.
All CCAC students, faculty and staff can access this site and view not only the registry but all the associated information, including policy and restrictions on divulging various information about individuals. The law also states procedures requiring local law enforcement to make specific notifications to institutions of higher education when certain conditions exist. In the event that CCAC receives such notification, the appropriate information will be made available to the campus community.
The Community College of Allegheny County encourages all individuals who feel they are, have been or may be victims of sexual crimes, sexual intimidation or sexual discrimination to report to any of the following for assistance: Campus Security, local law enforcement, the Dean of Student Development, student counselors, Supportive Services, Student Life, any campus administrator (for referral) or the following local agencies in Allegheny County: Center for Victims @ 1.866.644.2882 (24 hours) or Pittsburgh Action Against Rape @ 1.866.END.RAPE (24 hours).
CCAC constantly strives to maintain the safety of the college community and visitors. All members of the faculty, staff and security are continuously vigilant in their observations of the physical environs of the campuses, centers and satellite sites. Students and visitors are also encouraged to report hazardous or potentially hazardous situations by whatever convenient means available to Security or the Administration. Such incidents would include obstructions, spills, icy/slippery conditions, snow buildup, lighting issues, etc.
In the event that any member of the campus community (or visitor) suffers a personal injury while on campus, at a center or satellite or anywhere while engaged in a college-approved activity or on college business, it is important that the injury be reported immediately to Security and in a timely manner to one or more of the following: an instructor, a member of the Administration, a supervisor, or the campus Business Office. There are specific forms that must be completed to ensure prompt attention and resolution by the college's insurers.
Even if the injury seems minor at the time, the incident should be reported to protect the individual should something develop over time that is attributable to the injury.
If an individual is incapacitated or otherwise unable to report the incident, others aware of the incident are encouraged to report it to Security or the Administration.
Technology Policies & Guidelines
The Community College of Allegheny County provides computing and networking services to members of the college community and other specified clients. Access to and use of computing and networking resources are privileges limited to authorized users and for approved purposes only.
The Higher Education Opportunity Act (HEOA) was signed into law on August 14, 2008. Final regulations were issued on October 29, 2009. Enforcement of the HEOA provisions formally began July 1, 2010, and all colleges and universities are required to make a good-faith effort at compliance. Several sections of the HEOA deal with unauthorized file sharing on campus networks, imposing three general requirements on all U.S. colleges and universities:
- An annual disclosure to students describing federal copyright law and college policies related to violating copyright law.
- A plan to "effectively combat the unauthorized distribution of copyrighted materials" by users of its network, including the use of one or more technology-based deterrents.
- An agreement to offer alternatives to illegal downloading.
The following is CCAC's plan for complying with HEOA and for combating the unauthorized distribution of copyrighted materials on the campus network.
Informing the Community
Within the first few weeks of the fall and spring terms, CCAC's Office of the Registrar posts a "Policy Reminder" message to all students which contains a reminder that the unauthorized distribution of copyrighted materials violates federal copyright laws as well as institutional policies. This message also contains links to where students can read more about FERPA and other institutional policies and sanctions.
CCAC has developed online orientation videos, which include an informational video on the unauthorized distribution of copyrighted materials. In this video you can learn more about the laws associated with file sharing.
As a community college, we have a number of noncredit students. To communicate with nontraditional students, CCAC's ITS Department has posted signs in all areas with student computers stating that unauthorized distribution of copyrighted materials violates federal copyright laws.
Add the links to all websites with appropriate information
-
Technology Deterrent(s) Used -
Currently, CCAC has implemented URL filtering, which will be actively blocking tools utilized for illegal downloads. The tool is configured to block the ability to download software or other materials, serial numbers, key generators and tools for bypassing software protection in violation of copyright agreements. -
Periodic Review of Plan -
The current approach and plan will be reviewed annually during the summer term. -
Plan Review Completed -
August 2025
CCAC provides a link to the EDUCAUSE-maintained webpage listing of Legal Downloading resources.
CCAC Website
The CCAC website provides information for prospective students, parents of students and prospective students, current students, alumni, employees, employers, community partners and other stakeholders. CCAC.edu is the primary web presence of the institution in an increasingly digital world, and is often the first thing people encounter about CCAC when they start their college search.
The Webteam supports institutional, promotional and communication efforts by helping contributors publish their information on the college website.
The Mission of CCAC.edu
The mission of CCAC.edu is to support the mission, vision and goals of the college by acting as the institution's primary online identity and by delivering a user experience that will develop a lasting relationship with all visitors, particularly students and prospective students, by providing them with the information they need quickly, efficiently and enjoyably. To that end:
Site content will be accurate, current, relevant and engaging to respective audiences
and optimized to invite external audiences to interact with the page.
Site design including navigation, page layout, images, videos, thumbnails and media
will be in keeping with the CCAC graphic standards and college brand.
CCAC.edu will maintain a united and consistent quality in writing, appearance and
formatting that best reflects the brand and identity of the college and current web
best practices while providing information that is suitable to its primary audiences.
CCAC Website
All website changes must go through Information Technology Services. This form should be completed to request updates and changes to CCAC.edu.
For general questions regarding these guidelines, please feel free to contact the ServiceDesk by phone (412.237.8700), by email (help@servicedesk.ccac.edu), or by chat. For assistance in resetting passwords, use our CCAC Password Tool.
Tuition & Cost Policies
The Drop Refund Policy approved by the CCAC Board of Trustees establishes the criteria by which students will be eligible to receive a refund of or other adjustment to tuition and fee charges when the student subsequently drops the course(s) for which they have previously registered.
Students who do not plan to attend courses for which they have previously registered must submit an official course drop request through the college's Registration and Advising office in accordance with the published Academic Calendar dates for the term. Students who do not submit an official drop request will remain financially responsible for all tuition and fees associated with the course(s) for which they have registered as detailed in the CCAC Student Financial Responsibility Agreement, even if the student never attends the course.
Students who follow the registration procedures and complete the course drop request process will be eligible for an adjustment of the tuition and fee charges for the course(s) dropped as follows:
- Students who drop a course within one week of the first scheduled day of the session will be eligible to receive a 100% adjustment to or refund of tuition and fees (excluding accident and malpractice insurance fees) for the course.
- Students who drop a course during the period after the first week of the session until the session is 14% complete will be eligible to receive a 50% adjustment to or refund of tuition and 100% of fees (excluding accident and malpractice insurance fees) for the course.
- Students who drop a course after the 14% completion date of the session will not be eligible for any adjustment to or refund of tuition and fees for the course and will remain financially responsible for all charges associated with the course.
Special Notes:
- Students should refer to the Academic Calendar for specific drop dates.
- Some classes are scheduled as part of a shorter session. Each of the shorter sessions will have their own drop dates.
- In cases of course cancellation by the college, an adjustment equal to 100% of tuition and fees will be given.
- Students suspended for academic or disciplinary reasons, and found to be in violation of established college policy, will not be entitled to an adjustment or refund of tuition and fees.
Upon enrollment all students are bound by the Community College of Allegheny County (CCAC) Student Financial Responsibility Agreement. The agreement outlines the financial terms and conditions associated with your registration. By registering for classes, you assume financial responsibility and agree to the terms of this agreement. If you have questions or would like more information about the CCAC Student Financial Responsibility Agreement, please contact the Office of the Bursar at 412.237.CCAC or bursar@ccac.edu.