2013–2014 Academic Policies and Procedures

Registration | Credit Hours | Pre-requisite Requirements | Registration Sessions | May Term | Late Registration | Confirmation of Class Schedules | Wait Lists |  Withdrawing from Courses | Medical Withdrawals | Leave of Absence | Holds | Class Attendance | Academic Load | Directed Studies | Auditing Courses | Graduation Academic Advising | General Information

Registration

Credit Hours

One credit hour is given for one 50-minute class per week for 14 weeks or the equivalent. Some graduate programs, such as the MBA program, have developed
7-week modular programs, but these programs still adhere to the hour requirements.

Pre-requisite Requirements

Certain graduate courses at the college have course and skill prerequisites. The prerequisites for a course are listed in the academic catalog, the class schedule, and the course syllabus. Students are permitted to pre-register for a course that has prerequisites provided the prerequisite coursework is in progress at the time of the registration session. Students are responsible for making sure they have met prerequisites and grade standards prior to the beginning of each semester. The college reserves the right to withdraw a student from any course for which prerequisites and grade standards have not been met.

Registration Sessions

Registrations are accepted via the college’s web system (WebAdvisor) or in person. Students are notified of their dates to register in advance by email. Currently enrolled students are given priority registration rights.

Registration for Summer Terms occurs in February.
Registration for Fall Semester occurs in March.
Registration for Spring Semester occurs in October.

May Term

May term is offered for undergraduate students during the month of May as a short, interim term between Spring and Summer semesters. May term is designed to help students fulfill upper division elective requirements, as well as to offer unique courses where students can gain in-depth knowledge of interesting topics in classes which are not offered during a regular semester. May term also gives instructors the opportunity to teach courses that devote focused attention to a subject that emphasizes their areas of expertise. May term classes are typically two credits, and meet for six hours in class each week.

In addition to regular course offerings, we also offer several international and domestic study tours each May term under the direction of Westminster faculty. May term study experiences have taken Westminster students to places such as southern Utah, California, New York, Africa, Australia, New Zealand, China, and many countries in Europe. The cost of a study experience is not included in May term tuition.

Please note that if a student wishes to use a May Term Study Experience to receive foreign language credit towards fulfilling his/her foreign language requirement, then that language must be the native or predominant language of the country of destination, and a foreign language faculty member must co-teach the course, and a student must have already passed at least one semester of foreign language instruction in the same language at the college level.

Students can apply their earned May term credits to either the May term or to the Summer semester. Payment of full-time tuition for Fall and/or Spring semesters earns two hours each, for a possible total of four hours. To apply 2 earned hours to the Summer semester, students must register for a minimum of three total credit hours. To apply 4 earned hours, students must register for 6 or more credit hours.

Late Registration

Students may register until the end of the first full week of classes, or for classes that start later in the semester, up until the day before the second day of classes. Specific dates are listed in the Academic Calendar. Beginning with the first day of classes, students must obtain instructor permission to enroll in any classes by obtaining the instructor’s signature on an Add Card.

Confirmations of Class Schedules

Students can check their schedule and print a confirmation at any time using WebAdvisor, or they may come to the Registrar’s Office during office hours to receive a copy. Students are expected to check these confirmations carefully and report discrepancies to the Registrar’s Office. The computerized confirmation reflects the courses for which the student is actually registered.

Wait Lists

Once a class has closed, a student has the option of being put on a wait list for that class. As space becomes available, students are added in the class automatically by the Registrar’s Office during the pre-registration period. Once classes begin, a student must turn in an Add Card with the instructor’s signature in order to be officially enrolled in the class. Although many students get into their classes from the wait list, students are encouraged to choose alternate courses whenever possible.

Confirmations of Class Schedules

Students can check their schedule and print a confirmation at any time via the web using WebAdvisor, or they may come to the Registrar's Office during office hours to receive a copy. Students are expected to check these confirmations carefully and report discrepancies to the Registrar's Office. The computerized confirmation reflects the courses for which the student is actually registered.

Wait Lists

Once a class has closed, a student has the option of being put on a wait list for that class. As space becomes available, students are added in the class automatically by the Registrar's Office during the pre-registration period. Once classes begin, a student must turn in an add card with the instructor's signature in order to be officially enrolled in the class. Although many students get into their classes from the wait list, students are encouraged to choose alternate courses whenever possible.

Adding Courses

Students may add courses until the end of the first full week of classes. Specific dates are listed in the Academic Calendar. Beginning the first day of classes, students must obtain instructor permission before adding and can no longer add courses via the Web (WebAdvisor).

Withdrawing from Courses

For full-semester courses, students may withdraw from classes without penalty before the second full week of classes. For classes that meet in 7-week blocks, students may withdraw without penalty before the second class session. Please refer to the Student Accounts Services web page for the tuition refund schedule.

For full-semester courses, students may still withdraw from class through the eleventh week of class and receive a W. For classes that meet in 7-week blocks, students may withdraw from class before the sixth session and receive a W, which does not affect a student’s GPA. Students who withdraw after these dates receive a grade of WF, which is calculated as an F in the GPA.

Specific withdrawal deadlines are listed in the Academic Calendar. In case of illness or injury, family members may complete the student withdrawal from the college. In case of duress or special need, an administrative withdrawal may be initiated by the Dean of Students.

Students who fail to withdraw from courses they have not attended are liable for all tuition and interest charged to their accounts. Grades of F are assigned at the end of the semester for any classes that students fail to drop. See page 47 for information on tuition reviews.

Medical Withdrawals

Students who are unable to complete a semester due to serious health problems and who are not eligible for grades of incomplete may request a medical withdrawal. Students seeking a medical withdrawal should contact the Dean of Students. Written verification from a physician or licensed mental health professional will be required. A medical withdrawal usually constitutes withdrawal from all courses for the semester, and withdrawals are made retroactive only to the last date of attendance. Requests for medical withdrawals must be submitted within six weeks after the end of the semester in question. If a medical withdrawal is granted, reevaluation by the student’s physician or counselor may be required prior to re-registration.

In order to appeal for a medical withdrawal, students must submit, in writing, to the Dean of Students Office:

  1. A detailed letter (usually 1–3 pages in length) describing why the student is unable to complete his or her academic work during the semester. Because the petition is based on this written document, it is essential that the student include as many details as possible. In addition, the student should specifically state what he or she is requesting of the College regarding grades, scholarships, account, etc.
  2. A written note from a medical professional (M.D., LCSW, FNP, counselor, etc.) detailing the following:

    a) Medical professional’s name, title, phone number and address.
    b) A clear summary of the diagnosis and how/why this condition is affecting the student’s academic pursuits.
    c) A detailed account of when the medical professional saw the student

Meetings to examine petitions are held approximately once per month. A medical withdrawal usually constitutes withdrawal from ALL courses for the semester (as it is difficult to be medically unfit in one class but medically fit for another). Approved petitions will be made retroactive only to the last date of attendance and tuition charges are adjusted according to Westminster College’s posted refund schedule found on the Student Account Services’ webpage. If a medical withdrawal is granted, re-evaluation by the student’s medical professional will be required prior to re-registration.

Please forward all information via email, fax, or mail to Mark Ferne, Associate Provost for Student
Development & Dean of Students

Fax: 801.832.3103 (Attn: Mark Ferne)
Phone: 801.832.2230
Email: mferne@westminstercollege.edu

Voluntary Leave of Absence

Westminster College recognizes that students occasionally find themselves in circumstances that require a voluntary leave.  A voluntary leave of absence at Westminster College is defined as an interruption of continuous enrollment for less than three regular semesters (does not include May term or summer term).  A voluntary leave of absence may be requested to engage in short-term military service, or for personal, medical*, employment, or financial reasons.  An approved voluntary leave of absence does not defer college loans and students should consult with the Financial Aid Office regarding their eligibility to maintain their current financial aid award.  

 *Note:  Students experiencing serious emergent illness should consult with the Dean of Students to request a medical withdrawal rather than a leave of absence. 

 To be eligible for a leave of absence, students must be a currently registered, degree-seeking student.  Some academic programs may impose restrictions upon a leave of absence, so students are encouraged to consult with their academic program or department prior to submitting a request for voluntary leave.  A leave of absence is not required for summer term.  Students under voluntary leave are not required to readmit upon return and may stay enrolled in their declared governing catalog provided they return within the three semesters.   Access to Westminster email and technology accounts remain active during a short-term leave of absence.   Students who fail to return to school after an approved leave of absence will be considered withdrawn by the institution and will be expected to reapply. 

 National or Religious Service

 Students may engage in national (such as military service) or religious service for an extended period of time (longer than three regular semesters) but will be required to re-apply to the college upon their return.  Westminster will hold institutional scholarships, provided you do not attend another school before returning to Westminster.  In most cases, students are expected to be readmitted under current, existing catalog requirements in effect at the time of re-admission. 

 Applying for a Leave of Absence

 Note:  Students who are unable to apply for voluntary leave in person, may designate an individual to apply for them, provided there is a Release of Information Form (FERPA) on file for that designated individual. 

Holds

The college may place administrative holds for students with outstanding financial obligations, overdue library books, library fines, bad checks, or other obligations to the college. Once a hold has been placed, students may be prevented from registering or obtaining diplomas or official transcripts until the
obligation is met. Unofficial informational transcripts are available on the campus web site through
WebAdvisor.

Class Attendance

Students are expected to attend all sessions of each class. Specific attendance requirements are established by each instructor, and such requirements are enforced by the college. Students are responsible for making sure they have dropped courses that they do not plan to attend.

Academic Load

Undergraduate Students

Fall/Spring

Hours

Average 15
Full time 12-16
Half time 6-11
Less than half time 5 or fewer
Maximum for students on probation 13
Full time for students with financial assistance 12
Full time for students with veterans' benefits 12
Minimum for international students 12

 

 

May

Hours

Average 3
Full time 4
Maximum number of hours 6

 

 

Summer

Hours

Average 6
Full time
(Financial Aid requires 12 hours for full-time status)
8
 
Maximum recommended number of hours 12

 

 

Graduate Students

Hours

Full time 7 or more
Half time 4-6
Less than half time 3 or fewer

Overload Hours

Students who wish to register for more than the maximum number of hours must have at least a 3.0 GPA. Students who wish to take more than 20 credit hours in a regular semester (Fall or Spring) must also have the permission of their academic advisor and the dean of the appropriate school.

Directed Studies

A completed Application for Permission to take a Directed Studies Course form, signed by the instructor and School Dean, must be submitted to the Registrar’s Office. Course numbers for graduate program directed studies are listed in the Academic Catalog.

Auditing Courses

Students may elect to audit courses at Westminster according to the guidelines listed below. Courses that are entered on students’ permanent records as audited (AU) earn no credit and fulfill no requirements.

Regular Audit

Students may register for a regular audit (one-half of credit tuition) according to the following guidelines:

  1. Subject to space availability, students may sign up to audit a class on the first day of class.
  2. Only students accepted to Masters degree programs may audit graduate classes.

Alumni Audit

Students who graduated from Westminster and who are not currently pursuing a degree may register for an Alumni Audit ($125 per class, plus a $50 technology fee for Fall or Spring semesters) according to the following guidelines:

  1. Students must register through the Alumni Relations Office. Registrations accepted by the Alumni Office will be verified the first day of class and are subject to space availability. Alumni will not be added to waitlists when a course is considered full.
  2. Alumni Audit applications must be received within two business days before the first day of the semester.
  3. Students wishing to participate in the Alumni Audit program are required to adhere to all college deadlines for withdrawal and payment of tuition and fees. Students who fail to withdraw will be charged accordingly.
  4. Students currently pursuing a graduate degree may not participate in the Alumni Audit program for an undergraduate course while taking classes at the graduate level.
  5. Not all classes are eligible for Alumni Audits. For example, it is not possible to take music lessons or independent art courses at the Alumni Audit rate due to the costs of hiring instructors. Please contact the Alumni Office for eligible courses.
  6. It may be possible for students to audit graduate level courses. Please contact the Alumni Office to inquire about eligibility and availability.

Academic Advising

Academic advising and mentoring is crucial to Westminster College’s student-centered mission. It is a developmental process during which advisors (faculty, staff, and peer) work with individual students to create curricular choices designed to match the student’s life and career goals. In partnership with students, advisors will:

Faculty advisors work with students to map out degree requirements and plan course sequencing to graduation. These advising sessions generally:

Graduation

Applying for Graduation

Candidates for graduation should apply to the Registrar's Office two regular semesters prior to their planned completion date. Students can apply for December, May, or August graduation dates. Application deadlines are posted in the Academic Calendar.

To apply for graduation, students must obtain degree audits for all academic programs, including the honors program. Graduation applications are available in the Registrar's Office. Students are expected to meet with their academic advisors to review and sign all required paperwork. Paperwork that is unsigned or incomplete will be returned to the student. Candidates are notified of remaining degree requirements and their status within four weeks after applying for graduation.

Graduation Requirements

To be eligible for a bachelor's degree, students must satisfy the following conditions:

Note: Only letter grades of C- or better may be presented to satisfy major, minor, or LE requirements (with the exception of Nursing, which requires a grade of C or better; and Education, which requires a grade of C+ or better in all education classes).

The final responsibility for being informed about, and adhering to, graduation requirements rests with the individual student.

Quantity Standard

A minimum of one hundred twenty-four (124) credit hours of college work is required for graduation. Thirty (30) hours of this number must be earned in upper division courses (courses numbered 300 and above). Although some lower division transfer coursework from two-year institutions may be accepted as meeting upper division major requirements, these hours will not be counted toward the 30 upper division hours required for graduation. Students with 123.51 or more hours have completed the quantity standard for graduation.

Grade Point Average

Students must present a minimum cumulative grade point average of 2.0 in all work completed at the college. Students must present a minimum cumulative grade point average of 2.3 in their major unless otherwise specified in the major program. Students should check their major programs for grade point average requirements.

Graduating with Honors

Honors noted in the Commencement program are based upon the grade point average at the end of the spring semester. Honors designations noted in the program are subject to change based on the calculation of final grade point averages for students attending May and Summer terms.

Grade point averages are not rounded in order to