Winston-Salem State University Policies Governing Academic Affairs

Privacy of Student Records

Winston-Salem State University adheres to a policy of permitting a student access to his or her education records and certain confidential financial  information. A student may request review of any information contained in the records and may, using appropriate procedures, challenge their content. In accordance with public law 93-380, Winston-Salem State University prohibits the release of personally identifiable information from official student academic records other than that specified as “directory information.”

“Directory information” includes a student’s name, address, telephone number, date and place of birth, major, sex, marital status, dates of attendance, degree, honors, previous institutions, participation in recognized sports and activities, and physical factors.

Any student may restrict the release of personal information usually included in campus directories. A written request must be submitted to the Office of the Registrar one week before the beginning of classes for each semester. An explanation of the complete policy on education records may be obtained from the Office of the Registrar.

Winston-Salem State University Policy on Release of Student Information

This statement establishes guidelines for Winston-Salem State University on the matter of confidentiality of student records. It has been developed in accordance with The Family Educational Rights and Privacy Act of 1974 (Buckley Amendment) concerning access to and the release of information contained in records in institutions of higher learning.

This policy covers all records maintained at Winston-Salem State University and applies to any student who has completed the registration process at any time.

Confidentiality of Student Information

1. The University will release only “directory information” in response to inquiries from the general public without written permission from the student. “Directory information” includes: student’s name, address, telephone number, date and place of birth, major, sex, marital status, dates of attendance, degree, honors, previous institutions, participation in recognized sports and activities, and physical factors.
2. Transcripts are released only with a written request from the student and if there is no financial indebtedness to the university.
3. A student may review the contents of his or her educational records. Transcripts sent or delivered to Winston-Salem State University from other institutions become the property of the university and will not be returned or released.
4. The University is unable to honor requests from parents or guardians for academic or personal information (“directory information” as defined can be transmitted) without written permission from the student unless evidence can be presented of the student’s dependent status as defined by the Internal Revenue Code.
5. Education records requested by officials of other institutions where a student intends to enroll may be forwarded. The student is not notified of the release of the information.
6. All questions concerning the Family Educational Rights and Privacy Act of 1974 should be directed to the Office of the Registrar at Winston-Salem State University.

Probation and Suspension Policy

Academic probation is the condition that allows students to continue their enrollment in the University after failing to meet minimum academic standards as calculated at the end of each semester and at the end of each summer session. Students will be placed on academic probation or suspended as indicated in the table below:

Students placed on academic probation must do the following:

1. Repeat courses in which grades of F have been earned.
2. Repeat courses in which grades of D have been earned unless excused by the appropriate academic officer.
3. Register for no more than 12 SH.

Immediate suspension will result if any of the following occur:

1. A student receives a grade of F in all courses attempted in a given semester, except for extenuating circumstances approved by the provost and vice chancellor for academic affairs; or
2. A student falsifies his/her registration or commits any infraction of the probation/suspension policy. After a period of one semester, a suspended student may apply for readmission. Students should attend Winston-Salem State University to remove the condition of probation. Therefore, transfer credit cannot be used to clear a student’s probationary status unless granted prior approval consistent with the policy on registration at another institution. Nursing and clinical laboratory science majors should refer to the progression policy for the discipline, and ROTC participants should contact the military science program for rules that apply to this instance.

Requirements for New Students

All new degree seeking students enrolled in Freshman Seminar, Nursing Strategies, and Honors Colloquium (new student seminar courses) are closely monitored to increase their chances of remaining in good academic standing. Students enrolled in new student seminar courses who perform at suspension level (1.5 and below) at the end of the first semester must enroll in FYC 1104 University Success Strategies. This one-hour course meets twice weekly and provides assessment and enhancement of academic and personal success skill techniques. This course also provides practical knowledge and application of problem solving and survival strategies needed to achieve success in college.

Appeal Procedures

A student wishing to appeal his/her suspension must write his/her department chair stating the basis for the appeal and include documentation necessary to support the appeal. All approved requests for appeal will be reviewed by the student’s college/ school dean and submitted to the Academic Appeals Committee to determine whether further action on the appeal will be taken.

Academic Advisors

Before entering the university, students should study the academic programs outlined to determine the curriculum best suited for their interests and needs. All students are assigned advisors in the selected program areas who will counsel the students regarding their proposed curriculum and choice of courses. Students who have not decided on majors and those participating in the Student Success Program will be advised in the Academic Advising Center. Undecided students are encouraged to select majors by the end of their first semester. Once students decide on their majors, they should convey this information to their advisors in order to receive advisement in the appropriate department.

Registration

Registration dates are listed in this catalog on the academic calendar. All students must register at the beginning of each semester whether they were in attendance the preceding semester or not. This applies also to students whose schedules include courses that will not begin until mid-semester (blocked courses).

Students are responsible for complying with all regulations governing registration, change of program, payment of fees, and other registration requirements either described in this catalog or advised otherwise by the administration. Registration procedures can be found on the university’s website for each semester and summer sessions.

Failure to file a complete program of study and to pay all fees by the close of the registration period will result in the assessment of a late registration fee. No student will be permitted to register later than the time specified on the calendar.

Early Registration

Early registration periods allow students an opportunity to select and register for courses to be taken during the upcoming semester. This process assures course enrollment when all fees are paid in a timely manner. If fees are not paid on time, schedules will be canceled and students must begin the registration process again.

Changes in Registration

Programs should be carefully planned under the guidance of the academic advisor so that changes in registration will not be necessary. After a student has completed registration, changes may be made only by means of a registration change form. The courses for which a student is registered at the close of the registration period constitute his/her official registration and course load for the semester. No student will receive credit for any course or courses for which he/she is not properly registered.

Course Loads

The normal load for a regular student is the semester requirement as shown for his/her particular curriculum in the catalog or the program as outlined by the respective departments. A special student may take up to 12 SH. Students may not register at any other institution when in regular attendance here unless proper approval has been secured, in which case the hours taken will be considered a part of the normal load. This includes correspondence and/or extension work.

Full-time students are those who register for a minimum of 12 SH of credit in a given semester. The maximum course load is 18 SH. No student is permitted to take more than 18 SH unless he/she has a cumulative grade point average of 3.0 or better. Students who are on probation are required to carry a reduced load of no more than 12 SH.

Auditors

Persons who wish to audit courses will follow regular admission and registration procedures and are governed by the same regulations applied to regular students. An auditor pays the regular course fees, but does not take examinations or receive a grade. Students once registered for “audit” are not permitted to change to “credit” and vice versa after the close of the period for making changes in the program.

Dropping Courses After the Close of Registration

A student may officially drop courses from his/her schedule until the end of the drop period. The date for each semester appears on the academic calendar.

Credits, Grades, Grade Points

The university calendar is organized on the semester basis. All credit is computed in terms of semester hours. A semester hour is the equivalent of prepared work for one hour per week for a semester of approximately 18 weeks.

The student’s work in any course will be rated for quality by letters of the alphabet.

Mid-Semester and Final Grade Reports

Mid-semester reports are issued for all courses in which the student is enrolled. End-of-semester reports are issued to all students at the close of each semester.

Final grades are reported to the Office of the Registrar not later than 48 hours after the examination in each course is given, except on the last day of the examination period.

Dean’s List

Eligibility to be named on the Dean’s List at the end of each semester shall be based on status as a full-time student (12 SH and above), with a grade point average of 3.00 or better for the semester, with no grade below C and no incomplete (I) grades on the report.

Change of Grade

A grade once reported to the Office of the Registrar may be changed upon the authorization of the faculty member issuing the original grade and the approval of the appropriate dean. A change of grade is made by filing a change of grade form. The reason for the change of grade shall be entered on the form and signed by the faculty member, department chair, dean, and the registrar.

Repetition of Course

Courses taken at Winston-Salem State University may be repeated only twice; i.e., a course may be taken a maximum of three times. If the policy of a particular academic major or minor is to allow fewer than two repeats of a course, then students in that major or minor are obliged to follow the more restrictive policy of that academic department.

Only courses in which D’s and F’s were earned may be repeated.

The highest grade earned in an approved repeated course is used in computing the grade point average (GPA). Other grades for the same course will be on the record but will not be counted in the GPA.

A student who has audited a course may subsequently repeat the course for credit with the permission of his/her dean. Repeated registration in a course is allowed if the course description so states. A student may enroll only once in a specific course during a given semester. All students must adhere to the policies of their respective programs.

Classification of Students

Students are classified as freshmen, sophomores, juniors, or seniors according to the total number of credits their official records in the Office of the Registrar show they have earned by the close of the preceding term.

Freshmen—those having fewer than 30 SH
Sophomores—those having 30 to 59 SH
Juniors—those having 60 to 89 SH
Seniors—those having 90 or more SH

Withdrawal from the University

Students may occasionally find it necessary to withdraw from the university after the semester begins due to personal or medical problems. Withdrawal is not intended to be used to alleviate academic difficulty. In order to initiate the official withdrawal process, the student should meet with a counselor in the Counseling Center to obtain the withdrawal form. The counselor will talk with the student to determine the nature of the problem and to determine if the university can assist the student to avoid the withdrawal. If withdrawal is unavoidable, the counselor will then direct the student to the chair of the student’s academic department or to the director of the Academic Advising Center if the student has not declared a major. The department chair will talk with the student to see if the department can assist the student in any way. If not, the department chair signs the withdrawal form and sends it to the registrar’s office. The registrar’s office then notifies the faculty members who are teaching the courses from which the student is withdrawing.

If a student initiates the withdrawal process within the first eight weeks of a fall or spring semester or within the first eight days of a summer school session, she/he will receive grades of W (withdrawal) and will not be penalized for withdrawing. If a student initiates a withdrawal beyond this period, then the department chair or advising center director, after consultation with the counselor, will determine if the student’s reason for withdrawal is due to extenuating circumstances such as extreme emergencies or severe medical or psychological problems beyond the control of the student. The student must provide appropriate documentation to support her/his petition. If the reason is determined to be due to extenuating circumstances, then the registrar will ask faculty members to indicate whether the student was passing or failing each course at the time of withdrawal by assigning a “W/P” or “W/F” for all courses.

Students who leave the University and do not initiate the withdrawal process will be held accountable for all course work and will receive the appropriate grade at the end of the semester. Thus, a student who stops attending classes but who fails to withdraw officially may receive a grade of F as all missed assignments and classes will be computed in the final grade as outlined in the course syllabus.

Final Examinations

Final examinations are held at the close of each semester. The examinations are required of all students. Any student who is not present for an examination at the hour appointed forfeits the right to take the examination and will be considered as having failed on that part of the work unless excused for reasons deemed sufficient by the department chair.

Special examinations are given only to students who, for adequate reasons, have not been able to be present at the regular examination. The privilege of taking special examinations is granted by the provost.

Retention and Academic Standards

1. Comprehensive evaluation of the student’s academic standing is indicated in the grade point average. A grade point average is computed by dividing the total number of grade points earned at WSSU by the total number of hours attempted at WSSU (passed and failed). When a course has been repeated, only the credits earned and points of the higher grade earned are counted. Since a C (2.00) average is required for graduation (see requirements for all baccalaureate degrees), a student’s record should reflect progress toward that level of achievement. Pass/Fail courses are not used in the computation of the grade point average.
2. The attendance record begins with the first meeting of the class, and students who register late are responsible for class work missed.
3. WSSU expects each student to take responsibility for his or her academic work and academic progress, including adherence to the attendance requirements of each instructor.
4. The instructor of the class is the ultimate authority for determining whether an absence from class or academic activity is excused or unexcused. Students should contact their instructors as soon as possible when a class is missed, and should expect that instructors will require documentation supporting the reason for any absence.
5. Each instructor will clearly delineate his/her attendance policy in the course syllabus, including any direct correlation between class attendance and grade determination, and policies related to missed assignments (i.e., exam make-up policy).
6. Even when an instructor excuses a student’s absence, or when the student is absent because of participation in an approved extracurricular activity or when representing the university in an official, approved capacity, the student is responsible for the material covered in all missed classes. This may include making up any missed assignments or completing additional assignments deemed necessary by the instructor as relevant to the content of the missed session.
7. In cases of emergencies involving extended absences from class, the affected student should contact the Counseling Center. Counseling Center staff will then notify the student’s instructors regarding the absence.
8. Students who miss classes as a result of such symptoms as fatigue, exhaustion, fear, tension, anxiety, anger, or unexplainable illness should also seek assistance through the Counseling Center.

Registration at Another Institution

Any student desiring to receive credit toward graduation for courses taken at any other institution must secure in advance the approval of the department chair in the department where the course is taught and the dean of the student’s major area. This approval must be documented on the form: “Permission to Take a Course at Another Institution.”

The institution at which the work is done must be fully accredited. A student who has earned 64 SH at a two-year institution cannot earn additional credit from a two-year institution. For credit, the courses must be completed at the C level or higher. The student is responsible for requesting that an official copy of his/her transcript is mailed to the Registrar at Winston-Salem State University as soon as the courses are completed.

Change of Name and Address

It is the obligation of every student to notify the Office of the Registrar of any change in name and address. Failure to do so can cause serious delay in the handling of student records and in notification of emergencies at home.

Class Attendance Policy

Class attendance and absences by students at Winston-Salem State University are governed by the following principles and procedures:

1. Prompt attendance at all classes and other activities (lecture periods, laboratory sessions, examinations, or other scheduled meetings) is required of every student at Winston-Salem State University (WSSU).
2. The attendance record begins with the first meeting of the class, and students who register late are responsible for class work missed.
3. WSSU expects each student to take responsibility for his or her academic work and academic progress, including adherence to the attendance requirements of each instructor.
4. The instructor of the class is the ultimate authority for determining whether an absence from class or academic activity is excused or unexcused. Students should contact their instructors as soon as possible when a class is missed, and should expect that instructors will require documentation supporting the reason for any absence.
5. Each instructor will clearly delineate his/her attendance policy in the course syllabus, including any direct correlation between class attendance and grade determination, and policies related to missed assignments (i.e., exam make-up policy).
6. Even when an instructor excuses a student’s absence, or when the student is absent because of participation in an approved extracurricular activity or when representing the university in an official, approved capacity, the student is responsible for the material covered in all missed classes. This may include making up any missed assignments or completing additional assignments deemed necessary by the instructor as relevant to the content of the missed session.
7. In cases of emergencies involving extended absences from class, the affected student should contact the Counseling Center. Counseling Center staff will then notify the student’s instructors regarding the absence.
8. Students who miss classes as a result of such symptoms as fatigue, exhaustion, fear, tension, anxiety, anger, or unexplainable illness should also seek assistance through the Counseling Center.