Nov 13, 2019  
2018-2019 Catalog 
    
2018-2019 Catalog [ARCHIVED CATALOG]

University Regulations


Related Pages

Course Numbering System (W-1)

Courses numbered:
1-99 Preparatory courses that do not count toward a degree
100-299 Lower-division courses
300-499 Upper division courses
500-599 Graduate courses with undergraduate equivalents
600-699 Graduate courses for graduate students only
700 In-service courses
800 Professional development courses that do not apply to degrees

Special notes for 500-level courses:

  • Courses offered in a mixed 400/500 format may be taken for either undergraduate or graduate credit, but students cannot enroll in both formats in the same term and cannot take both course levels in different terms unless the subject matter is substantially different across the two courses.
  • Seniors who are within 12 credits of completing the bachelor degree requirements may enroll a maximum of 12 graduate credits in 500-level courses for later use toward a graduate program. Contact the WOU Graduate Program Office for assistance.

Grading (W-2)

Grading System (W-2a)

Grade Grade Points
A 4.00
A- 3.70
B+ 3.30
B 3.00
B- 2.70
C+ 2.30
C 2.00
C- 1.70
D+ 1.30
D 1.00
D- 0.70
F 0.00

Grade-Point average (GPA) (W-2b)

The grade-point average is a calculation of the sum of points per grade (A- F), per credit hour, received across courses, divided by the total credit hours in which those grades are received. Marks of I, P, NC, W, X, S, RP and AU are not included in the calculation of points.

Incomplete Grades (W-2c)

To grant an incomplete, the instructor and student must complete and sign the Incomplete Grade Contract, which designates the default grade and the date when the incomplete grade expires if sooner than 12 months. A copy of this contract should be kept by the instructor, the academic division office and the student. When the incomplete grade is submitted, the instructor will also submit a default grade. If the student doesn’t complete the work within 12 months, the default grade will automatically be entered for the course. If a student needs additional time, BEFORE the end of the first 12 months, he or she may petition the instructor for up to an additional 12 months. The maximum length of time to complete the work is 24 months or before the student graduates. At the time of graduation, a student’s academic record is closed and any outstanding incomplete grades will permanently revert to the instructor’s default grade.

An unresolved incomplete grade may prevent graduation because the default grade lowers a student’s GPA or prevents a needed requirement from being met. Students are strongly encouraged to resolve incomplete grades within the shortest possible time to prevent problems closer to graduation.

Special accommodation is made for National Guard, active duty or reserve members of the armed forces who may be deployed within an academic term. Students are encouraged to contact Veterans Services in the Office of the Registrar to assist them with mitigating circumstances. Depending on the circumstances and with documentation (for example, copy of orders or letter from supervisor on letterhead), the student may be granted a 24-month period to resolve an incomplete grade or allowed to withdraw after the usual deadline without tuition or fee charges.

Regular Progress Grades (W-2d)

The RP grade is reserved for specific courses which extend past the regularly scheduled term. In no case shall they extend beyond 12 months after the end of the term. Instructors must designate a course to be eligible for the RP grade in the course description approved through the Faculty Senate curriculum process.

When coursework is completed within the 12 month time frame, instructors must replace the RP grade with the appropriate grade through the standard grade change method. The replacement grade must correspond with the final grading method established for the course (A-F or Pass/No Credit).

When a regular progress grade is submitted, the instructor will also submit a default grade as if no further student work was completed. If the student doesn’t complete the work within 12 months, then the default grade will automatically become the permanent grade for the course.

At the time of graduation, a student’s academic record is closed and any outstanding regular progress grades will permanently revert to the instructor’s default grade. An unresolved regular progress grade may prevent graduation because the default grade may lower a student’s GPA or prevent a needed requirement from being met. Students are strongly encouraged to resolve regular progress grades within the shortest possible time to prevent problems closer to graduation.

X Grades (W-2e)

A student who does not attend class or turn in course assignments will receive a grade of X, which indicates that there is no basis for assigning a grade. Students who receive an X in any course will have to register for the course again to receive credit.

A student who has participated in a course but has failed to complete essential work or attend examinations and who has not communicated with the instructor, will be assigned whatever grade the work has earned.


Institutional FERPA Policies (W-3)

Amendment of Education Records (W-3a)

Students have the right to request an amendment of their education record if they believe it is inaccurate or misleading. To do so, the student must submit a written statement to the university office responsible for the record, clearly identifying the part of the record for which change is desired, as well as an explanation as to why it is inaccurate or misleading. That office will notify the student of the institution’s decision and advise the student about the appropriate steps if the student does not agree with the decision.

Disclosure of Directory Information (W-3b)

The following student data elements are defined as directory information by WOU: class level; dates of enrollment; degrees, certificates, majors and honors awarded or applied for and the award date; enrollment status (full-time, half-time, less than half-time); full name; job titles and dates of employment for student employees who have been
or are paid from university administered funds; most recent educational institution attended; photograph; local, permanent, billing and electronic addresses and telephone numbers; numbers of credit hours earned; participation in officially recognized activities and sports; place of birth; program of study (degree, major, minor, concentration or certificate being pursued); weight and height of members of athletic teams.

Students have the right to withhold the release of directory information. To do so, a student must complete the request for non-disclosure of directory information form, which is available from the Office of the Registrar. Submitting this form will create a restriction that will apply to all directory information elements, not just specific details. The form will prevent WOU from responding to any request for directory information made by a variety of sources outside the institution, including friends, parents, relatives, prospective employers, the news media and honor societies.

WOU interprets that the absence of a request to withhold any information by a student constitutes individual approval of disclosure.

Disclosure for Institutional Purposes (W-3c)

The university discloses education records without a student’s prior written consent consistent under FERPA’s exception for disclosure to school officials with the “legitimate educational interests”. Examples of people who may have access, depending on their official duties and only within the context of those duties, include: members of the WOU Board of Trustees; university faculty and staff in an administrative, supervisory, academic, research or support position (including law enforcement unit personnel, members of the Crisis Assessment, Response and Education Team or health center staff); agents of the institution (contracted to provide a service instead of using employees such as attorney, auditor or collection agent); students employed by the institution or who serve on official institutional committees or assist another school official in performing his or her tasks; and representatives of agencies under contract with WOU.

Disclosure for Letters of Reference (W-3d)

Students who desire letters of reference or recommendation from WOU faculty or staff members must request them through the online link found under the student’s WOU Portal page.

Failure to Comply (W-3e)

Students have a right to file a complaint with the U.S. Department of Education concerning alleged failures by WOU to comply with the requirements of FERPA.

Policies for Student Records (W-3f)

WOU’s Student Records Policy complies with the Family Educational Rights and Privacy Act (FERPA), which provides guidelines for maintaining the confidentiality of education records and monitoring the release of information from those records. Questions regarding FERPA should be addressed to the WOU Registrar.

Student Access (W-3g)

Students have the right to inspect and review their education record within a reasonable time after WOU receives a request for access. To review your record, contact the university office that maintains the record to make appropriate arrangements.


Refunds (W-4)

Students who drop or withdraw from courses or the university may be entitled to refunds or reductions in fees, depending on the date of the drop or withdrawal. In all cases, the amount of the refund is based on the date the official written notification of withdrawal or cancellations is received by the university. Exceptions may be made when the formal withdrawal is delayed through extraordinary causes beyond the student’s control.

The refund schedule has been established by WOU and the U.S. Department of Education and may be obtained from the Business Office or found online at wou.edu/student/finaid/tuition_fees/refunds.php.


Registration (W-5)

Registration for an academic term begins the eighth week of the previous term. For example, registration for fall term starts the eighth week of spring term. Registration for summer term begins during the second week of spring term. Students are notified of their assigned registration period approximately one week prior to the beginning of registration and they may register at or any time after, the beginning of their assigned registration period. Students’ registration time is assigned based on total credits earned, veteran status and continued enrollment. The Office of Disability Services arranges assistance with registration for students with disabilities; contact that office as early as possible before registration begins.

Courses at the 300 and 400 level are typically reserved for juniors and seniors, except by special permission from the faculty.

After registration, course schedules may be changed during the course add/drop period at the beginning of the term. See the Academic Calendar for deadlines and fees, if any, for schedule changes.


Students’ Responsibilities for Registration (W-6)

Address Information (W-6a)

Students are responsible for keeping their address information updated through Wolf Web. WOU’s academic offices rely on this student information to contact students to resolve problems with academic records, registration, advising or graduation.

Holds (W-6b)

Students must resolve holds with the designated office prior to registration. Students can verify whether any holds exist through Wolf Web.

Prerequisite/co-requisites (W-6c)

Students registered for a class who do not meet the prerequisite or co-requisite requirement may be administratively dropped from the class by the Office of the Registrar upon request from the academic department. The student’s permission is not required when dropped for this reason. The academic department will notify the student via email before dropping him or her.

No-Show-Drop (W-6d)

Students who do not attend the first two sessions of a class may be administratively dropped from the class by the Office of the Registrar upon request from the academic department. The student’s permission is not required when dropped for this reason. The academic department will notify the student via email before dropping him or her. Students are strongly advised to notify faculty of any situation that may prevent class attendance during the first week.

Financial Responsibility (W-6e)

Students are financially responsible for all courses in which they are officially registered, regardless of the level of their participation in the course.


Withdrawal (W-7)

The following deadlines apply to fall, winter and spring terms. See the Academic Calendar for deadlines for summer term.

Week 1 through Week 4- A student may drop a course, without any record on the permanent academic transcript, online through the portal or by completing an add/drop form and submitting it to the Office of the Registrar before the end of the fourth week of class.

Week 5 through Week 7- A student may withdraw from a course and receive a W for the course on the permanent academic transcript if, the student withdraws online or, a completed add/drop form is submitted to the Office of the Registrar in weeks five through seven of the term.

After Week 7 - After the seventh week of the term, students may not drop or withdraw from a class, except in the case of a medical emergency or other extenuating circumstance. Contact the Student Success Team in Academic Advising & Learning Center for assistance. For all other extenuating circumstances, contact the Vice President of Student Affairs.

In situations of emergency, accident, prolonged illness or other catastrophic event, a student may be allowed to withdraw from all classes without academic penalty from the university and all courses, at any time. (Such events will also be considered for exception to the official schedule for refunds.) Contact the Dean of Students & Judicial Affairs for assistance.