Admission and Records

There are a number of different holds a student can have on their account. A majority of them are automatically applied once your application is submitted.  

ACD - Academic Susp/Dismissal

Student who has been suspended or dismissed from college. To petition, complete the Student Admission Appeal Form

DND - Do Not Drop from Classes

Applied usually when students have pending financial aid. This hold will not prevent enrollment or other services, only prevents being automatically dropped from courses for non-payment.

REG - No enrollment 

Placed by the Admissions and Records. Contact for specific details.

REI - FERPA - Release Education Info

This is a positive informational only hold. It is applied when a student submits a FERPA eForm, granting permission for an external person such as a parent to access a student’s educational records. See “FERPA” drop down for more information.

UDS - Undocumented Student 
Hold that remains on all undocumented students until residency status is updated. Students may still enroll in courses after consulting with Admissions.

WA1 - Web App - Perm Foreign  
Automatically applied after reporting on your application that you are not a native US citizen, but either a permanent resident or in the process of becoming one. Send visa documents and contact Admissions and Records.

WA2 - Web App - Temp Foreign

Automatically applied after reporting you are on a temporary visa type. Send your visa and contact Admissions and Records.

WA3 - Under 18-need parent signature 
Students who applied to the college while they were under 18 will need to complete the Parent Consent Form regardless of current age.

WA5 - Web Application 
All new applicants will receive this hold for 24-48 hours while the application is being reviewed. If this hold is on for longer than 48 hours, there may have been something wrong with the student’s application. Contact Admissions and Records. 

WA6 - Non English 
Automatically applied to a student’s account if they answer that English is not their first language. Call Admissions and Records to be removed.

WA9 - Web App Dual Enrollment 
All dual enrollment students will have this hold on their account until they graduate high school. If a student needs assistance with something, contact their Dual Enrollment Navigator.

WAA, WAE, and WAF - Web App - Military
Automatically applied the student is in the military or is a dependent of someone in the military. May be eligible for tuition exceptions. Send Admissions and Records a copy of the Leave and Earnings Statement (LES) and Orders.

WAC - Web App MIL75 
Automatically applied to a student's account because it was answered that they are a dependent of someone in the military. Send Admissions and Records dependent military ID, or tax return listing student as dependent.

WAD - Web App Fin Self-Sufficiency

Because you are under 24 and answered on your application that you were basing domicile off yourself, it automatically applies this hold to your account. In the state of Virginia you are considered to be under your parent until the age of 24.

• If you are financially self-sufficient, and cover more than 75% of your living expenses, you will need to send Admissions and Records the following documents:  
  • Renter or mortgage agreement that has been in your name for at least 12 months (this can be a semi informal rental agreement if you never had an official agreement. It must outline how long you have lived there, the rent you pay if any, the address, and signed by both parties)
  • Driver's License
  • Motor vehicle registration
  • Previous year VA State Tax Return
  • Letter of employment
  • Pay stubs showing yearly income 

• Domicile Determination Form 
  • Lines 1-8 will be about the student, lines 9-20 will be about the parent/guardian/spouse
  • Drivers license of parent/guardian/spouse

WAI - Lives Outside of VA
Applied when a student answers that they work in Virginia but live outside of Virginia. Contact Admissions and Records to see tuition eligibility.

WAM - Web App High School Graduate with other Diploma
Students with a diploma type of “Other” are ineligible to take courses until they complete a GED.

WAR - Dismissal/Suspension other College
Automatically applied after indicating that you were dismissed or suspended from a college other than RCC. If this is a mistake, send your official transcripts to Admissions and Records. If this is accurate, please complete the Student Admissions Appeal Form.

You were made out of state automatically by the application based on answers provided in your application. If an error was made, or you would like to petition for in-state tuition, you will need to provide the following list of documents and email them to Admissions and Records.  

Admissions and Records has the right to ask questions about your domicile, and ask for additional documents to build a case file for your petition. Admissions and Records follows the State Council of Higher Education in Virginia Guidelines surrounding domiciling students. Tax returns and rental/mortgage agreements are not sufficient enough to base an intent to stay and show legal domiciling for 12 months in Virginia. You must provide the following documents in order to petition. If you are missing one or more of the following documents, you will need to contact Admissions and Records to see what other things you can provide.

• Domicile Determination Form  

• Renter or mortgage agreement  

• Driver's License  

• Motor Vehicle registration  

• Voter registration  
• Previous year VA state 760 Tax Return 

All documents must show being in Virginia for a minimum of 12 months. 

It is imperative to act quickly if you want to petition for in-state tuition. The deadline to be approved for in-state tuition for each semester is the first day of classes for that semester. For example, if you want to petition for in-state tuition for the Fall semester, and courses begin on 8/24, you will need to have all documents submitted by no later than 8/24, or your potential residency change will be for the following semester.  

If you are or are a dependent of someone who is in the military/retired/veteran, you will need to complete the Domicile Determination Form and either submit Orders and LES, or a DD214.  

Sending Transcripts from RCC:  

The easiest way to order transcripts is to visit Parchment. For $8.50, Parchment will electronically send out your official transcripts to wherever needed within 24-48 hours. 

Students can also order paper copies of their transcripts to be mailed out for free by ordering through their Student Information System (SIS), located within their myRCC student portal. If you need assistance ordering paper transcripts, contact Admissions and Records  

Sending Transcripts to RCC:  

• Admissions and Records cannot accept emailed or faxed transcripts. All transcripts must be sent officially to RCC. 
• We accept transcripts sent through transcript services like Parchment, Clearinghouse, Scrib, etc., or mailed in transcripts. For mailed transcripts, our mailing address is: 52 Campus Drive Warsaw, VA 22572 
• We also accept transcripts delivered in person by the student, as long as it is in the original sealed envelope.  

Many students have taken classes at other universities or colleges and have courses that may be eligible to transfer over. When a student transfers to RCC, their navigator will work with them to see what courses they took outside of the college, and map out a rough estimate of what will transfer over.  

If you are transferring credits from a university or college outside of the VCCS, you’ll need to have your transcripts sent officially to Admissions and Records for review. Once A&R receives them, they will send an email letting you know, and prompting you to complete the Transcript Evaluation Request Form.  

If you are transferring credits from a college within the VCCS, all you’ll need to do is complete the Transcript Evaluation Request form, giving us permission to view courses taken at the other college.  

We also recommend looking at Transfer VA to see how your course might transfer.  

Evaluations can take up to two weeks to be completed and entered into your account. Once completed, you’ll see your evaluated courses in your advising report with a grade of “T”. Because this process takes time, we highly recommend meeting with your navigator to discuss your enrollment plan.

Students cannot change their legal name, social security number, or date of birth themselves. Students will need to submit a Student Data Change eForm from their SIS in order for the change to be made in the student’s account. Scans of documents will not be accepted, they must be real time photos of the document.

To submit a Student Data Change eForm, follow the steps below: 

• On a computer: Log into myRCC > SIS > Click "forms" in the bottom right (next to the YouTube video) > "Student Records eForms" > "Student Data Change eForm" > Follow the steps to upload your ID card/Social Security Card/Birth Certificate.   
• On a phone: Log into myRCC > SIS > Click "forms" all the way at the bottom > "Student Records eForms" > from the menu to the left, "Student Data Change eForm" > Follow the steps to upload your ID card/Social Security Card/Birth Certificate.   

FERPA, Family Educational Rights and Privacy Act, protects all students who attend a higher education institute, regardless of age.  

In order for someone other than the student to gain information about the student’s records, a FERPA release form must be done in the student’s account. The FERPA form must have the authorized person’s name, along with a passcode that the authorized person will be asked to provide.  

To complete the FERPA eForm, follow the steps below, or contact Admissions and Records for assistance: 

• On a computer: Log into myRCC > SIS > Click "forms" in the bottom right (next to the YouTube video) > "Student Records eForms" > "FERPA eForm" > Select Institute > Enter First and Last name of person you want to have FERPA access > Create a passcode that person will remember (we will ask for it) > Select which records you want that person to have access to > Click Submit  
• On a phone:  Log into myRCC > SIS > Click "forms" all the way at the bottom > "Student Records eForms" > from the menu to the left, "FERPA eForm" > Enter First and Last name of person you want to have FERPA access > Create a passcode that person will remember (we will ask for it) > Select which records you want that person to have access to > Click Submit  

Education, or enrollment, verifications are requests made by students to confirm their current enrollment for a number of reasons.

If you need an enrollment verification, you’ll need to complete the Enrollment Verification eForm found in your SIS. You can also attach any forms you’d like for us to fill out in relation to the verification to the eForm.

Follow the steps below to request an enrollment verification:

• On a computer: Log into myRCC > SIS > Click "forms" in the bottom right (next to the YouTube video) > "Student Records eForms" > "Enrollment Verification eForm" > Follow the steps to request a verification, or upload documents you need us to fill out.   
• On a phone: Log into myRCC > SIS > Click "forms" all the way at the bottom > "Student Records eForms" > from the menu to the left, "Enrollment Verification eForm" > Follow the steps to request a verification, or upload documents you need us to fill out.  

When a student is in their last semester of courses, they will need to apply for graduation within SIS in order to notify A&R.  

• To check graduation eligibility we recommend students to meet with their navigators, or download their Academic Advising Report. Students will need to log into myRCC > SIS > Academic Records & Progress > My Academic Requirements > View report as PDF 
• To apply to graduate, students must log into myRCC > SIS > Academic Records & Progress > Apply for Graduation. 

There is one general ceremony every May. In order to receive information about the ceremony, your graduation application must have been submitted. All Summer, Fall, and Spring graduates for the year are invited to attend. Students with less than 6 credits remaining are eligible to walk in the Spring ceremony as long as they are signed up for the remaining credits in the following Summer semester.  

Applying to graduate does not automatically sign you up for the ceremony. The ceremony sign up and application to graduate are two separate forms.  

Attending the Ceremony does not mean you will officially graduate. Names are put on programs, and sign up sheets are sent prior to grades being finalized. It is possible to walk at the ceremony and end up not being eligible to graduate in the system.  

There is a limited number of seats for guests and students. When sign up sheets for the ceremony are sent out, it is extremely important to submit your form if you want to attend. All graduation correspondence will be sent to a student’s VCCS email address which can be accessed within myRCC.  

Students should contact graduation@rappahannock.edu with any questions about the graduation, eligibility, or ceremony information.