Registration

Student Identification

User ID and Password

User IDs and passwords provide security access to your student portal, ACES. Once a student is admitted to the colleges in the Alamo Colleges District, a default password is assigned according to the first two letters of a student’s last name (in upper case) followed by the month, date, and year of birth (XXmmddyy). Students will then be able to assign themselves a unique password.

Identification Card (Photo ID)

Students are required to have a student ID. Students seeking a student photo ID must be registered with tuition paid, be enrolled in a payment plan, have pending financial aid funds that pay all tuition and fees, or have no tuition balance. Students must provide a valid photo ID to receive a college student photo ID. All students must present a student identification card for access to such services and activities as library usage, physical education facilities, special events, academic advisement, transcript requests, etc.

Your student id is free and is issued by your home college during your first term of enrollment. If a replacement is needed, a $10.00 fee applies and is due at the time a replacement card is issued for any of the following reasons: damaged cards resulting from negligence or improper care or lost cards. 

Name Changes/Correction

Students may change their legal name on their permanent academic record by presenting appropriate documentation to Admissions and Records/Enrollment Services to request a name change, submit a completed Biographical Change Request form and the signed court order, marriage license, or divorce decree showing the new legal name. Correction of the legal name requires an official birth certificate and/or United States issued passport.

Personal Identification Number (PIN)

The colleges in the Alamo Colleges District will use Advising PIN (Personal Identification Number) processing at critical advising touchpoints to ensure that students meet with their assigned certified advisor at specified times during their educational pathway. Students are required to meet with their assigned certified advisor when they complete 15 hours, 30 hours and 45 hours of college credit hours for coursework in an associate degree program as defined by the State Legislation §9. 555.Student Advising, notwithstanding Texas Education Code §51.9685. 

See your assigned certified advisor and Advising Pins for additional information.  

Web Registration

Students who have completed all admission requirements will register for classes via their student portal, ACES at alamo.edu. Details for the various registration periods are available online at Academic/Registration Calendars.  Students should follow the instructions for registration provided in the Schedule of Classes. For additional assistance, contact appropriate counseling/advising services.

Student Success Courses

The colleges in the Alamo Colleges District require all students to complete a student success course designed to help them successfully transition to college and better understand the Alamo Colleges District’s expectations. Student Development (SDEV) and Learning Framework (EDUC 1300) courses offer techniques in life-long learning, creative and critical thinking, time management, test and note taking, studying, career planning, and building lasting relationships. Students who successfully complete SDEV/EDUC 1300 courses have a proven record of higher retention and persistence in college. A variety of SDEV/EDUC 1300 courses are offered to fit specific student needs.

Entering students with fewer than fifteen (15) college semester credit hours must complete a student success course during the first (1) semester of enrollment with a C or better. Dual Credit, early academies, military credit, and credit by examination hours are not counted as college credit hours for this purpose. Exceptions or waivers require approval.

Students who do not successfully complete the student success course during the first (1) semester will be required to complete the course the following semester. Three-peat tuition for EDUC 1300 will apply on a third (3) enrollment.

Course Numbering System

Courses in this catalog are identified by subject prefixes and numbers that have been assigned in accordance with the Texas Common Course Numbering System (TCCNS) as listed in the Lower-Division Academic Course Guide Manual (ACGM) and the Workforce Education Course Manual (WECM) for Technical and Continuing Education courses.

Public colleges and universities in Texas use either the TCCNS or crosswalk courses to the TCCNS. Additionally, all Texas public institutions of higher education that offer Workforce Education programs or Continuing Education courses utilize WECM course numbers. These common course numbering systems allow students to compare courses between colleges and provide them with greater ease of course credit transfer. Each course number contains four (4) digits.

For example, ENGL 1301 is:

1 - Level (Freshman in this case)

• 0 - Developmental
• 1 - Freshman
• 2 - Sophomore
• 3 - Junior
• 4 - Senior

3 - Semester credit hours (three in this case)

01 - Sequence Number (Part One in this case)

It is important for students who plan to transfer to another institution of higher education to ensure that courses taken at one of the colleges in the Alamo Colleges District are transferable and apply to their degree program at the transfer institution.

Though developmental-level (“0”) courses may be required prior to taking college-level courses, the courses do not fulfill requirements for any degrees and may not be transferable to other institutions of higher education.

A small number of academic courses contain a “7” in the third digit of the course number indicating that they do not comply with the TCCNS and may not be transferable to another institution of higher education. Students should consult with the receiving institution to ensure transferability prior to enrolling.

In general, Arts and Sciences courses with a first number of one (1), two (2), three (3), or four (4) are accepted by institutions of higher education as fully transferable. Courses beginning with a zero (0) (e.g. English 0301) generally are not accepted for transfer by institution of higher education. For the colleges in the Alamo Colleges District, these freely transferable courses are identified in the THECB publication Lower Division Academic Course Guide Manual. Specifically excluded are courses designated as vocational/technical, ESL/ESOL/ESLA, developmental or remedial, and courses listed as Basic Skills (occupational and technical courses).

Institution of higher education usually will accept a maximum of sixty (60) to sixty-six (66) lower-division general education and specific subject matter courses. However, what will be accepted and how it will transfer is determined by the institution of higher education.

Prerequisite and Co-Requisite Courses

Many courses have prerequisites. The prerequisite may be a score on a placement test or successful completion of a lower-level course. Before registering for courses with prerequisites, students must show proof that they have fulfilled the requirement or are in the process of fulfilling the requirement. Questions regarding prerequisites should be directed to the appropriate academic department chair.

Registration for a subsequent semester may begin while a student is enrolled in a prerequisite course; students may be permitted to register for the course with the prerequisite pending a successful grade in the prerequisite course. A student who does not earn a successful grade in the prerequisite course will be dropped by the academic department from the course with the prerequisite prior to the start of the following semester.

When a student registers for a course indicating a co-requisite course is required, all courses listed must be attempted simultaneously.

Course Load

Students should not enroll in more than the maximum semester credit hours allowed by the colleges in the Alamo Colleges District for any given semester. According to the Texas Higher Education Coordinating Board (THECB), students should not enroll for more semester credit hours than the number of weeks in a semester/session. Students simultaneously enrolled in sessions/parts of term of different lengths may enroll in a maximum number of semester credit hours equal to the number of weeks in the longest session/part of term. NOTE: The definition of full- and half-time status for financial aid purposes may be different than the hours indicated below.

Understanding Parts of Semester and Enrollment Maximum Hours

Fall/Spring Semesters

• Wintermester Spring 3 Week Session - Maximum Hours Per 3-Week Session: Three (3) semester credit hours
• 4 Week Fall/Spring Sessions - Maximum Hours Per 4-Week Session: Four (4) semester credit hours
• 5 Week Fall/Spring Sessions - Maximum Hours Per 5-Week Session: Five (5) semester credit hours
• Flex I and Flex II 8 Week Fall/Spring Sessions - Maximum Hours Per 8-Week Session: Eight (8) semester credit hours
• Start Two 14 Week Fall/Spring Sessions - Maximum Hours: Fourteen (14) semester credit hours
• 16 Week Fall/Spring Sessions - Maximum Hours: Eighteen (18) semester credit hours

All Fall and Spring session semester credit hours count toward the Fall and Spring totals.

Summer Semester

• Maymester 3 Week Session - Maximum Hours: Three (3) semester credit hours
• Summer I 5 Week Session - Maximum Hours: Six (6) semester credit hours
• Summer II 5 Week Session - Maximum Hours: Six (6) semester credit hours
• Summer 8-Week Session - Maximum Hours: Eight (8) semester credit hours

Not to exceed 17 semester credit hours for the entire Maymester and Summer session combined.

Petition for Overload

Students may petition the Vice President of Student Success or designee for additional hours.

Students enrolled in special block programs (e.g., English as a Second Language, Fire Academy, etc.) that require enrollment in semester credit hours beyond the maximum normally allowed may be exempt from these limitations.

Enrollment Status

Fall/Spring Semesters

Full-Time Student - Twelve (12) or more semester credit hours

Three-Quarter Time Student - Nine to 11 (9-11.99) semester credit hours
Half-Time Student - Six to eight (6-8.99) semester credit hours

Summer Semester

Full-Time Student - Six (6) semester credit hours
Half-Time Student - Three to five (3-5) semester credit hours

Note: The above enrollment status is based on a semester, not sessions/parts of term within the semester. For Financial Aid or Veteran Affairs enrollment status, please check with the designated department.

Concurrent Enrollment in Colleges in the Alamo Colleges District

• Students enrolling concurrently at more than one of the colleges in the Alamo Colleges District will be assessed tuition for all courses combined across the Alamo Colleges District. (See Tuition.)
• A student’s combined enrollment at all institutions, during any semester, may not exceed the maximum hours allowed by colleges in the Alamo Colleges District for any given semester, i.e., eighteen (18) maximum hours for Fall or Spring; seventeen (17) hours maximum for Maymester and Summer combined.

Alternative Learning Options / Distance Education

The colleges in the Alamo Colleges District are committed to providing students an easy access, flexible, and continuous registration/enrollment process. Alternative learning options meet the needs of students whose busy lives make scheduling college courses difficult. The various course delivery methods may be more appropriate for various learning styles. Students are encouraged to explore each option’s requirements to determine which offers a better chance for success. See your colleges’ respective Class Schedule for semester offerings and any required orientation sessions.

Online classes do not differ in course requirements and rigor from traditional classroom format.

Open-Entry/Open-Exit (OE/OE) Learning Centers provide computer workstations in an unstructured classroom setting. 

Online Internet Courses allow students to learn anytime, anywhere using the district-wide course delivery system.

Video Courses are broadcast on specified channels and allow students to independently complete all or most coursework off-campus. If broadcast times are not convenient, students may record lessons and view them at their convenience. Video Course lessons are also available on DVD in the libraries of the colleges in the Alamo Colleges District for check-out and for purchase in campus bookstores.

Interactive Video Conferencing Courses utilize real time audio and video between instructor and student and are broadcast on television or are available on DVD. Students complete most course assignments independently.

Blended/Hybrid Courses combine traditional classroom coursework such as lectures, class discussions, group work, and on-campus activities with online coursework. Blended Courses are recommended for students with flexible schedules.

Developmental Education Requirement

Students who place below the common entry requirements for the certificate or degree selected should enroll in at least one developmental education requirement each semester until all level requirements are met.

Census Date

The Official Census Date of each semester or session established by the THECB is the college’s official certified enrollment date. All financial obligations for registered courses must be met by the Census date. No grade is recorded or maintained for courses dropped through to the Official Census Date. For a complete list of Census Dates see published Academic Calendar. Courses dropped on or prior to census will not incur Three-peat Enrollment, Six Course Drop, or 18-hour Developmental penalties. For more information about penalties, check with your college Admissions and Records/Enrollment Services office and the Student Financial Services office.

Classification of Students

Freshman: Must have completed less than thirty (30) semester credit hours in college-level courses at colleges in the Alamo Colleges District or other regionally accredited college(s).

Sophomore: Must have completed not less than thirty (30) and not more than seventy-two (72) semester credit hours in college-level subjects at the colleges in the Alamo Colleges District or other regionally accredited college(s).

Unclassified (not pursuing a Bachelor’s degree): Must have completed more than seventy-two (72) semester credit hours with no associate or baccalaureate degree earned.

Junior: Must have completed not less than sixty (60) and not more than ninety (90) semester credit hours in college-level subjects at the colleges and be admitted to a Bachelor degree program in the Alamo Colleges District or other regionally accredited college(s).

Senior: Must have completed not less than ninety (90) and not more than one hundred twenty (120) semester credit hours in college-level subjects at the colleges and be admitted to a Bachelor degree program in the Alamo Colleges District or other regionally accredited college(s).

Adds, Drops, and Withdrawals

Students should carefully consider all options before registering and changing their schedules. The registration period ends approximately a week before the first day of the term. A schedule change period is provided each semester for the first two days of the term or part of term. From the beginning of classes through the Census Date, courses that are dropped will be recorded/posted as “Dropped before Census” and will not appear on the official transcript. Students withdrawing after the Census Date will receive a grade of “W” during the withdrawal period. Official “W” recording dates are listed in the Academic Calendar.

It is very important to consider that:

• Shorter sessions/parts of term may only meet for one day prior to the Census date.
• Withdrawing from a class after the Census Date may affect a student’s ability to re-enroll in the course without an increase in the tuition charged for the course and/or may count toward the maximum drop/withdrawals allowed by a Texas ruling. See section below on Drops and Withdrawals.
• Adding or dropping classes, or withdrawing from all classes, can impact financial aid eligibility. Students should review the financial aid policies on withdrawing from classes. Students who receive financial aid should understand that simply notifying Student Financial Services offices of enrollment changes is not official notification to the Alamo Colleges.
• No drops or withdrawals will be accepted by phone or email.

Students may request a withdrawal online through the registration area of their student portal, ACES.

Course Adds

Students may add courses through their student portal,  ACES during dates designated for schedule changes, which are identified in current Academic Calendar. Once the semester/session begins, students may not add a class once that class has met.

Drops and Withdrawals

Faculty Initiated Drops/Withdrawals

Faculty may process drops/withdrawals for non-attendance when it results in a lack of progress. (See Attendance.) The course syllabus should include any established attendance policy and students should discuss absences or issues relating to attendance with each instructor.

Students are expected to be actively engaged in learning during enrollment at colleges in the Alamo Colleges District, attending class on the first day and throughout the semester. Board Policy F.6.1.5 Student Success: Comprehensive Monitoring/Advising System requires that students who do not attend class the first class session will be dropped. For online classes, students are required to complete an attendance verification activity by the third day that classes normally meet.

Student Initiated Drops/Withdrawals

Students may drop/withdraw from a class only after approval from a faculty member or other designee. Students may request a withdrawal online through the registration area of their ACES account or submit withdrawal form(s) to Admissions and Records/Enrollment Services. Students are responsible for following up and confirming that requests to withdraw from classes have been processed.

Three-Peat (Third-Attempt) Enrollment Ruling

The colleges in the Alamo Colleges District will charge a higher tuition rate to students registering the third (3) and subsequent time for the same course. The State will no longer subsidize a student’s enrollment for the third (3) and subsequent attempt. Students should meet with an advisor to determine if they are repeating a course for the third (3) time, Texas Education Code, Section 54.014.

Students may appeal payments of higher tuition for any courses repeated in the final semester if the course(s) are taken for the purpose of receiving a grade that will satisfy a degree requirement or if payment of higher tuition results in an economic hardship for the student.  This exemption applies for only one (1) semester. This exemption does not affect an institution’s ability to charge a higher tuition rate for courses that cannot be reported for funding for other reasons such as the excess credit hour limit, or an institution’s ability to waive higher tuition rates for economic hardship. Guidelines for requesting an exception may be obtained through the colleges’ Admissions and Records/Enrollment Services.

Developmental Education Enrollment Ruling (27-Hour Rule)

The colleges in the Alamo Colleges District will charge a higher tuition rate to students registering for developmental education courses who have accumulated at least 27 hours of credit in developmental education courses. Developmental education courses include all courses that begin with a zero (0).

Students may appeal payments of higher tuition for any courses if payment of higher tuition results in an economic hardship for the student. This exemption applies for only one (1) semester. This exemption does not affect an institution’s ability to charge a higher tuition rate for courses that cannot be reported for funding for other reasons such as the excess credit hour limit, or an institution’s ability to waive higher tuition rates for economic hardship. Guidelines for requesting an exception may be obtained through the colleges’ Admissions and Records/Enrollment Services.

Six Course Drop Ruling

Students are limited to a total of six (6) college level course drops during their undergraduate career, including a course(s) dropped at another institution as defined in Section 51.907 of the Texas Education Code, which limits the number of courses that may be dropped under certain circumstances. A dropped course is defined as a course in which an undergraduate student at an institution of higher education has enrolled for credit but did not complete under these conditions:

• the student was able to drop without receiving a grade or incurring an academic penalty;
• the student’s transcript indicates or will indicate that the student was enrolled in the course past the deadline to add and drop prior to the census date; and
• the student is not dropping the course to withdraw from the institution.

Exceptions to the course drop limit include a total withdrawal from the institution and an approved waiver drop. Guidelines for requesting an exception may be obtained through the colleges’ Admissions and Records/Enrollment Services Office.

Students should carefully consider the number of courses to take, and the time commitment required to be successful.  Students who have reached the six (6) drop limit and opt not to petition to excuse drops will be awarded the grade earned at the end of the semester.

Official Withdrawals

A total withdrawal from the Alamo Colleges District is not counted in the above statute. If a student drops one or more courses during the semester before withdrawing completely, the student’s individual drops will be counted in the complete withdrawal.

Students may request a total withdrawal from all courses online through the registration area of their student portal,  ACES account. Students must then meet with their assigned certified advisor to officially withdraw from the Alamo Colleges District.

Note: Students may need to resolve all financial and/or equipment obligations to the Alamo Colleges District, including library clearance, after withdrawing from all courses.

Withdrawal for Military Service

Military students may want their transcripts to reflect that they withdrew due to military reasons or may request that their transcripts show no indication that they were enrolled, and the course(s) will be permanently removed from their transcript. If a student withdraws because of military obligations, the colleges, at the student’s option and with proper documentation, shall:

• Refund all tuition and fees paid by the student for the semester in which the student withdraws;
• Grant a student who is eligible under the Institution’s guidelines, an incomplete (“WM”) grade in all courses by designating “Withdrawn military” on the student’s transcript, or
• As determined by the instructor, assign an appropriate final grade or credit to a student who has satisfactorily completed a substantial amount of course work and who has determined sufficient mastery of the course material.
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Excused Absences due to Call to Active Service

Applies if a student enrolled in one of the Alamo Colleges fails to attend classes or engage in other required activities because the student is called to active military service that is of a reasonably brief duration and the student chooses not to withdraw, rather elects to be retained under the excused absence policy.

Upon notice from a student required to participate in active military service, the student shall be excused from attending classes or engaging in other required activities, including examinations.  The student shall not be penalized for an absence which is excused.  The student must complete assignments and examinations from which they are excused no later than 120 days upon return from active service.  The 120 days shall be verified by review of either the active service orders or DD 214 that documented the period of active service. 

Maximum Excused Absence:

Excused absence shall not exceed 25% of the total number of class meetings or contact hour equivalent (excluding the final examination period) for the specific course or courses in which the student is currently enrolled at the beginning of the period of active military service (TAC, Title 19).  This policy applies to all courses a student is enrolled in at the beginning of active service, regardless of mode of instruction (face to face, online, etc.). (Example: During a 16-week semester with 32 planned class meetings, no more than 4 weeks and 8 class meeting absences may be excused.)

Institution Obligations:

Retention of Student’s Work: Faculty members will retain the student’s coursework completed during the portion of the course prior to the student being called to active military service to be used when the student returns and completes the course requirements to ascertain a proper grade award.

Retention of Course Syllabus or Instructional Plan: The course syllabus or other instructional plan that was in effect when the student was called to active military service shall be retained for future use so that the student will be able to complete the course without prejudice and under the same course requirements that were in effect when the student enrolled in the course.

Completion of Assignments and Examinations: The student shall be granted a reasonable period of time after the absence to complete assignments and examinations.  A reasonable amount of time is determined as 120 days from date of return from active service, and as agreed upon by the student and instructor of record for each course that excused absence is being selected. The student is responsible for contacting their instructor of record for each course for which excused absence is elected to discuss and outline a plan in the CASE Form completion of work upon their return from active duty.    

Failure to Complete Assignments and Examinations: If a student fails to complete missed assignments and examinations, the student will not receive credit for uncompleted assignments and examinations and will be awarded a final course grade accordingly. 

Dispute Resolution Process:  A student may dispute the resolution of their situation by taking the following steps:

• Contact the course instructor or department chairperson if the student is not comfortable speaking directly with the course instructor. 
• If the dispute is not resolved to the students’ satisfaction, contact the Dean for Academic Success. 
• If still not resolved in a satisfactory manner, contact the Vice-President for Academic Success. 

Refunds for Students Called into Active Duty
 

Reservists or members of the National Guard called into duty after the start of a semester because of U.S. military demands have three (3) options concerning tuition and fees paid to a Texas institution of higher education. According to state statutes and Coordinating Board rules, students can choose to have the college or university:

• Refund the tuition and fees paid for the semester;
• Receive a Withdrawal Military (WM) grade in all courses on the transcript; OR
• As determined by the instructor, assign an appropriate final grade for the course(s).

Please note: There are no provisions for refunds for active-duty service members who are deployed as a result of military orders or for individuals who chose to enter into the service.  For further information, please contact your college’s VA or MSS office.

Recording Withdrawal Grades

Withdrawals are recorded as a “WS” (withdrawn); “W” prior to Fall 2007. Exceptions to the course drop limit are recorded as a “WX” (withdrawn with exception). Military Service withdrawals are recorded as a “WM.” All withdrawals have no effect on the GPA but do negatively impact Satisfactory Academic Progress (SAP) for financial aid eligibility. Students who stop attending class may be issued a failing grade (F).

Withdrawals do not become official until the withdrawal request has been processed.

Reinstatement to Class

A student dropped/withdrawn for excessive absences resulting in lack of progress (after the Census date) may be reinstated to class at the discretion of the instructor of record only if circumstances justify reinstatement. The appropriate reinstatement documentation must be signed by the appropriate college Academic and Student Success personnel and submitted to Admissions and Records/Enrollment Services.

Priority Registration for Military Affiliated and Veteran Students

The following students receiving are eligible for prioritized registration during the 46+ hours closed registration period:

• Active Military
• Active Military Dependents, utilizing My Career Advancement Account (MyCAA)
• Veterans
• Veteran Dependents, utilizing military-related Federal or State benefits for education

Priority Registration is designed to offer eligible student veterans, active military, or dependents of each the opportunity to register for their program’s curriculum before most of the general student population. Student veterans can register on the first day of registration for each Fall, Spring, and Summer semester of any academic school year, during their matriculation. This standing applies to student veterans, active military and qualifying dependents who hold a veteran or military status in our student information system.

A student qualifying for priority registration will be able to register for classes and have some of the first-choice selections to all courses offered, to ensure that they stay on track and graduate on time and give additional time to submit Certification Requests.

Student veterans and active military eligible for the Priority Registration Grouping must self-identify at their home college Veterans Affairs or Military Office regardless of utilizing military-related Federal or State benefits for education. A student must register and provide supporting documentation identifying veteran or military status to the Veterans Affairs or Military Office at the college. In doing so, the staff will include you in the student veteran and military database so that you can receive crucial military-related information and services.

Qualifying dependents will become eligible after being certified for military-related educational benefits. Eligible student dependents are those utilizing funding under the Department of Veterans Affairs Educational Benefits, Texas Veterans Commission, or My Career Advancement Account (MyCAA).

Once registered, priority registration carries over from semester to semester for student veterans and active military. A dependent of a veteran or active duty must validate their enrollment each semester by qualifying and utilizing a military-related educational benefit.

A student veteran, active military, or eligible dependent who is not registered in the student database that determines priority registration must register with the Veterans Affairs or Military Office seven calendar days before priority registration begins to be eligible.

Priority registration standing does not eliminate any student from following the protocol of the college academic advising program. Students deemed eligible for Priority Registration MUST still report to their academic advisors, if necessary, for schedule assistance and PIN access prior to registering or being considered for priority registration status. A registration hold will also prevent priority registration. For assistance with resolving a hold, visit your advisor or enrollment services at your home college.