Academic Policies

Academic policies may be updated by action of the WSSU Board of Trustees.  After an action by the Board of Trustees, an updated or new policy will be posted under Policies on the Office of Legal Affairs website.  To learn more about academic policies, go the Office of Legal Affairs website. 

The Office of the Registrar is the repository of student records from the point of enrollment to the conferring of degrees and beyond. A wide range of services is offered to faculty, students, and members of the administration in the areas of academic records, student status, registration, course enrollment and publications. 

Below is a section of services managed in the Office of the Registrar:

Academic Forgiveness

Academic Integrity

Advanced Placement

Auditing Courses

Change of Student Name and Address

Classification of Students

Class Attendance and Absence

College-Level Examination Program (CLEP)

Course Loads

Credit, Grades, Grade Points

Credit for Service and for Education in the Armed Forces

Good Academic Standing and Satisfactory Academic Progress Policy

Grade Appeal

International Baccalaureate Credit Policy

Privacy of Student Records

Registration

Registration at Another Institution

Release of Student Information

Repetition of Course for Grade Replacement

Undergraduate Withdrawals

For information, please visit the Office of the Registrar website. 

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In this section are items that relate to admission:

Proficiency Examinations

Senior Citizens - Residents of North Carolina who are 65 or older and who meet appropriate admission requirements may enroll tuition-free on a space-available basis. The availability of class space cannot be determined until after registration. A valid driver’s license or birth certificate is required as proof of age. NOTE: Students are responsible for other applicable fees.

Please visit the Admission Office for additional information.

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Academic Integrity

University Group Policy #301.1

Policy Statement

Winston-Salem State University puts forth every reasonable effort to maintain academic integrity in the instructional program. To compromise integrity through acts of academic dishonesty seriously jeopardizes the quality of instruction and the caliber of education we purport to provide our students.

Definitions

Cheating: Intentionally and knowingly using unauthorized materials, information, or study aids in any academic exercise or matter.

Plagiarism: Intentionally and knowingly representing in any academic exercise or matter the words or ideas of another as one’s own.

Fabrication: Intentionally and knowingly falsifying or inventing information or citations in an academic exercise.

Facilitating Academic Dishonesty: Intentionally and knowingly helping or attempting to help another to commit an act of cheating, plagiarism, or fabrication.

Guidelines

Procedures

The following procedures shall apply to situations where students are accused by faculty of engaging in acts of academic dishonesty.

1. The instructor of the course shall report all allegations of academic dishonesty to the department chair. (In cases where the department chair is the instructor, allegations should be reported directly to the division director.)
2. The chair shall review the case to determine if there is reason to believe that academic dishonesty may be involved.
3. If such a reason exists, the chair shall then refer the case to the dean of his or her division along with other pertinent information.
4. The dean shall then consult with the student involved. If the act of academic dishonesty is admitted, the dean shall confer with the associate vice chancellor for student affairs to determine if the student has any record of prior offenses involving academic dishonesty. If it is the student’s first violation, the dean may dispose of the charges provided the penalty is accepted by the student in writing. In such cases, a written report of the matter, including the action taken, shall be sent to the coordinator of judicial affairs for inclusion in the student’s file. If the student does not accept the penalty imposed by the dean, he or she has the option of being heard by the Committee on Academic Integrity consistent with the provisions below beginning at Section II.6.
5. If there is insufficient evidence or reason to believe that a violation has not occurred, a report shall be written and maintained by the dean; but will not be included in the student’s file.
6. If the case is not resolved in the manner specified above, the dean shall inform the standing Committee on Academic Integrity. The committee shall consist of seven (7) faculty members, five (5) regulars and two (2) alternates, selected by the Faculty Senate. The academic ranks of the regular faculty members shall include one (1) assistant professor, two (2) associate professors, and two (2) professors. The academic ranks of the alternates shall be one (1) assistant professor and one (1) associate professor or professor. The committee also shall include four (4) students, two (2) regulars and two (2) alternates, selected by the Student Government Association. A chair shall be elected from the faculty on the committee. Members shall serve for one academic year.

The committee shall hear the allegation, following the hearing procedures outlined in Section III of this policy.

Hearing Guidelines

1. Those students/respondents entitled to a hearing shall be informed of the specific charges against them in writing by the committee chair at least five (5) days in advance.
2. A hearing panel shall consist of four (4) faculty members and two (2) students drawn from the committee by the chair. A faculty member serving on the panel and elected by the panel members shall serve as the president officer, but shall not vote.
3. Respondents may be accompanied and assisted by a representative. Representatives cannot take part in the hearing, but may advise the respondent.
4. The complainant shall be the referring faculty member who may be accompanied by the department chair, program coordinator, or other department official.
5. Hearings must be transcribed, at the expense of the department, to ensure sufficient review on appeal.
6. The hearing shall be under the control of the panel chair. Evidence and testimony that is immaterial or repetitive shall not be allowed.
7. Prospective witnesses, other than the complainant, respondent, and representatives, shall be excluded from the hearing during the testimony of other witnesses.
8. The complainant shall present evidence first, followed by the respondent who shall offer rebuttal. Evidence may be oral or written.
9. The respondent and complainant shall be accorded an opportunity to cross-examine witnesses who testify for the other party.
10. The burden of proof shall be upon the complainant who must establish the guilt of the respondent by a preponderance of the evidence.
11. Affidavits shall not be admitted into evidence unless signed by the affiant and witnessed by a notary public.
12. The final decision of the panel as to guilt or innocence shall be by simple majority vote.
13. A determination of guilt shall be followed by a supplementary proceeding in which either party may submit evidence or make statements concerning the appropriate sanction to be imposed. The disciplinary record of the respondent shall be made available for purposes of the supplementary proceeding. The final decision of the panel as to a penalty shall be by simple majority vote.
14. The sanctions specified by the panel are regarded as recommendations.
15. The recommendation of the committee is transmitted to the vice chancellor for academic affairs who accepts or rejects the penalty and informs the respondent of his/her decision. The decision of the vice chancellor, both as to guilt and degree of penalty, may be appealed to the chancellor; the decision of the chancellor may be appealed to the Board of Trustees. The decision of the Board of Trustees is final.

Roles and Responsibilities

Suggestions for Faculty and Staff

1. Educate students about academic offenses and penalties. For example, copying laboratory assignments constitutes a violation of this policy.
2. Outline expectations on the course syllabus for academic integrity.
3. Keep examinations in a secure location.
4. Carefully proctor examinations.
5. Implement methods for preventing plagiarism.
6. Verify faculty signatures on grade change forms.
7. Assign all grades in ink.

Applicability

This policy applies to all Winston-Salem State University students.

Compliance

Penalties

Any respondent who commits an act of academic dishonesty, including a first offense, shall be penalized based on the infractions by the following sanctions. These sanctions are intended to offer guidance to those responsible for recommending penalties. The direction is toward the imposition of more serious disciplinary measures in serious cases.

Reprimand: The respondent is reprimanded in writing by the dean, who warns the student of the seriousness of the infraction and the importance of maintaining academic integrity.

Reduction in Grade: The respondent may receive a reduced, but not failing, grade for either the academic exercise, the course, or both. The grade actually earned by the student shall be reduced by only one grade. This penalty must be accompanied by a reprimand to be included in the student’s file.

Failing Grade: The respondent may receive a grade of F for either the academic exercise or the course. When a grade of F is recommended for the course, a grade of F is automatically applied to the academic exercise. This penalty must be accompanied by a reprimand to be included in the student’s file.

Suspension: Suspension from the university for a period not to exceed one semester, or portion thereof (not including summer sessions), may be recommended by the panel. The minimal period of a recommended suspension shall be the remainder of the current semester. In all such cases, respondents shall be withdrawn administratively from the university and a W inserted on their transcripts next to each course in which they are enrolled. At the end of the suspension period, the respondent may return to the university under the provisions for returning students contained in the university catalog. This penalty shall be accompanied by a written reprimand to be included in the student’s file.

Expulsion: A recommendation from the panel for expulsion indicates that the respondent shall be withdrawn from the university. In instances of expulsion, the respondent may, after two semesters (not including summer sessions), apply for re-admittance through written correspondence to the vice chancellor for academic affairs who, after reviewing the record, shall act upon the request and inform the respondent of the decision. The decision of the vice chancellor for academic affairs may be appealed to the chancellor; the decision of the chancellor may be appealed to the Board of Trustees. The decision of the Board of Trustees is final.

Disciplinary records for any act of academic dishonesty are maintained indefinitely. These records are considered part of a student’s file and referred to when requests from prospective employers and educational institutions are made about the disciplinary records of respondents.

Responsible Division: Provost and Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Approved: October 17, 1992

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Advanced Placement

Winston-Salem State University participates in the Advanced Placement Program of the College Entrance Examination Board. Students who receive a score of 3 or higher on advanced placement tests may receive both credit and advanced placement. In addition, students may earn advanced credit through the International Baccalaureate (IB) program. Students who receive a score of 5 or higher on the IB exam may receive both credit and advanced placement. Also, college level courses taken in high school may be given credit after review by the appropriate department of the university, following the enrollment of the student.

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Auditing Classes

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.

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Change of Student 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.

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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

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College-Level Examination Program (CLEP)

The university recognizes that all learning does not take place in a classroom and has made provisions to evaluate such learning and award credit when appropriate. Winston-Salem State University participates in CLEP, a national program of credit-by-examination that offers students an opportunity to earn college credit by examination. CLEP offers two types of tests: General Examinations and Subject Examinations. University policies regarding CLEP are as follows:

1. WSSU does not award credit for General Examinations.
2. Students may earn a maximum of 36 SH of CLEP credit for subject examinations.
3. WSSU recognizes the right of each academic department to determine the maximum number of additional credits to be earned via challenging examinations.
4. Credit by examination cannot be used to meet the 30-hour residency requirement.
5. A CLEP score may not be used for course credit once a student has earned a grade in that particular course.

Course credit earned via CLEP is granted by the Office of the Registrar upon receipt of official CLEP scores. The document entitled “Credit-by-Examination for College-Level Examination Program” describes minimum acceptable scores and number of credit hours awarded. This information may be secured from the Adult Student Services Office at (336) 750-2505, which administers the CLEP.

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Course Loads

University Group Policy #302.1

Policy Statement

A normal load for a regular student baccalaureate degree-seeking is 15 semester hours (“SH”).

Full-time students are those who register for a minimum of 12 SH of credit in a given all or spring term; 6 SH for summer terms. Students may register for up to 18 SH in a fall or spring term or 6 SH in a summer term. Students with a cumulative grade point average of 3.0 or higher and/or the written permission of the dean may register for 19 – 21 SH in a fall or spring term or 7-12 SH for summer term. The maximum course load is 21 SH for fall or spring term and 12 SH for summer term. 

Students may not register at any other institution when in regular attendance at Winston-Salem State University 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.

Applicability

This policy is applicable to undergraduate students at Winston-Salem State University.

Responsible Division: Provost and Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Amended December 6, 2013
• Amended June 14, 2019

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Credit, Grades and Grade Points

University Group Policy #302.10

Policy Statement

The university academic calendar is organized on the semester basis. All credit is computed in terms of credit hours. A credit hour is the equivalent of prepared work for one hour per week for a semester. The student’s work in any course will be rated for quality by letters of the alphabet that correspond to grade points as noted in the following table. Plus and minus grades may be given to further distinguish the quality of the student’s work.

Guidelines

*The grade of I is assigned at the discretion of the instructor when a student who is otherwise passing has not, due to circumstances beyond her/his control, completed all the work in the course. The missing work must be completed by the deadline specified by the instructor, but no later than 12 months. If the grade of I is not removed by a signed change of grade form from the instructor during the specified time, a grade of F is automatically assigned by the registrar. Departments have a process to document the missing work and the computed grade with and without the completed work. This is to be filed with the department chair whenever a grade of I is given in case the instructor does not return to the campus the next semester.

Applicability

This policy applies to Winston-Salem State University students.

Responsible Division: Provost and Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Adopted: June 19, 2009
• Amended: June 21, 2013

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Credit for Service and for Educaion in the Armed Forces

The university recognizes for credit certain training and experience in the Armed Forces of the United States. The completion of military service in the Air Force, Army, Marine Corps or Navy, including basic or recruit training of more than one year’s duration is accepted for the general university requirement of three semester hours of credit in health and physical education upon presentation of evidence of honorable discharge or transfer to the Reserve component. College-level courses offered by accredited institutions and made available to military personnel through the Servicemen Opportunity College will be considered for transfer credit if a grade of C or better has been earned and if the courses are applicable to the student’s curriculum. A transcript must be sent to the Office of Admissions directly from the institution offering the course.

Re-admission after suspension or after an incomplete semester, whether caused by withdrawal or suspension, is not automatic. The re-admission process includes clearance by the divisions of Finance and Administration and Student Affairs. Nursing students must also consult the Dean of the School of Health Sciences.

Returning students on academic probation are required to report to the Counseling Center for academic counseling. The purpose of these sessions is to assist students in gaining full understanding of their academic standing as well as to determine the most effective means of clearing their probationary status. These requirements must be met and the appropriate forms must be signed before the Office of the Registrar can grant readmission.

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Good Academic Standing and Satisfactory Academic Progress Policy

University Group Policy #301.9

Policy Statement

All undergraduates in constituent institutions of The University of North Carolina system must earn and maintain a minimum cumulative GPA of 2.0 to be considered in GAS and making SAP, unless otherwise amended. WSSU students must minimally satisfactorily complete at least 67% of cumulative credit hours attempted. Grades of A, B, C, D, or P are considered satisfactory. All other grades such as F, W, or I are considered unsatisfactory.

Good Academic Standing (“GAS”) and Satisfactory Academic Progress (“SAP”) are determined by:

• term grade point average
• cumulative grade point average, and
• ratio of attempted to completed semester credit hours.

Guidelines

Probation and Suspension

Academic warning and probation are the conditions that allow students to continue their enrollment at Winston-Salem State University after failing to meet or maintain GAS or make SAP as calculated at the end of each semester, at the end of each summer session, or, for Competency Based Education programs, at the end of each term.

Academic Warning

Failure to remain in good academic standing (GAS) will automatically place students on Academic Warning for the following semester. Students will be notified by the Registrar of their status at the end of the semester once grades are posted by the faculty. Students need not appeal their status as they will be allowed to continue for one semester on Warning. In the Warning semester, students must improve their cumulative GPA and academic progress. If students improve the GPA and completion rate during the Warning semester and still do not meet the overall GPA requirement of 2.0 or the cumulative completion requirement of 67%, they can continue for an additional semester in Academic Warning upon the advice of an Academic Success Counselor (ASC). Students who fail to meet the semester 2.0 or the 67% completion rate while in the second semester of Academic Warning will be placed on Academic Probation.

Academic Probation

Failure to be in GAS and meet the terms of Academic Warning, automatically place students on Academic Probation for the following semester. Students placed on academic probation and those for whom current suspensions were rescinded are required to meet with their respective ASC s to:

• Create an Academic Plan for Success contract before the beginning of the next term.
• Determine the necessary mix of courses needed, including any that may need to be repeated Determine which courses, if any need to be repeated.
• Satisfactorily complete 67% of the courses for which they are registered.
• Develop a regular schedule to receive one-on-one guidance and support.

A student may stay on Academic Probation for a maximum of two consecutive semesters. A student must attend Winston-Salem State University to remove the condition of Academic Probation. Therefore, transfer credit cannot be used to clear a probationary status. Students should refer to the progression policies in their disciplines, especially in the Health Sciences, and ROTC participants should contact the Military Science Program for additional rules that may apply to them.

Academic Suspension

Failure to meet the required GPA or make SAP after two consecutive semesters of Academic Probation will result in Academic Suspension from WSSU for a period of two regular term semesters (Fall/Spring or Spring/Fall). Suspension will also result if a student receives a grade of F in all courses attempted in a semester beyond the first semester at the university.

Students who have been suspended may appeal through the Suspension Appeal process. A student who has been suspended may take courses during the summer session at WSSU in order to improve the GPA. A student cannot use transfer credit, however, to clear the suspension. After completing the suspension period, a student may reapply for admission. If the student is readmitted and continues with a GPA below that which qualifies for good academic standing, then the student is considered to be on Academic Probation and again has two semesters to address the GPA. Students placed on academic suspension for a second time will be suspended for a period of three (3) consecutive academic years. After the three year suspension, the suspended student may apply for readmission and may be eligible to benefit from the Academic Forgiveness Policy.

Applicability

This policy applies to all students at Winston-Salem State University that receive financial aid.

Compliance

Suspension Appeal

Students have the right to appeal grades under the Grade Appeal Policy. Students, who feel that they have extenuating circumstances that have negatively affected their ability to make SAP and who have been suspended, can appeal the academic suspension to the Satisfactory Academic Progress Suspension Appeals Committee

Responsible Division: Provost & Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Adopted: March 20, 2009
• Amended: December 6, 2013
• Amended: September 19, 2014
• Amended: December 11, 2015
• Amended: June 9, 2017

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International Baccalaureate Credit Policy

Winston-Salem State University endorses the International Baccalaureate (IB) Program and awards credit for IB Higher Level scores in the following subjects:

Biology (Higher Level) - A score of 5 will earn credit for BIO 1301 (3 hours); a score of 6 or 7 will earn credit for BIO 1301 (3 hours) and BIO 1312 (3 hours).

Chemistry (Higher Level) - A score of 5, 6, or 7 will earn credit for CHE 2311 (3 hours) and CHE 2111 (1 hour) and for CHE 2312 (3 hours) and CHE 2112 (1 hour).

Computer Science (Higher Level) - A score of 5, 6, or 7 will earn credit for CSC 1306 (3 hours).

Economics (Higher Level) - A score of 5, 6, or 7 will earn credit for ECO 2311 (3 hours) and ECO 2312 (3 hours).

English (Higher Level) - A score of 5 will earn credit for ENG 1301 (3 hours); a score of 6 or 7 will earn credit for EN G 1301 (3 hours) and EN G 1302 (3 hours).

French (Higher Level) - A score of 5 will earn credit for EN G 1301 (3 hours); a score of 6 or 7 will earn credit for FRE 2311 (3 hours) and FRE 2312 (3 hours).

Geography (Higher Level) - A score of 5, 6, or 7 will earn credit for GEO 2311 (3 hours).

History of the Americas (Higher Level) - A score of 5, 6, or 7 will earn credit for HIS 2306 (3 hours) and HIS 2307 (3 hours).

Mathematics (Higher Level) - A score of 5 will earn credit for MAT 2410 (4 hours); a score of 6 or 7 will earn credit for MAT 2410 (4 hours) and MAT 2411 (4 hours).

Philosophy (Higher Level) - A score of 5, 6, or 7 will earn credit for PHI 2301 (3 hours).

Physics (Higher Level) - A score of 5, 6, or 7 will earn credit for PHY 2321 (3 hours) and PHY 2121 (1 hour) and for PHY 2322 (3 hours) and PHY 2122 (1 hour).

Psychology (Higher Level) - A score of 5, 6, or 7 will earn credit for PSY 2301 (3 hours).

Spanish (Higher Level) - A score of 5 will earn credit for SPA 2311; a score of 6 or 7 will earn credit for SPA 2311 (3 hours) and SPA 2312 (3 hours).

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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.

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Registration

University Group Policy #301.7

Policy Statement

Registration dates are listed on the academic calendar posted on the university’s web site. All students must register at the appropriate time before the beginning of each semester whether they were in attendance the preceding semester or not.

Guidelines

Changes in Registration (Course Adjustment Period or Drop/Add)

Courses of study should be carefully planned under the guidance of the academic advisor so that changes in registration will not be necessary. A student may add and drop courses from his/her schedule until the end of the Change of Registration period which occurs at the beginning of each semester. The Change of Registration Period for each semester is the first ten (10) class days of a fall or spring term, the first three (3) days of a five (5)-week summer session, and the first (7) seven days of a twelve (12)-week Competency Based Education term. The dates appear on the academic calendar. 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 and count as Attempted Hours. No student will receive credit for any course or courses for which he/she has not properly registered and paid.

Late Registration

Enrolled students who do not register during the designated registration periods for Fall and Spring will be charged a non-refundable Late Registration Fee (see Tuition and Fees webpage for current amount). The fee will be charged to continuing students who initially register or reregister due to non-payment during the Change of Registration period.

 Students who register and classes are purged due to non-payment will also be charged a nonrefundable late fee.

Applicability

This policy is applicable to Winston-Salem State University students including those whose schedules include courses that will not begin until mid-semester (blocked courses).

Compliance

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

Responsible Division: Provost & Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Adopted: December 6, 2013
• Amended: June 9, 2017

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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.

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Release of Student Information

University Group Policy #200.13

Policy Statement

This policy establishes guidelines for Winston-Salem State University (WSSU) on access to and confidentiality of student records. It has been developed in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA), also known as the Buckley Amendment.

Guidelines

Access to Student Education Records

An educational record is defined as any record (written, taped, filmed, printed, or otherwise preserved) that is maintained by WSSU or by an agent or employee of the University that is directly related to a student except:

1. Records created and maintained by the University Police strictly for law enforcement purposes.
2. A record kept in the sole possession of a University employee who is the maker of the record and is not accessible or revealed to other persons except for a temporary substitute for the maker of the record.
3. An employment record of an individual whose employment is not contingent on the fact that the individual is a student, provided the record is used only in relation to the employment of the individual.
4. Records made or maintained by a physician, psychiatrist, psychologist, or other recognized health professional/paraprofessional if the records are used only for the treatment of a student and are made available only to those persons providing the treatment.
5. Alumni records which contain information about a student after the student is no longer in attendance at the University and which do not relate to the person as a student.

Except as set out in the paragraph below, educational records are available only to the student if over age 18, to a parent to whom the student has given written consent for the parent to review the student’s record; or to a parent or guardian, or an individual acting as a parent or guardian of a student who is a dependent child as defined in Section 152 of the Internal Revenue Code of 1954 as amended in the most recently ended tax year.

In addition to persons or entities otherwise identified in this policy, education records

1. University officials with legitimate educational interest in the records including:
   1. A person employed by the University in an administrative, supervisory, academic, research, or support staff position performing task that include but are not limited to: processing disciplinary charges, providing health care services, counseling services, job placement, financial aid or otherwise performing a task related to the student’s education.
   2. A member of the University Board of Trustees in connection with student appeals.
   3. A person employed by or under contract to the University to perform special administrative or professional task.
2. To accrediting organizations to carry out their functions.
3. To comply with a judicial order or a lawfully issued subpoena with notice to the student of intent to comply.
4. To appropriate parties in a health or safety emergency.
5. To state and federal educational authorities, in connection with state or federally supported education programs.

Inspection of Education Records

Students may inspect and review their education records upon written request to the appropriate record custodians. Forms for requesting education records and the name and location of custodians of the records can be obtained from the office of the Registrar and the office of Academic Affairs.

Qualified parents may inspect a student’s record if the student has given written consent which is provided by the student to the appropriate custodian of the record, or by submitting a copy of the 1040 income tax form filed with IRS for the most recently ended tax year showing that the student is claimed as a dependent as defined in Section 152 of the Internal Revenue Code of 1954 or any amendments.

The custodian of the record will make the arrangements for access and shall notify the student or qualified parent of the time and location where the records may be inspected. If a record contains information about more than one student, only those records that relate to the student may be reviewed.

WSSU will maintain a record of all requests for and/or disclosure of information from a student’s education records. The record will indicate the name of the party making the request, any additional party to whom it may be redisclosed, and the legitimate interest the party had in requesting or obtaining the information. These records may be reviewed by a qualified parent or the student.

Transcripts are released only with a written request from the student and if there is no financial indebtedness to the university.

Education records requested by officials of other institutions where a student intends to enroll may be forwarded upon the student’s written consent. The student is not notified of the release of the information.

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.

Refusal to Provide Access

The University reserves the right to deny access to students or qualified parents to the financial statement of the parent, letters and statements of recommendation for which the student has waived the right of access and any records excluded from the Family Educational Rights and Privacy Act and that do not fall within the definition of public records under Chapter 132 of the North Carolina General Statutes.

Fees for Copies of Records

WSSU charges a fee of $0.50 per page for copied records

Correction of Education Records

Students have the right to ask to have records corrected that they believe are inaccurate, misleading or in violation of their privacy rights. Request to correct education records should be submitted in writing to the custodian of the record and shall identify that portion of the record the student believes to be inaccurate, misleading, or in violation of the student’s privacy or other rights.

The Custodian of the record shall notify the student in writing of compliance with or denial of the request. If the student’s request is denied in whole or in part, the custodian will notify the student of the right to a hearing.

A student shall address a request for a hearing to the custodian in writing. It shall be the responsibility of the custodian to notify the appropriate Vice Chancellor for appointment of a hearing officer and the scheduling of a hearing date and location. The custodian shall notify the student of the date and time of the hearing and the name of the hearing officer. Unless the request for correction of a record relates to a disciplinary record, the Coordinator of Judicial Affairs or some other disinterested person may be appointed hearing officer.

The hearing officer will make a decision based solely on evidence and testimony presented at the hearing and shall issue a written decision which includes a summary of the evidence and testimony presented.

If the hearing officer denies the student’s request for correction, the hearing officer shall advise the student of the right to place a statement in the student’s record commenting on the reason for the student’s dispute of the record. The statement will remain a part of the student’s education record as long as the disputed record remains.

If the hearing officer decides that the information objected to is inaccurate, misleading or in violation of the student’s right of privacy, the custodian of the record will amend the record and notify the student, in writing that the record has been amended.

Either the student or the custodian has a right of appeal of a hearing decision to the Vice Chancellor in authority over the office where the contested record is being kept.

Confidentiality of Student Records

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, local address, local landline telephone number, date and place of birth, major field of study, dates of attendance, degrees conferred, honors, the most recent previous educational institution attended, participation in officially recognized sports and activities, and height and weight of members of athletic teams.

Under the Family Educational Rights and Privacy Act, a student has the right to request that directory information not be disclosed as long as the student is enrolled in the University.

Any student desiring to have their directory information withheld should submit a written request to the Registrar’s office. Forms for requesting non-disclosure as well as for the access provisions of FERPA can be acquired from the Registrar’s office.

Request for non-disclosure must be submitted annually, shall be made at the beginning of the fall semester and will be valid throughout the academic year.

Annual Notification

WSSU students and applicants for admission will be notified of their Family Education Rights annually through the Student Handbook, WSSU graduate and undergraduate bulletins, and admissions packages.

Applicability

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

Responsible Division: Provost and Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Adopted: March 19, 2001
• Amended: March 20, 2009

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Repetition of Course for Grade Replacement

University Group Policy #200.18

Policy Statement

Courses taken at Winston-Salem State University may be repeated only twice. A course therefore may only 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.

Guidelines

Only courses in which a grade of C- or less was 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. Students are only allowed to replace grades in a maximum of four courses or 16 semester hours as an undergraduate. All attempts at a course count towards Satisfactory Academic Progress and the tuition surcharge.

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.

Applicability

This policy applies to Winston-Salem State University students.

Responsible Division: Provost and Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Amended: September 19, 2014

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Proficiency Examinations

Credit may be given to students registered in the university on the basis of examinations taken prior to or after admission to the university. The level of achievement, which must be demonstrated by the student on these examinations in order to receive examination credit, shall be determined by the department in which the course for credit is taught. No grade points are allowed for courses in which credit by examination is given. The credit shall be assigned only upon the authorization of the head of the department in which the student is registered. All students must meet program requirements.

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Senior Citizens

Residents of North Carolina who are 65 or older and who meet appropriate admission requirements may enroll tuition-free on a space-available basis. The availability of class space cannot be determined until after registration. A valid driver’s license or birth certificate is required as proof of age. NOTE: Students are responsible for other applicable fees.

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Withdrawal Policy

University Group Policy #302.8

Policy Statement

Students may find it necessary to withdraw from courses or the university after the university’s change of registration period (Registration/Add/Drop) each semester. A student may terminate enrollment in a course but continue enrollment in other courses within the timeframes outlined in the University Calendar.

Guidelines

Course Withdrawal

Students are expected to complete all the courses for which they are registered at the close of the Change in Registration period (10th university class day in regular term or 3rd day of a 5-week summer session). These courses must be recorded on a student’s official transcript and receive a grade that is used in the calculation of a GPA, count as attempted hours, count toward the tuition surcharge calculation, and conform to all financial aid and Satisfactory Academic Progress rules unless withdrawal is permitted under conditions described below.

Course withdrawal with extenuating circumstances

Withdrawal for extenuating circumstances requires that:

1. a “WE” be recorded on the transcript
2. the course(s) count as attempted hours
3. the course(s) not count in tuition surcharge calculations (see Policy Manual 1000.1.5[G])
4. the course(s) not count in GPA calculation
5. the course(s) is(are) subject to all financial aid and SAP rules and calculations.

A student may petition the appropriate dean in writing (including appropriate supporting documentation) for a “WE” (Withdrawal with Extenuating Circumstances) if there are extenuating circumstances which prevent the student from continuing enrollment (health, medical, legal or administrative reasons).

The “WE” grade will be assigned for courses if the following conditions are met:

1. The dean approves of the petition because it is for extenuating circumstances, and
2. The student is deemed to be passing at the time of the withdrawal by the course instructor and thus is not using the petition to avoid a failing grade.

The dean must notify the student within 10 business days of the decision. Student can appeal a d decision of the dean by appealing to the provost in writing within 10 business days of receiving a response from the dean. The provost must respond within 10 business days. The decision of the provost is final. All correspondence will be sent to the student’s permanent address that is on file with the Registrar.

Course withdrawals without extenuating circumstances

1. After the initial change of registration period students may withdraw from one or more courses without meeting the standards for withdrawals for extenuating circumstances up to 45 course days into the semester. Up to four courses is the maximum number of withdrawals without extenuating circumstances permitted over the course of a student’s undergraduate degree or degrees. No student may withdraw after the official withdrawal period unless there are extenuating circumstances. Once the withdrawal period is passed, students will be given the earned grade for the course.
2. Withdrawal without extenuating circumstances requires that:
   • a “W” be recorded on the transcript
   • the course(s) count as attempted hours
   • the course(s) count in surcharge calculations
   • the course(s) is(are) subject to all financial aid and SAP rules and calculations

Students should also understand that:

• Withdrawal from classes may affect full-time status and thus financial aid and certain privileges.
• The W grade does not affect the Grade Point Average but will remain on the transcript as an indication of students’ academic behavior. All courses students attempt are counted as attempted hours and affect calculations of Satisfactory Academic Progress for Academic Standing and Financial Aid.
• Students who stop attending class and do not complete the withdrawal process will be held accountable for all course work and will receive the earned grade at the end of the semester. Thus, a student who stops attending class but who fails to withdraw may earn a grade of “F”.
• Students are responsible for addressing all financial obligations incurred during their enrollment, whether owed to the university, the federal government, or a lender.
• A student should talk with the academic advisor or chairperson before initiating a withdrawal action to make sure that they understand the consequences.

University Withdrawal

A student may officially withdraw from the university without academic penalty until the end of the ninth week of 45th day class of a fall or spring semester; the 12th day of a summer school session; or the 21st day of an eight week block (see Academic Calendar for specific date each term). The student will receive a grade of “W” for each course in which they were enrolled. Students who find they need to withdraw from the university must submit a signed request to the Registrar.

The withdrawal becomes effective on the date that the Registrar receives the request to withdraw. A student enrolled in only one course must withdraw officially from the university to withdraw from the course.

Unless the university withdrawal was approved for extenuating circumstances the courses in which the student was enrolled at the time of the withdrawal will count towards the four withdrawals permitted over the course of a student’s undergraduate degree or degrees.

Applicability

This policy is applicable to undergraduate students at Winston-Salem State University.

Responsible Division: Provost and Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Adopted June 19, 2009
• Amended December 6, 2013

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Administrative Withdrawal

University Group Policy #301.2

Policy Statement

Students are expected to attend all classes for which they are appropriately registered (see Class Attendance Policy). The purpose of this policy is to give academic administrators a way to remove students from classes that they are not attending or for which they do not have the appropriate prerequisites or to withdraw students from classes that they are not attending during the change of registration period. Administrative withdrawals may affect students’ status as fulltime students and thus affect financial aid status, campus housing, student fees, student athlete status, etc.

Guidelines

Department chairs and deans may initiate an administrative withdrawal of a student from classes based on the following criteria:

• For face-to-face classes - the student has not attended class nor made contact with the instructor or department chair to explain the absence by the end of the first day the class meets or the student misses two consecutive classes and has not made contact with the instructor or department chair to explain the absence;
• For a technology-delivered course - the student has not engaged the course material or made contact with the instructor to explain the absence by first due date for materials or correspondence which should be during the first six days of the change of registration period;
• The student has not met course prerequisites, co-requisites, or registration restrictions;
• The student never attended class or stopped attending (two weeks consecutive absence) and will not respond to the instructor’s inquiries about returning to the class. The department chair or dean will electronically notify the student that they are being withdrawn from the class and then follow the required procedures to notify the Registrar. The Registrar will electronically notify the student when the withdrawal has been completed.
• For Competency Based Education programs – the student has not engaged with course material for fourteen consecutive days and has not made contact with the Student Mentor and/or Course Mentor faculty.

 If an Administrative Withdrawal occurs after the change of registration period, then a grade of W will be recorded for the course in accordance with the Undergraduate Withdrawal Policy.

Withdrawal following Conduct Suspension

 In the event that a student is suspended due to conduct, he or she may be administratively withdrawn ten (10) calendar days after notification of suspension if no appeal is submitted. If an appeal is submitted, an additional thirty (30) calendar days will be granted from the date of submission before an administrative withdrawal decision is rendered. If the appeal is denied, the student may be administratively withdrawn at the university’s discretion.

Applicability

This policy to all Winston-Salem State University students.

Compliance

Appeals

 Students who have been administratively withdrawn from classes have the right to appeal the withdrawal under the following circumstances:

1. for failure to attend or notify the instructor and have evidence that they in fact were attending classes or;
2. contacted the instructor or department chair to notify them of an absence (dated email will suffice) or;
3. because they were so incapacitated by illness or injury as to not be able to contact the university; or
4. for not having the appropriate prerequisites;

Responsible Division: Provost & Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Adopted: June 19, 2009
• Amended: December 11, 2015
• Amended: June 9, 2017

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Grade Appeal Policy

University Group Policy #302.3

Policy Statement

The purpose of the grade appeal process is to provide a mechanism for student appeal of a final course grade that was given for impermissible or arbitrary reasons. Students who believe their final course grade was determined by a standard different from the standard used for other students in their class will be able to file a grade appeal. The grade appeal policy only applies to the appeal of a final course grade and not individual graded assignments. Grades that were given as a result of alleged violations of the student academic integrity policy cannot be appealed under the grade appeal policy. Appeal of decision under the academic integrity policy should be made according to the provisions of that policy. The appeal of grades that were given as a result of charges of sexual harassment should be filed with the Sexual Harassment Committee.

There shall be one policy for the appeal of a final course grade. All undergraduate students will follow this policy when appealing a final course grade. However, students in the School of Health Sciences and in other professional programs may appeal other academic concerns (program dismissals, dismissals from clinicals, etc.) using established guidelines outlined in their divisional/departmental handbooks.

Definitions

• Whenever business day is used in this document, it shall mean any day except Saturday, Sunday, or an institutional holiday.
• In computing any period of time, the day in which notice is received is not counted but the last day of the period being computed is to be counted.
• The delivery method may include: certified mail, registered mail, commercial service, personal delivery service, or hand-delivery by an employee or the student or his/her representative that obtains a signature.

Guidelines

Impermissible Grounds for Grading

Impermissible or arbitrary grounds for assigning a grade are:

1. The final course grade was assigned in a manner not consistent with the standards and procedures stated in Responsibility of Faculty and Students section A and III; or
2. The final course grade was based upon the student’s race, color, religion, national origin, age, sex, disability, veteran status or sexual orientation; or
3. The final course grade was assigned because of personal malice towards the student;
4. The final course grade was the result of an error in calculating or recording grades.

Individual graded assignments that contribute to a final course grade are not subject to appeal unless it can be established that the grade for the individual assignment was given for one of the four impermissible reasons cited above, and resulted in an unfair final grade.

Finality of Appeal

There shall be no further appeal from the decision of the grade appeal committee except for procedural errors as indicated in Appeal of Hearing Panel Decision. No appeals from these decisions are allowable to the president or to the Board of Governors (The Code, Appendix I, p. 43).

Representation of Parties

No attorney shall be allowed to appear in any meeting or hearing under this policy. A student may have a non-legal advisor in the hearing before the hearing panel.

Confirmation of Receipt of Notice.

Any notice required by this policy to be responded to following receipt shall be delivered to the party with a requirement of response within a specified time by any means that documents actual receipt of the notice by the person to whom it is addressed.

See Related Resources (below) for full Undergraduate Grade Appeal policy.

Roles and Responsibilities

Responsibility of Faculty and Students

Faculty Responsibility. The faculty sets the evaluation standards for the courses they teach and use these standards in determining the grades on individual assignments and final course grades. Faculty members are responsible for including information in their course syllabi about all course requirements, all assignments/activities that will be graded and the method that will be used to evaluate each assignment, and the grading scale that will be used to determine the final grade. The course syllabi should be distributed to each student enrolled in a class. In the event that the faculty member decides to make changes in the course requirements and in methods and standards for evaluating a particular course, this information shall be shared in writing or orally with all students in the class prior to making an assignment. Faculty members are responsible for using previously established standards to grade all course assignments regardless of a student’s race, color, creed, national origin, sex, age, sexual orientation, disability, veteran status, or other personal characteristics. Faculty members are obligated to meet with students regarding contested grades and to explain how the grades were determined.

Student Responsibility. The student is responsible for discussing any graded assignments that he/she believes were given due to error, or for impermissible or arbitrary reasons with the faculty member during the semester the grade is given. Students are responsible for being aware of all university policies regarding academic integrity issues as published in the undergraduate catalog and codes of conduct in the Student Handbook.

Applicability

This policy is applicable to undergraduate students at Winston-Salem State University.

Compliance

Compliance with Timelines

The intent of this policy is to resolve all grade appeals in the semester immediately following the semester in which the grade was given. Failure by the student to comply with any of the scheduled timelines without justifiable excuse shall result in forfeiture of the right of appeal and dismissal of the appeal. A student may appeal to the next level of appeal if there is failure without justifiable excuse of any other person in the appeal process to comply with scheduled timelines. The presentation of an excuse shall be made to the appropriate dean of the school or college to which the appeal is filed.

Responsible Division: Provost and Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Approved by the Academic Standards and Curriculum Committee January 7, 2004
• Approved by Cabinet March 29, 2004
• Approved June 18, 2010

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Class Attendance and Absence Policy

University Group Policy #301.12

Policy Statement

Absences

1. The attendance record begins with the first meeting of the class, and students who register during the add/drop period are responsible for missed work.
2. The instructor of the class is the ultimate authority for determining whether an absence from class or academic activity is excused or unexcused except in the case where the absence has occurred due to a university sponsored activity approved by the Office of the Provost. Students should contact their instructors before an anticipated absence or as soon as possible when a class is missed. Instructors will require documentation supporting the reason for any absence. Students are responsible for work missed during an excused absence.
3. Emergencies involving extended absences from class should be communicated to the academic advisor or department chair who will work with the registrar to notify the student’s faculty. The advisor should also work with the student to make a decision about course withdrawal or withdrawal from the university.
4. The attendance requirements and allowances to make up missed work should be clearly delineated in the course syllabus, including any impact absences will have on grades.
5. Even when an instructor excuses a student’s absence, or when the student is absent because of participation in a university approved activity, the student is responsible for all material and assignments missed due to the absence.
6. Students who are absent for a two-week period or longer may be subject to the university’s Administrative Withdrawal Policy.
7. In accordance with the Religious Accommodation Policy, as it may be amended from time to time, students may request and be granted up to two excused absences each academic year for religious observances required by the faith of each student. The student must provide written notice of the request for an excused absence to each faculty member prior to the religious observance. As with any excused absence, the student shall have the opportunity to make up any work or assessments missed because of the absence. Students are not excused from their responsibilities for the course.

Roles and Responsibilities

Class Attendance

Student Responsibilities

1. Students are required to attend class, whether face to face or virtually, and complete assignments as set forth in the class syllabus.
2. Students are responsible for checking their registration status and should print a hard copy for their records after the change of registration (add/drop) period is completed. Students who are not officially enrolled (includes payment or arrangement for payment) at the end of the add/drop period will not be eligible to receive a grade for the class.
3. Students are responsible for contacting appropriate faculty and staff in the event that attendance will not be possible for a prolonged period of time. In the event of such extenuating circumstances, students should work with instructors to ensure successful completion of assignments.

Faculty Responsibilities

1. Faculty members are required to monitor attendance.
2. During the change of registration period, faculty members should alert students if they do not appear on the official roll and require the students to complete the registration process.
3. At the end of the change of registration period, faculty members should alert the Office of the Registrar about students whose names appear on the roll but never attended class.
   At the mid-term and final grading periods, faculty members are to notify the registrar of students who stop attending class by entering the date of the last day the student attended class on the grade roster.
4. Throughout the fall and spring semesters, faculty members should use the university’s defined alert system to notify staff in the event that a student has missed two consecutive calendar weeks of class without communication.

Applicability

The policy is applicable to all Winston-Salem State University students.

Compliance

Students who have not attended class or made contact with the instructor to explain the absence by the end of the first day the class meets or the first assessment (technology delivered classes only) may be administratively dropped from the course in accordance with the Administrative Withdrawal Policy.

Responsible Division: Provost and Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Adopted: June 19, 2009
• Amended: August 23, 2010
• Amended: December 11, 2015

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Academic Forgiveness Policy

University Group Policy #200.1

Policy Statement

Academic Forgiveness is the process by which previously enrolled students may seek to remove the negative impact of unsatisfactory grades previously earned at Winston-Salem State University. Academic Forgiveness is granted only once, and may be requested by students returning to WSSU after an absence of three (3) or more consecutive calendar years. Students applying for Academic Forgiveness are required to meet with an advisor in their college/school to demonstrate full understanding of this policy and to develop a plan for academic improvement.

Guidelines

To be eligible for Academic Forgiveness, a student must:

1. Be readmitted to the University after an absence of at least (3) consecutive calendar years.
2. Have attempted at least 12 letter-graded semester hours since re-admission (pass/fail or audited courses are excluded). Attempted hours include all courses that contribute to the GPA, including those for which the student received credit by earning grades of A, B, C, or D or for which the student did not receive credit due to grades of F, W or I.
3. Have earned at least a 2.3 grade-point average in all courses attempted since readmission.
4. Request Academic Forgiveness in writing from the Office of the Registrar. This request must be submitted prior to the end of the semester immediately following the semester in which the 12 letter-graded semester hours have been attempted.
   1. After the student requests Academic Forgiveness and after eligibility is verified, the following adjustments are made to the student’s academic record:
      1. All grades earned at WSSU prior to re-entry are excluded from the calculation of the GPA (i.e., “forgiven”).
      2. Credit hours earned for courses prior to re-entry with the grade of at least “P” or “C” are retained.
      3. Credit hours earned for courses prior to re-entry with a grade of “D” are not retained.
      4. Each grade that is subject to this policy will remain on the official transcript, but will be noted as “forgiven.”
   2. All grades, including those that have been forgiven, will not be allowed to qualify students for eligibility membership in honor societies and graduation with honors.
   3. Students are not eligible for GPA improvements under the Course Repeat Policy after Academic Forgiveness has been applied.
   4. A student who has been granted Academic Forgiveness must earn a minimum of 30 credit hours from the point of re-admission to be eligible to receive a baccalaureate degree.
   5. Any academic probations, suspensions, or dismissals from forgiven semesters will not be forgiven. They will count when the Unsatisfactory Academic Progress Policy is applied to the student’s record after re-admission.
   6. The conditions of the Academic Forgiveness Policy cannot be appealed

Applicability

This policy applies to previously enrolled Winston-Salem State University students.

Responsible Division: Provost and Vice Chancellor for Academic Affairs

Authority: Board of Trustees

History:

• Adopted: December 6, 2013