Registrar Amy Clark
wou.edu/registrar
The Office of the Registrar is responsible for maintaining the integrity and accuracy of academic records including student enrollment, grades, transcripts and degrees; eligibility for veterans’ benefits; and maintaining compliance with state and federal laws, particularly the Family Educational Rights and Privacy Act (FERPA).
Students use “Degree Tracks” online evaluation software to track their progress toward their degree. Students should refer to it each term before meeting with their adviser and registering for classes.
Undergraduate regulations are applicable to undergraduate, post-baccalaureate and non-admit undergraduate students.
Contact the Office of the Registrar for assistance with undergraduate and institutional academic regulations, located in the Lieuallen Administration Building, first floor or call 503-838-8327. Forms and information may also be found online at wou.edu/registrar.
A student’s academic standing is considered part of the academic record and is noted on the student transcript for each term.
To be eligible for this accomplishment for the term, an undergraduate student must take at least 12 hours, graded (A through D-) and earn a grade-point average (GPA) of 4.00. Credits earned at another institution in the same term and credits graded as either P or S are not included in the GPA calculation. A grade of F or NC precludes President’s Honor Roll eligibility during the term in which those grades are received.
To be eligible for this accomplishment for the term, an undergraduate student must take at least 12 hours, graded (A through D-) and earn a grade-point average (GPA) of at least 3.50. Credits earned at another institution in the same term and credits graded as either P or S are not included in computing the GPA. A grade of F or NC precludes Dean’s Honor Roll eligibility during the term in which those grades are received.
A student is in good standing and doing satisfactory work when a GPA of 2.00 or better is maintained for the term and the student is progressing toward completing graduation requirements.
When a student’s GPA in any term falls below 2.00, the student is put on academic warning and is required to complete an online workshop or meet with an academic adviser in the Student Success and Advising Center. An academic standing hold will be placed on the student, which prevents the student from registering for courses until the student completes the required steps. If the student’s term and cumulative GPA improve to 2.00 or better in the next term, then the academic standing hold is lifted and the student is returned to good standing.
If a student is on academic warning in one term and earns a GPA below 2.00 in the next term, the student is placed on academic probation and is required to meet with a student success specialist in the Student Success and Advising Center. An academic standing hold will be placed on the student, which prevents the student from registering for courses until the student completes the required steps. If the student’s term and cumulative GPA improve to 2.00 or better in the next term, then the academic standing hold is lifted and the student is returned to good standing.
If a student’s cumulative GPA remains below 2.0 but their term GPA is a 2.0 or higher, the student is placed on continued probation. Students remain on continued probation until their cumulative GPA is a 2.0 or higher. However, if the student’s term GPA falls below 2.0, they are placed on academic suspension.
If a student is on academic probation or continued probation and earns a GPA below 2.00 in the next term, the student will be suspended and required to take the term following suspension off from WOU. Suspended students are denied all privileges of the institution. To be reinstated after one term, the student must complete a Request for Reinstatement with the Office of the Registrar. When readmitted, students are required to enroll in and successfully complete, the university’s mandated learning seminar. Students who begin the reinstatement process less than four weeks prior to the start of the term in which reinstatement is desired may delay their return until the following term.
Students suspended a second time, at any point after the first suspension, are required to take a one-year (four terms) leave from the university; or complete a minimum of 24 transferable credits at a community college and earn a GPA of 2.5 or higher; or petition successfully to the WOU review committee for a waiver from either of the above requirements. The committee’s decision is final.
Students suspended for a third time, for any reason, are required to take at least a one-year (four terms) leave from the university or petition to the WOU review committee to determine conditions for returning. The committee’s decision is final.
Several options exist for students interested in pursuing a WOU bachelor’s degrees.
Students may pursue one degree, by completing the baccalaureate requirements listed in the catalog. Students pursuing teaching licensure should be aware that requirements are established by the Oregon Teaching Standards and Practices Commission and are subject to change.
Students may pursue a second bachelor’s degree after completing their first bachelor’s degree. To do so, the student must complete the following requirements:
- Fulfill all major requirements for the second degree, including a minimum of 36 additional undergraduate credit hours after earning the first degree (if it was from WOU). If the first degree was from another accredited institution, then the student must earn a minimum of 45 additional undergraduate credit hours after earning the first degree.
- At least 75 percent of the additional credit hours must be earned at WOU.
- All course credit earned toward the second degree must be taken with an A-F grade option unless the course is only designated as P/NC grade option only.
- Students are not eligible to graduate with honors with a second bachelor’s degree.
Students may pursue two degrees at one time, for example, a Bachelor of Arts and a Bachelor of Music. To do so, the student must fulfill the appropriate core curriculum, all degree requirements and other program requirements for two majors.
The academic year has four terms, fall, winter and spring, each of which have 10 weeks of class plus final examinations; summer term offers varying course schedules. Undergraduate students may enter the university at the beginning of any term.
This catalog lists requirements and policies in effect at the beginning of summer term for the academic year. Degree, program[i] and graduation requirements for a given catalog year are valid only for seven years.
- A catalog year for degree, general education, and program requirements is assigned to students according to their first term of enrollment.
- Degree Partnership[ii] students are assigned catalog year requirements according to their term of admission to the university.
- Students may choose a catalog year greater than their term of admission, but in no case shall a catalog year be more than seven years old.
- The assigned or chosen catalog year for university and general education requirements may differ from the catalog year assigned or chosen for major/concentration/minor/certificate requirements
- A WOU adviser may approve for a transfer student to utilize the catalog year for degree, general education, and/or program requirements that best serves the student, provided it is not older than the student’s first term of enrollment at the regionally accredited college or university from which the student transferred to WOU.
- The catalog year of a major and any attached concentrations must be the same.
- At the time of declaration a concentration is assigned a catalog year identical to that of its corresponding major.
- In the event that the major catalog year is changed, any attached concentrations will consequently be updated to correspond with the major.
- A WOU adviser may approve a student to utilize a catalog year for minor and/or certificate requirements that differs from the catalog year of the student’s major/concentration if it is in the best interest of the student to do so.
- The institution may find it necessary to make changes to courses, degree, general education, and/or program requirements. In the event that such changes affect students already enrolled, to the extent possible the institution will find reasonable accommodations to ensure continued progression towards degree completion.
[i] Programs consist of at minimum a major, but may also include concentration, minor, and/or certificates.
[ii] Degree Partnership refers to students enrolled in a specific partnership program agreed to by Western Oregon University and a partner college or university, in which the student is admitted and eligible to enroll at both institutions simultaneously.
Students are classified according to their level of earned credit hours, based on an academic quarter system.
| Freshman: |
0-44 credit hours |
| Sophomore: |
45-89 credit hours |
| Junior: |
90-134 credit hours |
| Senior: |
135+ credit hours |
Post-baccalaureate: A student who is pursuing a second baccalaureate degree or licensure. Postbaccalaureate students are not considered graduate students.
Non-admitted student: Either a graduate or undergraduate enrolled for 8 or fewer credits, but not working toward a degree or licensure. A maximum of 15 credits of non-admit graduate coursework can be applied to an endorsement or degree program.
Students may be able to receive credit by examination in courses for which they can demonstrate proficiency. To qualify, a student must be enrolled at least half-time, not taken the course previously. A maximum of 45 hours of credit by exam credit hours may be applied to undergraduate degree requirements; a maximum of 15 credit hours may be applied to initial licensure programs.
- Obtain the “credit by examination” form from the Office of the Registrar or website and complete the form indicating qualifications for the relevant course.
- Take the form to the appropriate division chair who will approve or reject the application. If rejected, the form will be returned to the Office of the Registrar for filing purposes. If approved, the chair will designate the examining instructor or instructors and the date and time for the examination.
- Pay the examination fee of $25 per credit at the Cashier’s Office and return the form to the examining instructor. The fee is subject to change without notice.
- The examination may be verbal, written or performance variety or any combination. A score equivalent to a grade of A or B shall be interpreted as successful; the instructor shall notify the department chair of the examination score. The department chair shall return the completed form (with appropriate signatures) to the Registrar, who will notify the student. If the student has been successful, a grade of “P” will be entered on the student’s record.
- A student who fails an exam may not re-apply for credit by examination for the same course.
Grades measure students’ achievement of competence in theoretical, technical or aesthetic dimensions of coursework, relevant to the course learning outcomes and instructor expectations. Only courses with grades of A through D-, S or P are counted as credit hours applied to a degree program.
| A, A- |
Excellent |
| B+, B, B- |
Above Average |
| C+, C, C- |
Average |
| D+, D, D- |
Below Average |
| F |
Failure |
| P |
Pass: Used in courses in which no letter grade is assigned. |
| S |
Satisfactory: Students have the option to take elective courses on a Satisfactory-No Credit basis; the satisfactory level to pass is defined as equivalent to a grade of D- or better. (Elective courses are those that are not used to fulfill General Education, the bachelor’s degree requirements or the declared major and minor requirements.) The student must choose this option at registration and cannot reverse that decision. |
| RP |
Regular Progress: Used only in courses that extend past the regularly scheduled end of term; these courses are identified as such in the course descriptions. When the coursework is completed, the instructor will submit a grade change to the appropriate letter grade. |
| I |
Incomplete: An essential requirement of the course has not been completed for reasons acceptable to the instructor. |
| NC |
No credit earned |
| X |
No basis for grade: Used only if student failed to appear for the course or there is no basis for grading the student. The instructor must designate the last date of attendance, if any. |
| W |
Withdrawal from a course after the fourth week of the term. |
| AU |
Audit |
Students who have achieved senior standing are eligible to apply for graduation. Post-baccalaureate students may apply at any time. It is recommended that students apply for graduation three terms ahead of the intended term of graduation. For specific deadlines, refer to the Academic Calendar on the Office of the Registrar’s website.
The Application for Undergraduate Degree is submitted electronically to the Office of the Registrar. Once your application is submitted, you are responsible for informing the Office of the Registrar of any changes in your major/minor/concentration, intended graduation term, change in name or address and other graduation related information.
Graduation and commencement are not the same. A student graduates from WOU after applying to graduate and after the Office of the Registrar determines that all university academic requirements have been met. Students may graduate at the end of any academic term.
Commencement is WOU’s annual ceremony in June that recognizes students’ completion of degrees. Students who are eligible and wish to participate, must submit all required information by the deadline posted on the Office of the Registrar’s online calendar. Failure to submit necessary information by published deadlines may result in the student’s name not being included in the published Commencement program.
Degree Tracks is the official degree evaluation system for students and advisers. Students use this online system to check their progress toward their degree. For information on how to access and use Degree Works, see the Office of the Registrar website.
The faculty at WOU recognizes undergraduate student scholarship by conferring honors distinction at Commencement to students who have earned a cumulative WOU grade-point average of 3.50 or better as of the end of winter term immediately preceding the Commencement ceremony. Grade-point averages will be recalculated when all coursework is completed and the degree is conferred and appropriate honors distinctions will be noted on the transcript.
To qualify for honors distinction, students must have completed at least 45 credit hours through WOU, with these credit hours graded on an A-F basis. Honors distinctions include cum laude for those students with a cumulative GPA between 3.50 and 3.64, magna cum laude for a cumulative GPA between 3.65 and 3.79 and summa cum laude for a cumulative GPA between 3.80 and 4.00. All honors distinctions are noted on the student’s transcript.
Students who graduate from the Honors Program with at least a 3.25 cumulative WOU grade point average will have in cursu honorum printed on their diploma and in cursu honorum Honors Program will be noted on the transcript.
All incomplete grades must be completed and the grades entered by the instructor, NO LATER than the end of the term graduation is planned or the default grade will be applied.
However, 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.
Students who have earned course credits from other institutions recently before the intended term of graduation must request an official transcript from that institution be sent to WOU’s Registrar by the deadline on the online Academic Calendar on the Office of the Registrar’s website.
Students are required to declare their intention to participate in June commencement according to the deadline specified on the Academic Calendar on the Office of the Registrar’s website.
Students who have graduated in the previous summer, fall or winter terms are eligible to attend the Commencement ceremony. Students who have applied to graduate in spring or in the summer or fall term immediately following spring term may also participate in the ceremony.
If a student has not registered for courses for four terms, WOU will inactivate the student’s status. When the student wishes to register for courses again, he or she will need to submit an undergraduate re-enrollment application along with the required fee to the Office of the Registrar.
Students who leave WOU and complete coursework from another institution must have earned a GPA of 2.0 or higher and be eligible to return to the last institution attended. Official transcripts of all academic work attempted and/or completed since leaving WOU must be on file in the Office of the Registrar before the re-enrollment will be considered.
Students who leave WOU under academic suspension must submit a re-enrollment application together with a request for reinstatement to the registrar requesting re-admission at least one term before the desired term of enrollment.
Course descriptions provide specific information about courses that may be repeated and counted multiple times for credit (and calculation in the student’s GPA). If this is not mentioned in the course description, the course can only be counted once.
If a student chooses to repeat a course to improve their grade, only the most recent grade and credits will be used to calculate the student’s GPA, even if the earlier grade was higher.
Course descriptions provide specific information about courses that may be repeated and counted multiple times, for credit. If this is not mentioned in the course description, then students are advised not to register for the course again because it will only be counted once.
Students may repeat a course to improve their grade; however, only the most recent grade and credits will be computed in the GPA.
Courses taken on an audit or satisfactory-no credit basis may not be repeated for an A-F or Pass-No Credit grade.
Students who receive federal financial aid and retake a course, may find that it reduces their financial aid package. Contact the WOU Financial Aid Office for assistance before registering for a repeat course.
Undergraduate students within 12 quarter hours of completing all requirements for the bachelor’s degree, but not including student teaching, may petition to enroll in up to 12 credit hours of graduate courses numbered 500-599. These courses can be reserved for later use in a graduate degree program. Undergraduate students cannot register for any 600-699 courses. Petition forms to reserve graduate courses are available from the Office of the Registrar. Refer to the Accelerated Undergraduate to Masters Pathway (AUMP) program for alternate means of earning graduate credit while completing your undergraduate degree.
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