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College Policies

Below are the Gavilan College Board of Trustees' approved policies, which present a broad vision of the relationship between the college and the student. We have highlighted portions of the college policies that directly relate to students. For a complete copy of the policies, stop by the personnel office or the office of the superintendent/president.

Services for Students with Disabilities

The Disability Resource Center (DRC) provides a variety of services and classes that equalize educational opportunities for students with disabilities as they move toward their educational or vocational goals.

Students requiring academic or physical accommodations because of visual, physical, learning and/or other verified disabilities should contact the DRC Department at (408) 848-4865.

Services include note taking, academic, career and personal counseling, referral services, learning skills assessment, vocational classes, academic and educational tutoring, registration assistance, mobility assistance, vocational aptitude testing, multi-media educational aids, sign language interpreting, job training and placement, accommodations and alternate media services.


Gavilan College is an accessible campus. All the classroom buildings, the Library/Tutoring Center, the administrative buildings, and the Student Center are accessible to individuals with physical disabilities. Ramps provide access to upper and lower levels. Mobility assistance can be provided for students with disabilities. Designated parking is provided for vehicles displaying a state issued disability placard/parking permit. Call (408) 848-4823 or (408) 848-4865 for tram service.

Americans With Disabilities Act (ADA) Compliance

If you have a verified disability and need academic materials in an alternate format or other services, contact the Disability Resource Center or the Vice President of Student Services for assistance.

Title VI, Title IX and Americans with Disabilities Act/Section 504/508

To file complaints in the following areas please contact the Equal Opportunity Officer/Director of Human Resources Eric Ramones at (408) 848-4753.

The areas are:

  • Civil rights complaints (Title VI)
  • Gender equity, sex discrimination/harassment complaints (Title IX)
  • Persons with disabilities discrimination complaints (ADA/Section 504/508)


"The Gavilan Joint Community College District is committed to providing a safe as well as fair, sensitive and nondiscriminatory environment which is in compliance with Federal, State and local restrictions. The Gavilan Joint Community College District will treat all employees and students equally without regard to their HIV-antibody status or the presence of AIDS . . . disease. An individual with AIDS, or who tests positive for the HIV antibody, will not be denied employment or enrollment for instruction in the district as long as he/she is able to perform in accordance with the respective standards of each position. The District will not deny a person who has AIDS, or tests positive for the HIV antibody, any benefits to which he/she is eligible. Persons with AIDS, or who are perceived to have such conditions, are considered protected under state and federal law and shall be provided with accommodations necessary to meet their disability-related needs. A student with AIDS may be served through state-funded Disability Resource Center if the condition imposes functional limitations that impede access to the educational process. The medical records of a student are confidential and such information may not be related without the written consent of the individual, except as provided by law.

There is no medical necessity to advise co-workers or students of the presence of a person with AIDS or a positive HIV-antibody test. Persons with AIDS or a positive HIV-antibody test result shall not be denied equal access to student unions, cultural or athletic events, dining areas, gymnasium, swimming pools, recreation facilities, or other common areas. Persons with AIDS or a positive HIV-antibody test result shall be given assistance in obtaining referrals to appropriate medical care and counseling.

The Gavilan College Child Development Center shall follow guidelines developed by the Centers for Disease Control for education and care of children with AIDS or a positive HIV-antibody test result.

The Gavilan College Vice President of Student Services shall move quickly and effectively to deal with any incident of harassment or psychological or physical abuse inflicted on students or employees who may have or are suspected to have AIDS or a positive HIV-antibody test. The coordinator of Student Health Services will serve as a spokesperson to answer questions about its AIDS policies and will be prepared to address the social questions, civil rights issues, and public health considerations. (Personnel, Section 3.03)

Open Enrollment
Reference: Title V, sections 58106, 58108

Unless specifically exempted by statute, every course, course section or class, the average daily attendance of which is to be reported for state aid shall be fully open to enrollment and participation by any person who has been admitted to the college and who meets all prerequisites. Class enrollment is limited by size of facility and program content. Gavilan College is in compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990.

Vocational English Skills

Limited English language skills will not be a barrier to admission to and participation in vocational education programs.


The District is committed to equal opportunity in educational programs, employment, and all access to institutional programs and activities.

Prohibition of Harassment and Hate Crimes
Reference: Education Code sections 212.5; 66252; 66281.5

The District is committed to providing an academic and work environment that respects the dignity of individuals and groups. The District shall be free of sexual harassment and all forms of sexual intimidation and exploitation. It shall also be free of other unlawful harassment and hate crimes, including those which are based on any of the following statuses; race, color, religion, ancestry, national origin, disability, sex (i.e., gender), sexual orientation, or the perception that a person has one or more of the foregoing characteristics.

Drug Free Schools and Campuses Act

District Policy AP 3550 prohibits "the use, distribution, sale or possession of alcohol, narcotics, dangerous or illegal drugs or other controlled substances, as defined in California statutes, on District property or at any function sponsored by the District of colleges." Gavilan College complies with the Drug-Free Schools and Campuses Act of 1989 and the Drug-Free Workplace Act of 1988.

The college recognizes the legal drinking age of 21 years and enforces all state laws regulating the use of alcoholic beverages. All members of the campus community are subject to disciplinary action and/or criminal prosecution for the on-campus possession, use, sale or distribution (by either sale or gift) of any quantity of inappropriate prescription drugs, or controlled substances as defined by the State of California Health and Safety Code. Students found to be in violation of this policy may be subject to the Standards of Student Conduct and Discipline Procedures. If warranted, employees will also be subject to disciplinary sanction.

Sexual Assault

Sexual assault can happen to anyone, anywhere and at anytime. Gavilan College is committed to providing a safe environment for students and staff. Reports of sexual misconduct will be thoroughly investigated and the victim informed of the outcome. If you, or someone you know, have been the victim of sexual assault, notify Campus Security at 848-4703 or 710-7490. Confidential counseling is available on campus through Counseling at 848-4723 or Student Health Services at 848-4791. Off campus confidential counseling is available at Community Solutions: (408)779-2115 and (831) 637-SAFE/637-7233.

Revision of Administrative Regulations

Any regulation issued by the administration of the college shall have the same force as those printed in the catalog and shall supersede, after notice has been given, any ruling on the same subject which may appear in the printed catalog or other official bulletins of the college.

Computer Use
Reference: BP 3720

Employees and students who use District computers and networks and the information they contain, and related resources have a responsibility not to abuse those resources and to respect the rights of others. The President of the College shall establish procedures that provide guidelines to students and staff for the appropriate use of information technologies. The procedures shall include that users must respect software copyrights and licenses, respect the integrity of computer-based information resources, refrain from seeking to gain unauthorized access, and respect the rights of other computer users.

Photography, Video and Audio Recordings

Audio, video, and photographic recording of classes or meetings may only be done with the consent of faculty or staff responsible the classes or meetings.

Authority of Instructors

Gavilan College instructors have full authority in their classrooms. Every student is expected to attend classes and to satisfy the instructor that the work of the course is being performed in a systematic manner.

Students whose classroom behavior is inappropriate may be removed from the class for the day of the removal and the next class meeting (See Student Discipline Procedures in the Appendix.) Any student who refuses to leave a classroom when requested to do so by the instructor or an administrator of the college is subject to disciplinary action.

Students who feel that an instructor's authority has been misused may seek due process by initiating the Student's Problem Resolution Process.

Family Educational Rights and Privacy

Gavilan College is in compliance with the Federal Education Rights and Privacy Act of 1974 as amended (sometimes called the Buckley Amendment) and California Title V regulations (SB 182). The following is in effect:

  1. Official academic, discipline, and other necessary records are maintained on all students who have applied to attend Gavilan College.
  2. Official records are maintained by and in the Admissions and Records Office.
  3. Official records will be released only on written request or written permission of the student and upon payment of any and all fees and charges due the college, except as provided by law.
  4. The following directory information may be released by Gavilan College without written consent of the student:
    1. name of student
    2. dates of enrollment/attendance at Gavilan College
    3. date of graduation and degree or certificate awarded.
    The release of any further information will require written permission of the student, except as provided by law. Students may notify the Admissions and Records Office in writing within the first week of each term that such information indicated in (a), (b), and (c) above is not to be designated as directory information with respect to that student.
  5. Students have the right to review their own records. Challenges to these records are required in writing to the Vice President of Student Services. Challenges will be acted upon by the Vice President, and action will be filed with the student's records, but not released with said records. In the case of disagreement, the Students' Problem Resolution Process of the college will be followed.

Copies of the complete Federal and State Regulations and the Students' Problem Resolution Process are available through the Admissions and Records Office and may be reviewed by students by appointment with the Vice President of Student Services or Director of Admissions and Records. The Students' Problem Resolution Process is available in the appendix of the Catalog, online and in the Student Rights, Responsibilities and Academic Standards booklet available through the office of the Vice President of Student Services.

Smoke-Free Buildings
Education Code BP 6500

Smoking is prohibited inside all public buildings, within twenty feet of all entrances/exits, operable windows or ventilation air intake. Smoking is also prohibited in all college-owned vehicles.

Tobacco products shall not be sold on campus either through vending machines or campus establishments.

Implementation of the campus smoke-free environment policy will be the responsibility of every student, faculty member, staff person and visitor on campus.

Policy for Children on Campus
Education Code AP 6800

Gavilan College welcomes children to our campus when they are enrolled in course offerings or are accompanied by a parent, legal guardian, or adult caregiver and under appropriate supervision. Our facilities are open to the public, a situation which might present risks to children. It is the College's goal to maintain a safe and welcoming environment for both children and adults.

The following guidelines exist:

  • A child not yet in high school must be under the supervision of an adult who assumes responsibility for him or her unless the child is officially enrolled/participating in a Gavilan course or program.
  • Except in situations where young people are officially enrolled/participating, parents, guardians and adult caregivers are responsible for being with children at all times and must monitor all activities and behavior of their children while on campus.
  • Any child found unattended will be reported to the Gavilan Security Office and/or the Sheriff's Department.
  • Adult students and employees should plan for childcare as children are not intended to be a part of the classroom learning environment or workplace at Gavilan College.

Campus Posting Policy
Education Code AP 5550

Students shall be provided with bulletin boards for use in posting student materials at campus locations convenient for student use. All materials displayed on a bulletin board shall clearly indicate the author or agency responsible for its production and shall be dated with the date of posting by the Office of the Vice President of Student Services, ASB advisor or designee. Materials displayed shall be removed after the passage of ten (10) days.


There are two types of campus parking permits - daily and semester. Daily parking permits are available from machines located near each entrance to the campus. No parking fees are charged at the Morgan Hill or Hollister sites. Semester permits are purchased from Admissions and Records during registration and throughout the year.

Student parking is permitted on campus in designated areas only. Traffic rules and regulations are available from the Gavilan College Security Department. Parking regulations are strictly enforced and tickets are issued for violations.

The California Vehicle Code applies to all vehicles on campus and is enforced by local law enforcement and campus security.


Transcripts of a student's permanent academic record are released only with written authorization of the student. Telephone and email requests are not accepted. The first two copies are free. Additional copies may be ordered for a fee.

Financial Aid Policies

Ability to Benefit Test: Any student who lacks a high school diploma, GED or the equivalent, must take and pass an "Ability to Benefit" test in order to be eligible for financial aid. Gavilan College's placement assessment will not satisfy this requirement. Students will be required to take an additional test to satisfy Ability to Benefit regulations. Sign up for the test at the Financial Aid Office (SC 124).

A student whose primary language is not English has the option of taking an alternative test designed for limited English proficient students. This test is the Combined Language Skills Assessment (CELSA) test. Any student who does not receive a passing score may retake the test after thirty (30) days. Tests and financial aid are given throughout the entire semester. Sign up for the test at the Financial Aid Office (SC 124).

Standards for Satisfactory Academic Progress:

These standards apply to financial aid recipients only.

The Gavilan College Financial Aid Office is required to measure your academic progress toward a certificate, associate or transfer degree program twice per year. If you are not pursuing one of these programs, you are not eligible for financial aid.

Unit Completion Requirement Chart for Financial Aid:
Units Attempted Enrollment Status Required to Complete
Course successfully completed A, B, C, D, Pass
Course not successfully completed F, W, I, RD, IP, No Pass
12+ Full time 9
9 - 11.5 Three quarter time 7
6 - 8.5 Half time 6
1 - 5.5 Less than half time All Attempted

A maximum allowable time frame of 150 % of your program length is permitted. This is equivalent to 3 years or 6 semesters of full time enrollment for an A.A., A.S. or transfer degree program. This is equivalent to 1.5 years or 3 semesters of full time enrollment for a certificate program.

Maximum Allowable Time Frame:
Academic Goal Average number of
units required to achieve
the degree or certificate
The maximum number of units
you may attempt is:
(150% of program length)
Associate Degree 60 units 90 units
General Education for Transfer 60 units 90 units
Certificate Program 30 units 45 units

Academic Progress

Students who fail to maintain a 2.0 GPA or complete required units are subject to financial aid disqualification. Students can appeal after attending a Satisfactory Academic Progress workshop and submitting a request directly to the Financial Aid Office.

If an appeal is denied, students must follow a reinstatement process defined by the Financial Aid Office. It is essential for a student to obtain complete financial aid information directly from the Financial Aid Office.

Withholding Records for Non-Payment of Financial Obligations

Gavilan College may withhold grades, transcripts, diplomas, registration privileges, or any combination thereof, from any student or former student who has been provided with written notice that he or she has failed to pay a proper financial obligation due to the college (e.g., returned checks, book loan payments, outstanding library books, etc.). Any item or items withheld shall be released when the student satisfactorily meets the financial obligation.

Refund Policy and Procedure

Gavilan College shall not issue refunds for courses dropped past the second week of instruction in the regular terms, not beyond the first week of instruction during the summer session and, for short term courses, not beyond 10% of the course meetings. A $10 processing fee will be assessed.

Maximum Allowable Time Frame:
Semester Refund
Semester Refund
* Less processing fee
During first week *100% *100%
During second week *100% None
During third week None None

Refund Date for short-term courses: Short-term courses must be dropped before 10% of the course meeting times have passed. For one- or two-day courses, this date will occur before the start of the course.

Refunds of the Enrollment Fee, Student Center Use Fee, parking fees and/or tuition are not automatically processed when a student withdraws or when classes are cancelled. All students must apply for a refund, even in the event of cancelled classes, by completing a Petition for Refund obtainable from the Admissions and Records Office. There is a minimum of a four-week processing time for all refunds to be received by mail. Requests for refunds must be made no later than two weeks following the date that the withdrawal/cancellation becomes effective. Refund amounts will follow the stated policy, minus the $10 processing fee.

Refunds of Student Body Cards

Anyone requesting an ASB card fee refund must obtain the written approval of both the ASB advisor and the Vice President of Student Services.

Education Code Section 78100, AP 4040

When a complaint is received concerning the merits of materials in the Library, it shall be addressed first to the Librarian. The Library may refer the matter to the Vice President of Instructional Services for consideration and action. If necessary, he shall advise the Superintendent/President and the Board of Trustees of any complaints so received and disposition of the complaint.