Online Academic and Refund Policies

Academic and Refund Policies
for Summer Courses

Refund Policy

  • Students requesting a refund before the 1st day of online classes are eligible for a full refund of their remittance.
  • For students requesting a refund from the 1st day of online classes to the Drop/Add date, the student is charged $250 and refunded the balance of their remittance.
  • Students requesting refunds after the Drop/Add date for online courses are not eligible for a refund.

Academic Honesty

A. Description 
One of the five cornerstones of Valley Forge Military College is character development. Thus, all students should do all of their coursework honestly so that they can be appropriately evaluated based on that work. Behaviors that violate the principles of academic honesty include, but are not limited to, the following:

  1. Cheating: This includes such behaviors as copying from other students, use of books, notes or other devices not explicitly permitted, and communication of answers or parts of answers during an examination. Also, making plans to cheat, whether or not the actual cheating act ever takes place, constitutes a violation of the academic honesty policy. Soliciting others to cheat is a form of cheating in itself.
  2. Plagiarism: Any material borrowed word for word; any idea, explanation, or argument misrepresented as your own is plagiarism. To avoid: 1) enclose all quoted wording in quotation marks, and cite the source parenthetically, using the approved format 2) restate paraphrase and summary in your own words, using your own style, and syntax (word arrangement), and cite parenthetically using the approved format. Remember to list all resources both hard copy and electronic using the approved style format. Cutting and pasting from the internet or other electronic sources is plagiarism if appropriate attribution is not included. Ignorance may not be used as an excuse for violating the rules banning plagiarism.
  3. Fabrication: This includes falsifying, inventing or using unproven or misleading information for any work. Students should not make up or change data or results or cite sources they do not actually use.
  4. Unauthorized Assistance: This includes sharing another student’s notes, looking at or copying another student’s work, supplying answers to projects, tests, quizzes, etc., and not protecting your information and work from being stolen or copied. Students who knowingly allow others to copy their work, either in or outside of class, will be subject to the same penalties for cheating and plagiarism as those committing the act.
  5. Multiple Submissions of Work: Submitting the same work in multiple classes without approval from ALL the instructors involved is unacceptable.
  6. Unsanctioned Collaboration: All work submitted by students must be their own work; if any other student or individual assists with that work, it is an academic honor violation.

Other Violations of Academic Honesty:

    • Misrepresenting oneself or another’s actions to an instructor
    • Forging a signature or making alterations to official paperwork from any VFMAC source
    • Taking credit for group work in which a student did very little
    • Pirating computer software
    • Stealing, damaging or hiding library books
    • Using technology (for example, email, text messages, voice mails) to solicit others to cheat or to make arrangements for an act of academic dishonesty
    • Any action that suggests a clear intent to cheat

All VFMC instructors are encouraged to utilize software packages and websites (such as turnitin®) to detect and discourage plagiarism, controlling preparation and dissemination of tests, and monitoring students taking tests in the classroom. Also, instructors should be cautious about allowing students to take unsupervised make-up examinations.

B. Penalties 
Once the Professor or Instructor has determined that a violation of the Academic Honesty Policy has occurred, then the course of action is as follows:

  1. On the first documented offense, the instructor may impose a penalty to include a grade of zero for the assessment.
  2. On the second documented offense, a grade of “F” may be awarded for the course.

Violations of the Academic Honesty policy will be referred initially to the College Academic Standards Committee for review. All confirmed violations will be forwarded to the Cadet Honor Council.

Grading Scale 
In order to establish and maintain standards of academic excellence, the following grading scale is used at VFMC:

Numerical Grade Letter Grade Percentage Grade
4.0 A 95-100
3.7 A- 91-94
3.3 B+ 89-90
3.0 B 84-88
2.7 B- 81-83
2.3 C+ 79-80
2.0 C 73-78
1.7 C- 71-72
1.3 D+ 69-70
1.0 D 67-68
0.7 D- 65-66
0.0 F 0-64


A student has the opportunity to add/drop courses during the first week of the online session. Courses that have been added and dropped do not get recorded on the student’s permanent record (transcript). In order to officially add or drop an online course, a student must email the Registrar at prior to the end of the add/drop period. The request is not considered official until it has been processed by the Office of the Registrar.

A student may withdraw from a course after the end of the Add/Drop period until one week prior to final exams. Withdrawing from a course must be approved by the instructor of the course the student is withdrawing from. No withdrawal will be made official, nor will it reflect on a student’s permanent academic record (transcript), until the withdrawal is processed through the Office of the Registrar. In order to officially withdrawal from a course, a student must email the instructor of that course along with the Office of the Registrar ( Once the withdrawal has been processed and made official, the Office of the Registrar will provide the student with a confirmation email.

Transcript notations for withdrawn courses:
Withdrawals processed from the end of the Add/Drop period will be annotated on the student’s official transcript with a “W” for the final grade in the course. The withdrawal will not be calculated into the student’s term or cumulative GPA.
Withdrawing from a course is not permitted during the last week prior to final exams.

A student may apply for an Incomplete grade in emergency situations when successful completion of the course requirements, during the timeframe of the academic term, is beyond the student’s control.
In order to facilitate an Incomplete grade, a student must discuss the circumstances with the instructor of the course. In order to initiate an Incomplete grade, the instructor must submit a request form to the Dean of Academic Services for final approval.

If the Incomplete grade is approved, the student has 15 days beyond the end of the semester to complete the course requirements.

If the student does not complete all course requirements by the end of the 15 days, the Incomplete grade will automatically convert to a failing grade “F”.

Grade Appeal 
All grades are considered final at the official posting of the grades, as determined by the Office of the Registrar. A student may only appeal final course grades which they can clearly demonstrate were awarded arbitrarily, capriciously and/or because of prejudice or clerical error by the instructor of the course. No other reason for a grade change will be accepted. The process for appealing a grade is as follows:

  1. The student makes initial contact with the instructor and attempts to settle any disputes within one (1) week after the posting of the final grade. If the instructor agrees, he/she must submit a Grade Change Form to the Assistant Dean of Academic Services.
  2. If the instructor does not agree, the student may submit a Grade Appeal Request Form to the Dean of Academic Services within one (1) week of the meeting with the instructor. The written letter of appeal must contain the following information:The Dean will make a determination after reviewing the student’s claim and the instructor’s response. The Dean will sanction the grade change if evidence is shown to support one of the four reasons listed above. If evidence is not submitted or another reason is presented, the request will be denied. A written response of the decision will be sent to the student and the instructor. This correspondence will be forwarded via the Appeal Decision Form.If the appeal results in a grade change, the instructor will then need to complete a Grade Change Form. After the form is signed by the Dean, it is forwarded to the College Registrar for processing. If the appeal does not result in a grade change, no further appeals are authorized.
    • Reason for grade change request:
      1. Any information regarding an arbitrary grade awarded inconsistently with the published grading scale in the course syllabus
      2. Any information regarding a capricious grade awarded with no basis on actual work performance or submission in the course
      3. Any information regarding a prejudicial grade awarded based on race, religion, nationality or gender
      4. Any information regarding a clerical error found in grade computation; for example, mathematical errors, processing paperwork, etc.
    • Evidence to support the claim of an error by the instructor
    • The instructor must submit a detailed explanation of the criteria and calculation for the student’s grade on the Grade Appeal Response Form