Jan 31, 2023  
2022-2023 Supplemental Graduate Catalog 
    
2022-2023 Supplemental Graduate Catalog

Graduate Program Policies


See the following for academic policies for professional programs:

Academic Integrity Policy Graduate Programs:  Grade Appeal Policy
Administrative Withdrawal Policy Involuntary Medical Withdrawal Policy
Athletic Drug Education Testing and Deterrence Program

Involvement of Students and Employees as Research Subjects Policy

Certificate Programs Policy Leave of Absence from Graduate Study
Continuous Registration for Thesis/Projects Policy Official Method of Communication Policy
Course Load and Course of Study Policy Patent Policy
Copyright Use and Ownership Policy Posthumously Awarding Degrees Policy
Credit by Examination Policy Reading Period Policy
Degree Time Limit for Graduate Students Readmission Policy for Graduate Students
Denial of Enrollment Policy Registration Policy
Extension of Time Policy Release of Student Information and Education Records Policy
Grading System for Graduate Programs Research Misconduct Policy
Graduate Advisors Policy Satisfactory Academic Progress for Continued Financial Aid Policy
Graduate Attendance Policy Selected Topic Courses Policy
Graduate Course Audit Policy Standards for Scholarship Policy
Graduate Course Substitutions and Waivers Policy Student Code of Conduct
Graduate Degree Requirements Policy Student Refund
Graduate Independent Study Policy Visitors in the Classroom
Graduate Suspension and Dismissal Policy  
Graduate Thesis & Dissertation Policy  
Graduate Transfer Credits Policy  

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Academic Integrity Policy

University Group Policy #301.1

I.  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.

II.     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.

III.    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.

IV.    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.

V.     Applicability

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

VI.    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.

Leave of Absence from Graduate Study 

University Group Policy #303.1

I.  Policy Statement

This policy is to identify whether or not a formal leave of absence for graduate students is permissible, the conditions for which a student may be granted a leave of absence, and directs students who are seeking information about requesting formal University recognition of a leave of absence from graduate study.

II.    Guidelines

Graduate students may request a leave of absence from Winston-Salem State University one semester in a calendar year (fall, spring, or summer) and maintain continuous status. The request must not exceed two consecutive academic semesters. The maximum amount of leave permitted per graduate program is four semesters. Leaves of absence may be granted for a variety of reasons including, but not limited to, extracurricular educational activities, illness, study-abroad opportunities, and other personal circumstances. Students should submit requests for a leave of absence in writing to their Graduate Program Coordinator, who will forward the request to The Graduate School along with the department’s recommendation. All requests for leaves of absence will be considered on an individual basis by The Graduate School. Time devoted to a leave of absence will typically count toward the authorized time limit for completion of degree requirements at Winston-Salem State University. Students with special circumstances should consult with the Graduate Program Coordinator to discuss options available for revising the time frame needed to complete their plan of study. Maternity, paternity or military obligations do not count towards the six-year time limit for degree completion.

Students who are absent for one or more semesters or required summer session(s) without an approved leave of absence must apply for readmission through The Graduate School, after receiving the recommendation of the Graduate Program Coordinator and the Admissions Committee. Students in planned summer-only programs of study should maintain annual summer session patterns of enrollment and course completion throughout the program of study for the degree. A leave of absence does not extend the maximum time permitted for the completion of degree requirements, and a leave cannot be taken while students are on extension of the six-year time limit.

III.     Applicability

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

Administrative Withdrawal Policy 

University Group Policy #301.2

I.  Policy Statement

Students are expected to attend all classes for which they are appropriately registered (see Class Attendance Policy). This policy affords academic administrators and faculty a mechanism to withdraw students who are not attending class regularly or who have not met necessary prerequisites from courses during the change of registration period. Because administrative withdrawals may affect students’ status as full-time students and may impact their financial aid status, campus housing, student fees, student athlete status, and so forth, university administrators should engage students in conversation about the administrative withdrawal before executing the process when practicable.

II.    Guidelines

Department chairs and deans may initiate an administrative withdrawal of a student from classes during the change of registration period at the onset of an academic term based on the following criteria:

  • For face-to-face classes: The student has not attended class nor contacted the instructor or department chair to explain the absence during the eight-day registration period.
  • For virtual or online courses: The student has not engaged the course material or contacted the instructor during the eight-day registration period.
  • For courses with pre-requisites or co-requisites: The student has not met course prerequisites, co-requisites, or registration restrictions.
  • For courses during the summer sessions: The student has not attended class (face-to-face course), has not engaged with course material in a virtual course, or the student does not respond to instructor or administrator inquiries during the initial 48 hours.

No Administrative Withdrawal will occur after the registration period ends. Students who do not meet course expectations after the registration period concludes are subject to course grading policies in accordance with the Grades and Grade Point policy. Students who seek withdrawal from a course must do so in accordance with the Undergraduate Withdrawal Policy.

III.     Applicability

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

Athletic Drug Education Testing and

Deterrence Program 

University Group Policy #301.4

I.  Policy Statement

The improper use of drugs is a matter of deep concern within our society and is particularly a focus of attention and importance at Winston-Salem State University (WSSU). Many lives are being damaged and in some cases, destroyed by drug use. In addition, the criminal behavior occurring simultaneously with such usage has reverberating consequences that damage and devastate family, colleagues and friends.

Of particular concern is drug use by student athletes. They are often subject to performance, social and personal pressures that may make them vulnerable victims of this dangerous activity. Particularly because they are involved in complex and demanding social activity, drug usage for them is a peril that must be avoided.

For these reasons, WSSU is committed and determined to help student athletes avoid these hazards and consequences. We establish here then a policy on drug education, testing and deterrence designed specifically for student athletes. It is based on the four purposes listed in II below and is structured on the four goals listed in III below. Finally, its efficacy is grounded in the mandate specified in IV below.

To meet these purposes, goals and mandate, the components are listed in V, with the descriptions of these components outlined in the following sections.                                                                       

II.    Guidelines

Purpose of the Programs

Backed by our intention to deter the use of illegal drugs and the abuse of prescription drugs, there are four benchmark reasons for establishing this drug education and testing program.

  A.  Preservation and Enhancement of an Athlete’s Health

       Many drugs, when used in conjunction with athletic activities or physical conditioning programs pose serious risks to the health of the athlete. Periodic or sustained illness, temporary or permanent               injury and even death can be caused by such drug usage.

  B.  Preservation of the Health of Other Athletes and Members of the WSSU Community

       Drug usage by an athlete can cause physical and mental damage to the athlete which may endanger other persons in contact with the drug user. These other individuals include but are not limited to           team members, residence hall neighbors, and faculty and staff in contact with the athlete.

        The health and safety of these other persons are important concerns of WSSU.

  C.  Avoidance of Unfair Advantage

       The use of certain drugs may temporarily or permanently improve some types of athletic performance and thereby create an unfair competitive advantage for the athlete using them. Such uses of               drugs violate the basic principles of sportsmanship as well as the rules of this institution and the rules of the CIAA/NCAA and other associations dedicated to athletic competition.

   D.  Avoidance of Harmful Influence

         Intercollegiate athletes frequently become highly publicized and emulated role models for both their college peers as well as numerous other young impressionable children and teenagers. The abuse            of drugs by these athletes can negatively influence these young people as well as damage the reputation of their athletic program, the institution and the State of North Carolina. The avoidance of               such damaging influence is an important objective of this institution.

Program Goals

The goals of this drug education, testing and deterrence program are:

  1. to provide and promote an educational program that informs student athletes about drugs and drug abuse;
  2. to assist in identifying the athlete who is a substance abuser through a screening program based on periodic testing to reveal the use of drugs;
  3. to deter athletes from misusing drugs; and
  4. in appropriate cases, to discipline or remove from the athletic program any student who is found to have violated the requirements of this pol

Program Components

  A.  Education

       A critical part of this program is education provided to student athletes concerning the effects of drug usage and the importance of avoiding all involvement in prohibited drugs. Each member of every           athletic team (and every student involved in related activities: trainees, student coaches, cheerleaders, etc.) will be required to participate in specific drug education activities. These activities may be           scheduled in large groups, teams, or small group settings. Student athletes are encouraged to ask questions about this drug program, its components, or specific drugs or their effects. WSSU staff will         respond confidentially to an athlete’s request to raise questions or seek answers in private. Failure to attend or participate in required education activities may result in the sanctions listed in Testing           Consequences.

   B.  Testing

        To participate in athletics at WSSU, each athlete must submit to drug screening tests designed to reveal the use of prohibited drugs. The particular drugs which are prescribed and which will                        be tested for are listed in Appendix A. The test itself will be a urinalysis or other drug screening exam and that test may occur on one or more of the occasions listed below. The urinalysis may be                  observed or unobserved. Prior to the testing, each athlete must sign a testing notification form.

   C.  Testing Occasions
 

           I.  Random Testing Procedure

               Every student athlete will be subject to periodic random testing. The testing occasion may be announced or unannounced and athletes to be tested will be selected by a blind drawing from the                     athletic department roster. Student athletes who are to be tested will be notified in writing as to the time and location of the test. The student athlete must sign this notification and present it to a                 WSSU athletic trainer at the testing site. The protocol for the test is listed in Appendix B.

          II.  Reasonable Suspicion Testing

                  a.  Basis for Testing:

                       A student athlete may be subject to testing at any time when, in the judgment of athletic officials, there is a reasonable basis to suspect the student is engaging in the use of any drugs or                           substances prohibited by this policy (see Appendix B for the list of prohibited drugs and substances). This reasonable suspicion may be based on information from any source deemed                                   reliable by athletic officials including but not limited to:

                         i.  Observed possession or use of substances that reasonably appear to be those prohibited by this policy.

                         ii.  Conviction of criminal offense related to the possession, use or trafficking of drugs or substances prohibited by this policy.

                        iii.  Arrest for a criminal offense as specified above where these are a factual basis for arrest.

                        iv.  Observed abnormal appearance, conduct or behavior reasonably interpretable as being caused by the use of drugs or substances prohibited by this policy; such behavior can include                                      repeated absences from training or competition.

                         v.  Credible reports of usage or possession of drugs or substances prohibited by this policy.

                        vi.  Prior positive test results for drugs or substances prohibited by this policy.

                 b.  Notice of Testing

                      If reasonable suspicion exists, athletic officials will notify the student of the need for testing. The specifics of the notice and the testing protocol will be those steps specified in Appendix A.

                 c.  Consequences of failure to participate, failure to produce a specimen or for a positive test result will be those specified in Testing Consequences. The procedure for imposition of these                                    sanctions will be those specified in Procedures for Imposing Serious Sanctions.

         III.  Follow-up Testing
 

              A.  Basis for Test:

                   When a student athlete has tested positive for drugs or substances prohibited by this policy, athletic officials may require the student athlete to be tested again at any time.

              B.  Notice of Testing and Protocol:

                   For follow-up test, the specifics of the notice and the testing protocol will be those steps specified in Appendix A.

              C.  Consequences for failure to participate, failure to produce a specimen or for a positive test result will be those specified in Testing Consequences. The procedure for imposition of these                              sanctions will be those specified in Procedures for Imposing Serious Sanctions.

Procedures for Imposing Serious Sanctions

Before the imposition of a sanction of suspension longer than one week, removal from participation in intercollegiate athletic activities, removal from the athletic team, loss of eligibility or cancellation of an athletic scholarship, the procedures below will be provided to the student athlete.

  1.  Written Notice

        Before the imposition of any of the penalties listed above, the student will be given written notice of the intention to impose such penalty. The notice must contain the following statements:

        a.  The intention to impose a specific penalty(s);

        b.  The reasons for the proposed action; and

        c.  The right of the student to request a hearing on the proposed sanction and the time for making this request.

  2.  Exception to the Notice of Requirement:

       If the proposed sanction is based on a preliminary determination of improper drug use or other behavior that may threaten the health of the student athlete, other student athletes or other members           of the WSSU community, all athletic participation shall be stopped immediately. (Athletic participation includes training, practice and competition.) A medical determination designed to protect the                 health of the student athlete, other student athletes or other members of the athletic community, shall be conducted to determine whether the athlete is fit and able to resume safe participation in               athletic activities. This medical determination shall be made as promptly as possible. Any information supplied by the student athlete to medical personnel shall not be admissible in any WSSU                     disciplinary process.

  3.  Request for Hearing; Waiver of Hearing:

       To obtain a hearing, the student athlete must submit a request to the Athletic Director within five (5) business days after receiving the written notice specified in paragraph 1 above. If the student                 athlete does not request a hearing within this five (5) business day time or if the student wishes to waive the hearing and so signifies in writing, the proposed sanctions may be imposed immediately.           No institutional hearings or appeals will be allowed following a written waiver of hearing or failure to request a hearing within the required five (5) business days.

The Hearing

  1.  The Hearing Committee:

       Upon receiving a request for a hearing, the Athletic Director will notify the Vice Chancellor for Student Affairs. The Vice Chancellor for Student Affairs will appoint a committee of three persons from the         Student Judicial Code Committee and shall appoint a chair. No officer, administrator, employee or agent of the Athletic Department shall be eligible to serve on such committee. No other student                   athlete shall be eligible to serve on such committee.

   2.  Hearing Procedure:

        a.  The hearing will be convened within seven (7) business days after it is requested.

        b.  A transcript or other verbatim record shall be made of each hearing and preserved by the vice chancellor of student affairs.

        c.  The hearing will be closed to the public.

        d.  The student may be accompanied by an advisor of his or her choice.

        e.  The Athletic Director or his designee will attend the hearing and may be accompanied by a person of his or her choice.

         f.  No attorneys may participate in the hearing.

         g.  The Athletic Director or his designee shall present evidence in support of the alleged violation.

         h.  The student athlete must be given an opportunity to question this evidence and to present witnesses and/or documentary evidence, provided that the evidence is relevant to the alleged violation.

          i.  The Athletic Director shall have the burden to prove by a preponderance of the evidence that a violation of this policy did in fact occur.

          j.  At the conclusion of the evidence, the committee will excuse all parties and witnesses and then deliberate to determine whether the violation occurred. This determination must be based solely                    on the evidence presented at the hearing.

          k.  Within three (3) days after the conclusion of the hearing, the committee shall report its recommended findings of fact and evidence as to sanction to the Vice Chancellor (VC) for Student Affairs.

           l.  The VC for Student Affairs shall make the final determination of whether a violation occurred and if so, what sanction should be imposed.

          m.  The student athlete shall be provided one level of appeal to the Chancellor. No further appeals are permissible.

III.     Applicability

This policy applies to all Winston-Salem State Univeristy student athletes.

IV.    Compliance

Program Mandate

All student athletes must comply with the terms and requirements of this policy and program. To become and remain a student athlete at WSSU, the student athlete must agree to abide by all provisions of the drug education, testing, and deterrence program. To signify agreement, an athlete must sign this policy in Consent. Failure to sign the policy will result in a denial of athletic participation

Testing Consequences

  1.  Failure to submit to the required random testing, failure to sign the written notification, or intentional avoidance of the test may result in sanctions including but not limited to suspension of eligibility             or cancellation of eligibility for the balance of the academic year. The student athlete may also be required to undergo additional drug testing, required counseling or required education programs. The           procedures specified in Procedures for Imposing Serious Sanctions will be followed prior to the imposition of sanctions exceeding a one-week suspension.

  2.  Failure to produce a urine specimen in a reasonable period of time may be considered a violation of this policy and may result in the following sanctions: suspension of eligibility until the specimen is            produced under conditions prescribed by the WSSU head athletic trainer; suspension of eligibility for one week; or indefinite suspension for continual failure to produce a specimen. Failure to produce a         urine specimen may also result in required additional urine testing, required counseling or required educational programs. The procedures specified in Procedures for Imposing Serious Sanctions           will be followed prior to any suspension longer than one week.

   3.  Production of an adulterated sample is considered to be a violation of this policy and may result in the following sanctions: suspension of eligibility until an unadulterated specimen is produced under            conditions prescribed by the WSSU athletic trainer; suspension of eligibility for one week; or indefinite suspension for continual failure to produce an unadulterated specimen. Failure to produce a urine          specimen may also result in required additional urine testing, required counseling or required educational programs. The procedures specified in Procedures for Imposing Serious Sanctions will be          followed prior to any suspension longer than one week.

    4.  Production of a diluted sample may be considered a violation of this policy and may result in the following sanctions: suspension of eligibility until an unadulterated specimen is produced under                     conditions prescribed by the WSSU athletic trainer; suspension of eligibility for one week; or indefinite suspension for continual failure to produce an unadulterated specimen. Failure to produce a                 urine specimen may also result in required additional urine testing, required counseling or required educational programs. The procedures specified in Procedures for Imposing Serious Sanctions          will be followed prior to any suspension longer than one week.

     5.  Drug usage as verified by a positive test from the urinalysis will result in one or more of the following sanctions:

          a.  For a first positive drug test, one or more of the following sanctions may be imposed:

               i.  Confidential meeting: the student athlete will be required to attend and participate in a meeting with the head coach, Director of Athletics, and Athletics Trainer in which the nature, extent and                     history of drug usage will be discussed forthrightly and completely. The student athlete may also be required to notify his or her parents or guardians by telephone or other means and to                             inform them of the positive test results. Verification of this notification may be required. In lieu of this notification, athletic officials may notify the parents of the student athlete. All information                     from this meeting will be maintained confidentially and will not be released unless necessary to preserve the identity of the testing program or the integrity of WSSU.

               ii.  Counseling, education and rehabilitation: depending on the nature and extent of the drug usage, the student athlete will be required to attend counseling sessions, educational programs                              and/or rehabilitation activities.

              iii.  Additional drug testing: the student athlete may be required to undergo additional testing.

              iv.  Suspension from participation in intercollegiate athletic activities: Suspension ten (10) percent of competitions (championship season) or fifteen (15) day suspension (non-championship                               season). Any suspension in excess of one week will be imposed in accordance with the procedures set out in Procedures for Imposing Serious Sanctions.

               v.  The failure to comply with any of these sanctions may result in the imposition of additional sanctions including but not limited to removal from intercollegiate athletic activities, dismissal from                        the athletic team and/or loss of eligibility. These additional sanctions will be imposed in accordance with the procedures set out in Procedures for Imposing Serious Sanctions.

          b.  For a second positive drug test, one or more of the following five sanctions may be imposed:

                 i.  Confidential meeting: the student athlete will be required to attend and participate in a meeting with the head coach, Director of Athletics, and Athletics Trainer.

                 ii.  Notification of parents: the student may be required to notify his parents or guardians by telephone or other means and to inform them of the positive test results. Verification of this                                    notification may be required. In lieu of this method of notification, athletic officials may notify the parents of the student athlete.

                 iii.  Counseling, education and rehabilitation: the student athlete will be required to attend counseling sessions, education programs and/or rehabilitation activities.

                 iv.  Mandatory Community Service (at the discretion of the head coach) must be completed prior to return to the team.

                  v.  Additional drug testing: the student athlete may be required to undergo additional testing.

                 vi.  Suspension from participation in intercollegiate athletic activities. Suspension fifty (50) percent of competitions (championship season) or thirty (30) day suspension (non-championship                                 season). Any suspension in excess of one week will be imposed in accordance with the procedures set out in Procedures for Imposing Serious Sanctions.

                vii.  Failure to comply with any of these sanctions may result in the imposition of additional sanctions including but not limited to removal from the intercollegiate activities, dismissal from the                              athletic A team and/or loss of eligibility. These additional sanctions will be imposed in accordance with the procedures set out in Procedures for Imposing Serious Sanctions below.

          c.  For a third positive drug test, one or more of the following five sanctions may be imposed:

                  i.  Removal from all intercollegiate activities

                  ii.  Dismissal from the athletic team

                  iii.  Permanent loss of eligibility

                  iv.  Cancellation of any athletic scholarship

                   v.  Notification of parents

The first four sanctions above, will be imposed in accordance with the procedures set out in Procedures for Imposing Serious Sanctions below.

Consent

The student athlete shall receive, read, and consent to this policy prior to participation in athletic activities. This consent will be signified by the statement below.

I have received and read WSSU’s Drug Education, Intervention and Testing Program. I have been given the opportunity to ask questions about this policy. I understand this policy, its important basics and my responsibilities under its provisions. I agree to abide by all of the requirements listed above and this decision is voluntary on my part. I further understand that my participation in intercollegiate athletics is contingent on my adherence to this policy.

____________________________                                                                                    ______________________

Printed Name of Student Athlete                                                                                         Date of Birth

_____________________________                                                                                  ______________________

Signature of Student Athlete                                                                                                Date

______________________________

WSSU Student ID Number

_____________________________                                                                                 _____________________

Signature of Parent if Student is Minor                                                                                   Date
Under N.C. Law

Certificate Programs Policy 

University Group Policy #200.22

I.  Policy Statement

Fully admitted students in Post-Baccalaureate Certificate programs will become academically ineligible to continue in such or in other approved certificate programs if the student:

  1. Receives a grade of U or F
  2. Receives more than two (2) C grades; or
  3. Fails to maintain a cumulative grade point average of at least 3.0

II.     Applicability

This policy applies to students enrolled in Post-Baccalaureate Certificate programs.

Continuous Registration for Thesis/Projects Policy 

University Group Policy #303.2

I.  Policy Statement

When students in graduate degree programs begin their thesis/projects, they are required to maintain continuous registration during the fall and spring semesters for thesis or project until the work is completed. Students must consult with their graduate program regarding the requirements for summer enrollment, or an exception to continuation registration. Continuous registration begins the semester that approval for the thesis or project is received. Students who exceed the required number of hours without completing their work should register for their departmental designated continuation course until the thesis or project is completed. International students on F-1 visa status must remain continuously registration until the thesis or project is completed.

II.     Applicability

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

Copyright Use and Ownership Policy 

University Group Policy #400.7

I.  Policy Statement

Winston-Salem State University (WSSU) is committed to complying with all applicable laws regarding copyright and patents. WSSU, as an institution devoted to the creation, discovery, and dissemination of knowledge, supports (1) the responsible, good faith exercise of full fair use rights, as codified in 17 U.S.C.§ 107, by faculty, librarians, and staff in furtherance of their teaching, research, and service activities; (2) copyright ownership for creative, non-directed works by faculty, staff, and students and University ownership of directed employment-related works; and (3) protection of ownership rights for creators of works that require a different ownership model. WSSU is further committed to providing educational activities for faculty, staff and students that are designed to explore the law of fair use, to provide guidance in the making of fair use determination and to create an understanding of copyright infringement law.

II.    Guidelines

Copyright Use

To the foregoing stated ends WSSU shall:

  1.  Inform and educate the WSSU community about fair use and copyright laws in general and the application of the our fair use factors as set forth in 17 U.S.C. § 107 as interpreted in applicable case               law.  The four fair use factors are:

       a.  The character and purpose of the proposed use.

       b.  The nature of the work to be used.

       c.  The amount and substantiality of the portion used.

       d.  The effect on the market or potential market for the work.

   2.  Develop and make available resources concerning copyright laws in general, particularly copyright infringement issues and the application of fair use in specific situations.

   3.  Ensure that faculty, EHRA and SHRA staff, and students have access to assistance in making fair use determinations.

Copyright Ownership

With respect to determining ownership of copyright, WSSU’s policy address works by category of copyrightable work (including traditional or non-directed works, directed work, and sponsored or externally contracted works) and by category of author (i.e., faculty, EHRA and SHRA staff, or student). Ownership of copyrighted subject matter, including software, hinges on which category of work and which category of author pertains to the work at issue.

Copyrightable Works

A. Works by Faculty and EHRA Non-Faculty Employees.

   1.  Traditional Works or Non-Directed Works: A “traditional work or non-directed work” is a pedagogical, scholarly, literary, or aesthetic (artistic) work originated by a faculty or other EHRA employee          resulting from non-directed effort. (Such works may include textbooks, manuscripts, scholarly works, fixed lecture notes, distance learning materials not falling into one of the other categories of the            Policy, works or art or design, musical scores, poems, films, videos, audio recordings, or other works of the kind that have historically been deemed in academic communities to be the property of the          creator.)

        Ownership: Creator of the work, unless it is a work involving exceptional use of traditional resources, it is a directed work, sponsored work requiring WSSU ownership, or a work for hire described in            a written agreement between the work’s creator and WSSU. Under the Copyright Policy WSSU is deemed the “Author” of a working for hire. If WSSU is to be involved in commercializing a traditional            work or non-directed work, the work’s creator shall assign the work to WSSU under an Assignment Agreement. The Assignment Agreement shall contain provisions outlining the commercialization                responsibilities of WSSU and a mechanism for the sharing of commercial proceeds with the Author. In cases of ownership by the creator of a traditional work, WSSU, where practical, shall be granted a          non-exclusive, non-transferable, royalty-free license for its educational or research use (hereinafter referred to as a ”Shop Right”).

   2. Traditional Works or Non-Directed Works Involving Exceptional Use of Institutional Resources:

         Exceptional use of institutional resources“ means WSSU support of traditional works with resources of a degree or nature not routinely made available to faculty or other EHRA employees in a               given area. Examples of exceptional use include but are not limited to: University connected grant funding, university funding, released time, extension of salary beyond contract period, use of                     university hardware and software beyond what is customarily provided, or use of university facilities beyond what is customarily used. University faculty or EHRA employees may seek the guidance of           the Intellectual Property Committee before initiating a copyrightable work whenever there is doubt as to customary use of university resources in the academic area in which the faculty member or               EHRA employee is primarily assigned and/or out of which the copyrightable work will originate.

         Resources not considered exceptional include ordinary or limited use of : desktop, computers, fax machines, laboratory space, libraries, office space, photo copiers, normal secretarial resources,                   telephones, and other informational resources.

         Ownership: WSSU. However, upon recommendation of the Intellectual Property Committee and with the approval by the Chancellor or the Chancellor’s designee, WSSU may release or transfer its               rights to the work’s creator, with WSSU retaining (a) a Shop right, and/or (b) the right to require reimbursement and/or income sharing form the creator to WSSU if the work produces income for the           creator. The parties may also negotiate for joint ownership of such works, with the approval of the Chancellor or the Chancellor’s designee. The general policy of the university shall be that, where the           parties agree to income sharing, the university and the creator shall each receive fifty percent (50%) share of the income derived. However, the Chancellor may negotiate another revenue sharing               formula if it is believed to be in the best interest of the University.

  3. Directed Work: “Directed Works” include works that are specifically funded or created at the direction of WSSU      (including, but not limited to, works for hire by faculty of other EHRA employees).

        Ownership: WSSU. The work’s creator, where practical, shall be granted a Shop Right. WSSU may release or transfer its authorship rights to the work’s creator under a written agreement negotiated          between the creator and WSSU usually with retaining (a) a Shop Right, and/or (b) the right to require reimbursement and/or income sharing from the work’s creator to WSSU if the work produces                income for the creator. The parties may also negotiate for joint ownership of such works, with the approval of the Chancellor or the Chancellor’s designee. The general policy of the university shall be            that, where the parties agree to income sharing, the university and the creator shall each receive a fifty percent (50%) share of the income derived. However, the Chancellor may negotiate another              revenue sharing formula if it is believed to be in the best interest of the University.

  4. Sponsored or Externally Contracted Works:

A “sponsored or externally contracted work” is any type of copyrighted work developed using funds supplied under a contract, grant, or other arrangement between WSSU and third parties, including sponsored research agreements.

        Ownership:  

        1.  WSSU is the owner where a sponsored or externally contracted work created under an agreement that expressly requires copyright ownership by WSSU. The creator of the work must disclose the                 work to WSSU. Provided there is no conflict with a sponsored agreement, WSSU may release or transfer its rights to the work’s creator under an agreement negotiated between the creator and                     WSSU, usually with WSSU retaining (a) a Shop Right, and/or (b) the right to require reimbursement and/or income sharing from the work’s creator to WSSU if the work produces income for the                   creator; or the parties may also negotiate for joint ownership of such works, with the approval of the Chancellor or the Chancellor’s designee.

        2.  Where the sponsorship agreement requires a party to own the copyright, WSSU shall facilitate the transfer of the ownership rights. The creator of the work must disclose to WSSU the creation of                    the sponsor or the externally contracted work .

        3.  The creator of the work shall own the copyright where a sponsored or externally contracted work is created under an agreement that does not expressly require copyright ownership by WSSU or a                third party, the creator of the work shall own the work. The creator is required to disclose to WSSU the creation of the sponsored or externally contracted work.  In case of ownership in the                          creator, WSSU if practical shall be assigned a Shop Right.

       B. Works by SHRA Staff

           Most works by SPA staff members are considered to be “Works for Hire.” A “work made for hire” is:

         1.  A work prepared by an employee within the scope of his or her employment; or

         2.  A work specially ordered or commissioned for use as a contribution to a collective work, as a part of a motion picture or other audiovisual as a translation, as a supplementary work, as a                              compilation, as an instructional text, as a test, as answer material for a test, or as an atlas, if the parties expressly agree in a written instrument signed by them that the work shall be considered                a work made for hire .

             Ownership: WSSU for Works for Hire made by SPA staff. In special cases, WSSU may enter into an agreement in advance that the SPA employee shall own the copyright. In addition. the                             Chancellor or the Chancellor’s designee may waive WSSU ownership.

         C. Works by Independent Contractors.

          Works by independent contractors are Works for Hire.

             Ownership: WSSU . WSSU shall insure that there is a written contract for work by an independent contractor specifying WSSU ownership

          D. Works by Students

              “Student works” are papers, computer programs, theses, dissertations, artistic and musical works, and other creative works made by students.(For purposes of this Policy, the term “students”                       includes teaching, graduate, and research assistants.)

              Ownership: Ownership of the copyright to these works belongs to the student unless the work falls within one of the exceptions described below:

         1.  Sponsored or Externally Contracted Works: Ownership shall be in accordance with the section of this Policy on sponsored or externally contracted works made by faculty or other EHRA

         2.  Works for Hire: Student works created by students in the course of their employment with WSSU shall be considered to fall within the scope of Work for Hire in accordance with the                        section of this Policy on works for hire made by SHRA staff.

         3.  Classroom, laboratory, and other academic materials generated  by students in the instructional process: Subject to relevant sections of the Copyright Act, title to works such as                            classroom notes and handouts that are derivative of another work, taken from a lecturer’s written or recorded notes and handouts shall remain with the lecturer/owner. Students have a                limited right to use these materials for personal, educational Students may not use these materials for commercial gain.

                 4.  Special Cases: Rights in student works may be transferred between the student and WSSU. In such cases, a written Assignment Agreement shall specify the respective rights and obligations                        of the The parties may also negotiate for joint ownership of such works,with the approval of the Chancellor or the Chancellor’s designee.

Works Subject to Protection by Both Copyright and Patent Laws

In cases where an invention or creation is subject to protection under both patent law and copyright law, if WSSU elects to retain title to its patent rights, then the inventor/creator(s) shall assign copyright to WSSU and WSSU shall be compensated in accordance with the royalty provisions of the University of North Carolina’s patent policy and procedures.

III.    Roles and Responsibilities

Administration

The Office of Academic Affairs is designated the administrative office, responsible for implementing this Policy. The Office of Academic Affairs shall address various matters covered by this Policy, including developing policies and procedures designed to supplement and interpret the ownership aspects of this Policy. The Chancellor or his designee shall make the final decision on all matters involving waiver, joint ownership assignment of rights and any other special exceptions to this Policy. All agreements that grant an interest in intellectual property are subject to the WSSU policy on Contract Review and Authority To Sign.

Intellectual Property Committee

The Chancellor of WSSU shall appoint bi-annually an Intellectual Property Committee.

The committee shall include one member from each of the following: the faculty senate, the staff senate, the graduate council, the division of advancement, sponsored programs, student government association, graduate student council, technology transfer, CIO (Chief Information Officer), and a faculty member from each school or college of the University. The Director of CITTLE (Center for Innovative Teaching, Technology, Learning and Evaluation) shall be a permanent member of the committee. For the initial committee, one half shall be appointed for a one-year term and the balance of members for a two-year term. Thereafter all members shall be appointed for two-year terms.

The committee may appoint panels of its members to make recommendations in the cases listed below. This committee shall be responsible for:

   A.  Making recommendation to the Chancellor or his designee for resolving any disputes that may arise among an author, other creator of a work, a third-party sponsor of a work, and a WSSU official or office concerning copyright ownership or other rights.

   B.  Providing advice regarding ownership of specific works.

   C.  Providing for the educational activities of faculty, staff and students on copyright issues including fair use and ownership.

   D.  Making recommendations to the chancellor or his designee concerning the existence or amount of exceptional University resources.

   E.  Reviewing requests for income sharing agreements which deviate from the usual standards set in this policy and making recommendations to the Chancellor on such agreements.

   F.  Reviewing requests for any deviation from this policy.

IV.     Applicability

This policy applies to faculty, staff, and students of Winston-Salem State University.

Course Load and Course of Study Policy

University Group Policy #303.3

I.  Policy Statement

An appropriate course load is dependent upon two factors: the scholastic ability of the student as reflected by his/her academic history and the time available for study. A course load of nine semester hours constitutes a normal full semester program for a graduate student. Nine (9) hours constitutes a full load for a graduate assistant, and a graduate assistant must register for at least six graduate-level semester hours during each semester.

II.     Applicability

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

Credit by Examination Policy 

University Group Policy #303.4

I.  Policy Statement

Upon the recommendation of a graduate student’s committee and with the approval of the department chair in which it is listed, a student may challenge a course in which he or she has not previously been enrolled by demonstrating proficiency or competence. Grades are not recorded for credit earned in this manner. Anyone seeking to pursue credit through demonstrated proficiency or competence examination must be a candidate for a degree at Winston-Salem State University.

II.     Applicability

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

Denial of Enrollment Policy 

University Group Policy #200.7

I.  Policy Statement

Winston-Salem State University reserves the right to deny enrollment of any student, even though the student has met the minimum grade point average required, if it is apparent from the student’s academic record of required courses that the student will not be able to meet the graduation requirements.

II.     Applicability

This policy applies to Winston-Salem State University students.

Directed Study Policy 

University Group Policy #200.8

I.  Policy Statement

A directed study is a permanent catalog course delivered on an individual basis when the course is not offered in that term. Directed studies are approved under extenuating circumstances to provide an opportunity to complete a required course.

II.     Applicability

This policy applies to Winston-Salem State University students.

Extension of Time Policy

University Group Policy#200.9

I.  Policy Statement

Course credits, including transfer credits, cannot be older than six years at the time of graduation. This policy is in place because of the university’s interest in a degree being current when it is awarded. Graduate students may apply for an extension of time if their coursework will exceed the six-year limit at the time of graduation.

II.     Applicability

This policy applies to Winston-Salem State University students.

Graduate Advisors Policy 

University Group Policy #303.6

I.  Policy Statement

Students admitted to a program of graduate study at Winston-Salem State University are assigned an academic advisor and/or advisory committee from the department or curriculum program in which the student is seeking a degree. Students must check with their individual programs for specific policies and procedures pertaining to academic advising.

II.    Roles and Responsibilities

Graduate students are expected to monitor their own progress using the Plan of Study. They are to keep up-to-date records of the courses taken in their proposed programs and meet regularly with their advisor. Responsibility for meeting requirements of their programs rests with the students.

III.     Applicability

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

Graduate Attendance Policy 

University Group Policy #303.5

I.  Policy Statement

Graduate students are expected to attend classes regularly. A student who violates the class attendance requirement may be excluded from a class, course, and/or final examination by the instructor. Instructors must set forth attendance policy in class syllabus.

II.     Applicability

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

Graduate Course Audit Policy 

University Group Policy #303.7

I.  Policy Statement

It is a privilege to audit a class if space is available. The decision to allow auditing within the professional schools and graduate degree programs is the prerogative of the dean and the department chairs for the respective programs. Within those programs granting the auditing privilege, students must have the approval of the instructor and the appropriate department chair or dean prior to registering or adding the course(s) to their schedule. The student should consult the Office of the Registrar for auditing registration dates. The audit will be considered part of the student course load. Tuition, fees, and enrollment procedures are the same as for credit enrollment. Attendance, preparation, and participation in classroom discussions and activities are at the discretion of the instructor and the department. No credit is given, no examinations are required, and no grades are reported for audited courses. The student may enroll at a later time in the audited course to earn a grade. The procedure for dropping an audit course is the same as for credit enrollments. A course audit may not be changed to graduate credit.

II.     Applicability

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

Graduate Course Substitutions and Waivers Policy 

University Group Policy #303.8

I.  Policy Statement

For graduate degree programs, substitutions for or exemption from the prescribed courses in a curriculum be permitted only under exceptional circumstances. To substitute or waive a course, students must submit a request on the appropriate form to the advisor. The form must be approved by the department chair and dean of the discipline in which the student is seeking a degree and forwarded to the registrar. Only requests for academically defensible substitutions or waivers accompanied by justifications for the exceptions will be considered by the dean.

The decision of the Dean of the school/college is final.

II.     Applicability

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

Graduate Degree Requirements Policy 

University Group Policy #303.10

I.  Policy Statement

Graduate degrees may be conferred upon a student who has successfully completed the plan of study. Persons who wish to graduate must: (1) apply for graduation and (2) complete all graduation requirements by the specified dates for graduation. A graduate student’s grade point average cannot be lower than 3.00. No graduate course with a grade lower than “C” will be credited toward a graduate degree. All grades of “F” and “I”, which are in the approved graduate plan of study, must be removed before completing an application for graduation. For more information on grades refer to the Grading policy.

The suggested changes generalize the policy to allow for Master’s and Doctoral Degrees. It also removes language that is grounded in administrative as opposed to academic concerns (the question of terms). Those issues are better handled at the program departmental level. The decision of the registrar to change when they wish to have an application complete should not require us to revisit this policy.

II.     Applicability

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

Degree Time Limit for Graduate Students

University Group Policy #303.11

I.  Policy Statement

A graduate student has six calendar years to complete his or her degree program. The period begins with the student’s first term of work after formal admission to a degree-granting program. Work completed as a non-degree student does not initiate the six-year period for completing a degree program. Courses taken more than six calendar years prior to the admission of a student into a degree program at WSSU normally are not accepted for credit toward fulfilling the requirements of the student’s degree program. A student may petition the academic dean to request that work that is more than six years old be accepted for credit. Such petitions must include an explanation and the endorsement of the Graduate Program Coordinator and departmental chair.

This decision of the Dean of the school/college is final.

II.     Applicability

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

Graduate Programs:  Grade Appeal Policy 

University Group Policy #303.13

I.  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 assigned by criteria other than those applying to other students or other than announced in advance 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. The procedure outlined in the “Grade Appeal Process” section is not intended to be used to review the judgment of an instructor in assessing the quality of a student’s work. There shall be one policy for the appeal of a final course grade. All graduate students will follow this policy when appealing a final course grade.

II.     Definitions

  • Whenever business day is used in this document, it shall mean any day except Saturday, Sunday, institutional holiday, or operational closing.
  • Correspondence between the parties may be as certified mail, registered mail, commercial service, personal delivery service, the university email accounts or hand-delivery by an employee or the student or his/her representative that obtains a signature. Where email is used, the time and date stamp on the email shall serve in determining compliance with timelines.

III.    Guidelines

Grounds for Grade Appeal

A student may appeal a course grade if the grade was

  1. assigned in a manner not consistent with published standards and procedures; or
  2. based upon the student’s race, color, religion, national origin, age, sex, disability, veteran status or sexual orientation; or
  3. assigned because of personal malice towards the student; or
  4. 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 permissible reasons cited above and resulted in an unfair final grade.

Creation and Composition of the Ad Hoc Appeal Committee

An Ad Hoc committee will be composed of no less than three (3) full-time regular faculty members drawn from the entire School/College, a graduate student, and a non-voting representative from administration. The university’s advocate for Adult and Graduate Students may be included in lieu of the graduate student. A quorum shall consist of three members of the committee.

Representation of Parties

The appeals process is an internal University process and does not adhere to external legal interventions. Legal representation by faculty or student is not permitted during the appeals process. However, both the faculty and the student are entitled to a nonlegal advisor in the hearing before the hearing panel.

See Related Resources (below) for full Graduate Grade Appeal Process.

IV.    Roles and Responsibilities

Responsibility of Faculty and Students

  1. Faculty Responsibility. The faculty sets the evaluation standards for the courses they teach and uses 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, 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 and 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 required to explain to the student how contested grades were determined.
  2. Student Responsibility. The act of registering denotes an implicit declaration of the student’s acceptance of university regulations and course requirements. Failure to abide by university regulations will subject the student to appropriate disciplinary action. The university also expects the student to obey the law, to show respect for properly constituted authority, to perform contractual obligations, to maintain absolute integrity and a high standard of individual honor in scholastic work, and to maintain conduct appropriate for a community of scholars. Students are responsible for being aware of all university policies regarding academic integrity issues as published in the graduate catalog.

V.     Applicability

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

VI.    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. The presentation of an excuse shall be made to the dean of the school or college to which the appeal is filed. A student may appeal to the next level of appeal if there is unjustified failure of any person in the appeal process to comply with scheduled timelines that is not caused by illness or other extended absences from campus.

Graduate Independent Study Policy 

University Group Policy #303.12

I.  Policy Statement

Independent study courses are independent research opportunities available to students primarily for thesis and dissertation research or other independent research. The department may limit the maximum number of independent research credit hours a student may apply towards the degree. Projects must be undertaken within the academic term in which they are registered.

With the approval of the instructor, the program coordinator and department chair,graduate students may register for independent study in their major fields. Students registered for independent study must be scheduled for regular conference periods. Not more than 25% of the student’s degree program may be taken in combination of selected topics and independent studies. Anyone seeking to pursue independent study must be a candidate for a degree at Winston-Salem State University.

II.     Applicability

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

Graduate Suspension and Dismissal Policy 

University Group Policy #303.14

I.  Policy Statement

Conduct

Winston–Salem State University reserves the right to exclude at any time a graduate student whose conduct is in violation of academic integrity policy and/or standards of professional behavior as defined by the respective academic programs. Students are responsible for being aware of university, program, and departmental policies regarding academic and professional behavior. For university policies refer to the graduate catalog, for departmental and program policies refer to specific program student handbooks. Any conduct that violates the Student Code of Conduct will be referred to the Office of Student Judicial Affairs.

Grade Point Average

Any graduate student who fails to maintain a cumulative grade average of at least 3.0 may not be permitted to continue as a degree candidate without the written recommendation of the Graduate Program Coordinator and Department Chair and the approval of the Dean of the school/college. Degree candidacy is discontinued for the student who has received a grade of “F” or “U”. The Student may not continue in graduate school unless the Graduate Program Coordinator/Department Chair submits in writing an acceptable recommendation to the Dean of the school/college. In no case may a graduate student be permitted to repeat more than one course in order to improve the grade and the student that received a grade of “F” or “U” may not continue towards the graduate degree under any circumstance. This policy represents a minimum set of standards. Individual programs may set additional program specific criteria requirements. Students are responsible for contacting their program and/or department for additional criteria.

Graduate students are advised to consult the policies on grading and the grade appeal process found in the graduate catalog.

II.     Applicability

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

Graduate Thesis & Dissertation Policy

University Group Policy #303.15

I.  Policy Statement

The Graduate Council approved universal rules regarding thesis/dissertations at Winston-Salem State University (WSSU).

II.    Guidelines

   A.  Time Frame  

        The maximum timeframe for completion of final project for Master’s and Doctoral students will be determined by their department, which should be included in the student handbook provided by the            department.

    B. Dean Approval Form

        Each department will determine the final signatory for its Master’s and doctoral projects, and the Approval Form should be included in the departmental student handbook.

    C. Minimum number of copies and submission medium

        A minimum of one copy of the thesis or dissertation should be kept in the department and an electronic copy of the final project should be submitted to the WSSU library archives. Departments may            have additional requirements for number of copies and format which will be included in the departmental student handbook.

     D. Thesis Committee

         While a minimum of two (2) faculty members must be on the committee, departments will determine the number of committee members and the composition of the committees for Master’s and                   Doctoral level projects. It is recommended that committee members include individuals from outside the department.

        Guidelines regarding the number of committee members and composition of committees for Master’s and Doctoral level projects will be included in the student handbook.

      E. Graduate Thesis Defense Requirements

          Graduate students who are required to write a thesis, or students who choose a thesis option, must defend the thesis. Guidelines for the preparation of the thesis or project are available from the                department. The student has two attempts to pass the defense. If the first attempt is failed, the student must consult with the thesis committee and prepare for a second defense during the next                  semester. Students who are not prepared for the second defense must petition the Dean for an extension in the thesis defense. Failure to pass the defense on the second attempt will result in                      dismissal from the program.

III.    Roles and Responsibilities

These guidelines will be the responsibility of each graduate department.

IV.     Applicability

These guidelines are applicable to any graduate student completing a thesis or dissertation.

V.    Compliance

Non-Compliance will be handled at the individual department level, but can include failure of the course.

Graduate Transfer Credits Policy 

University Group Policy #303.16

I.  Policy Statement

Graduate student may apply for the transfer of graduate level coursework from another institution. The graduate level course work must be approved by the coordinator/chair or other authorized departmental official and must be earned at a regionally accredited institution. The transfer credit requirements for each degree program are defined in the Graduate Catalog or within that department but may not exceed 20% of the credit course hours in a master’s degree program.

II.    Guidelines

No credit hours completed as part of an earned graduate degree can be counted toward a second master’s degree. To apply for transfer credit, the student must submit an official transcript(s) from the institution where the credit was earned. The student is responsible for obtaining the official transcript and no request for transfer credit will be considered without an official transcript. The general guidelines for the number of transferred credits allowed are:

Number of Transfer Hours that May Be Allowed from Other Regionally Accredited Institutions

  • For a 30-33 hour graduate program, only 6 semester hours are allowed.
  • For a 36-39 hour graduate program, only 7 semester hours are allowed.
  • For a 42 hour graduate program, only 8 semester hours are allowed.
  • For a 45-48 hour graduate program, only 9 semester hours are allowed.
  • For a 51-54 hour graduate program, only 10 semester hours are allowed.
  • For a 57 hour graduate program, only 11 semester hours are allowed.
  • For a 60 hour graduate program, only 12 semester hours are allowed.

Transfer credits over five years old from other universities will not be accepted toward a degree program at WSSU. All course content over six years old must be recertified in a manner established by the program and approved by the Graduate Council. Such methods of recertification may include but are not limited to completion of additional coursework,comprehensive examinations of the current program content, evidence of continuing professional education, additional research papers, or reports related to the current program content. A letter describing the method(s) of recertification must be submitted to the department chair at the time of the request for program extension. The outcome(s) of the recertification must also be submitted to the dean of the college or school prior to student graduation or any additional requests for extensions. The decision of the dean is final.

III.     Applicability

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

Grading System for Graduate Programs

University Group Policy #303.18

I.  Policy Statement

Grading System

The grades which may be assigned to graduate credit courses are as follows

II.    Guidelines

Grade Point Breakdown

table grade point
Letter Meaning Grade Point per Semester Hour
A Commendable 4
B Average 3
C Marginal 2
F Failure 0
P Passing *
I Incomplete *
IP Grade Pending *
S Satisfactory *
U Unsatisfactory *
AU Audit, no credit *
W Withdrawal *

Grade Pending: An IP is assigned only for thesis or project research or similar courses to indicate that a grade is pending until the sequence of courses is complete. A grade of “S” or “U” is then assigned to each course by instructor.

Graduate credit is accepted in fulfillment of the requirements for a graduate degree must not average lower than 3.0. A grade of “F” or “U” will not be credited toward the degree. Course work reported as “Incomplete” must be completed within one calendar year of receiving the incomplete. If the student fails to complete the assignments within a calendar year, then a grade of “F” will be assigned.

III.     Applicability

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

Involuntary Medical Withdrawal Policy 

University Group Policy #301.15

I.    Executive Summary

One of the university’s purposes is to ensure equality of educational opportunity while fostering an environment that promotes education, research, service, and the growth and safety of all members of its community. From time to time university officials become aware of a student who may be seriously interfering with this purpose because of mental, emotional, or a psychological health condition. In these situations, university officials may consider the appropriateness of (1) utilizing the regular student disciplinary system, or (2) involuntary examination, hospitalization, and treatment for mental illness under state law. In addition to, or instead of either of those procedures, the matter may be handled as an involuntary medical withdrawal.

II.  Policy Statement

An involuntary medical withdrawal from the university can be invoked when a student’s behavior demonstrates that s/he poses a potential threat to her/himself or others or creates a pattern of extreme disruption to learning or campus life due to a mental, emotional, or a psychological health condition. This policy should not be used to dismiss socially or politically “eccentric” student who have not otherwise engaged in behavior which poses a danger to themselves or to others, or which substantially disrupts normal university activities.  Involuntary medical withdrawal should be reserved for those cases where interim measures, such as behavioral contract, are deemed inappropriate, or cannot be agreed upon by the student and the university.

After investigating the situation, the Dean of Students can recommend that the student withdrawal from the university with extenuating circumstances with no academic penalty. If the student will not withdraw voluntarily, the Dean of Students will convene a Committee on Involuntary Medical Withdrawal (IMW) for advice.  The committee must afford the student an opportunity to be heard on the matter and will base its decision on evidence presented at a closed hearing. The concurrence of at least fifty percent of the Committee members will be required to force a student to withdraw under this policy. The Committee will communicate its decision to the student in writing.

The Committee may, at its discretion, permit a student who meets the standard for medical withdrawal to remain enrolled on a probationary basis under specified conditions which may include, but are not limited to, participation in an ongoing treatment program, acceptance of and compliance with a behavioral contract, a housing relocation, a lighter academic course load, or any combination of these conditions.

If the Committee on Involuntary Withdrawal mandates the student’s medical withdrawal or imposes conditions on his/her remaining enrolled at the University, and the student believes that the outcome was unreasonable or the procedures used were unfair, the student may appeal, in writing, to the Provost.  The decision of the Provost is final.

Students who leave campus under an involuntarily medical withdrawal can be readmitted to the university only after being cleared by the Committee on Involuntary Medical Withdrawal.

Involuntary medical withdrawal is not a substitute for appropriate disciplinary action. A student suffering from a mental disorder who is accused of a disciplinary violation should not be diverted from the disciplinary process unless, as a result of the mental disorder, the student either lacks the capacity to respond to the charges, or did not know the nature and quality of the act in question.

III.     Definitions

Extenuating Circumstance for Withdrawal: a mental, emotional, or a psychological health condition that seriously interferes with a student’s ability to engage the learning process or that s/he poses a potential threat to her/himself or others or creates a pattern of extreme disruption to learning or campus life.

IV.    Guidelines

Once identified as behaving in a manner that poses a threat to her/himself, others or the learning process that could be due to a medical condition the student can be asked to withdraw by the Dean of Students.  If the student will not withdraw voluntarily, the Dean of Students will consult with the Committee on Involuntary Medical Withdrawal for advice in the disposition of the situation. The committee will consist of:  Faculty, Academic Advisors, a representative from the University Counseling Center, and a representative from the A.H. Ray Student Health Center.

The committee must afford the student a hearing and an opportunity to be heard on the matter. Admissible evidence may include witnesses, written reports, documents or written statements, and must include a mental health professional’s written evaluation.

  1.  The student’s rights at the hearing shall include the following:

     a.  The right to be present, unless the student disrupts the hearing.

     b.  The right to present relevant evidence.

     c.  The right to question all witnesses at the hearing and to comment upon all documents presented.

   2.  The members of the Panel may also ask questions of any witness.

   3.  Form legal rules of evidence will not apply at the hearing. However, the chair may exclude evidence that is not relevant or is cumulative.

   4.  The hearing will be closed to the public and the testimony and other evidence presented will be kept confidential.

   5.  The hearing will be tape recorded and the recording will be made available to the Committee, the student (upon written request), and to any decision-maker involved in the appeal. The tape shall be            preserved so long as the possibility of appeal or litigation remain open.

Following this period, the tape shall be destroyed according to the UNC Record Retention Schedule.

A.         The Decision of the Committee

The Committee will base its decision on evidence presented at the hearing. The concurrence of at least fifty percent of the Committee members will be required to withdraw a student under this policy. If the Committee concludes that the student does not meet the standard for medical withdrawal, it will inform the student in writing, and the procedure shall terminate. If the Committee concludes that the student does meet the standard for medical withdrawal, the Committee shall states its findings in writing and will include its reasons for this conclusion. The Committee will give the student its written decision within two (2) business days after the hearing. The Committee may deliver the decision in email and in hard copy to the student either by certified mail, return receipt requested, or in person, and it will become effective immediately upon sending to the student’s university email account.

The Committee may, at its discretion, permit a student who meets the standard for medical withdrawal to remain enrolled on a probationary basis under specified conditions which may include, but are not limited to, participation in an ongoing treatment program, acceptance of and compliance with a behavioral contract, a housing relocation, a lighter academic course load, or any combination thereof. When making its determination of appropriate probationary conditions, the Committee may consult on an informal basis with faculty, Residence Life, and other university staff.

B.            Appeals Process

If the Committee on Involuntary Medical Withdrawal mandates the student’s medical withdrawal or imposes conditions on his/her remaining enrolled at the University, and the student believes that the outcome was unreasonable or the procedures used were unfair, the student may appeal, in writing, to the Provost. Once the Committee on Involuntary Medical Withdrawal had delivered its decision to the student, the student has two (2) business days to submit his/her appeal in writing. The provost or designee will respond, in writing, to the student’s written appeal within two (2) business days. The Provost may (1) affirm the Committee’s decision, (2) send the matter back to the Committee for further consideration, (3) affirm the Committee’s finding but alter the disposition from withdrawal to probationary enrollment under specified conditions, or (4) reverse the Committee and reinstate the student. The Provost’s decision is final.

C.            Readmission Process

A former student who has been medically withdrawn under this policy and wishes to return must follow the university procedures for readmission. Students who leave campus either voluntarily or involuntarily will be readmitted to the university only after being cleared by the Committee on Involuntary Medical Withdrawal. Permission for readmission will typically be based on the student’s demonstration of a period (at least one semester) of stable behavior outside of the university, and shall require a statement from a physician, psychologist, or other qualified professional external to the campus who gives an opinion that the student is ready to return and cope with university life. Conditions for follow-up services may be required as part of the readmission decision. These conditions shall be established by the Committee on Involuntary Medical Withdrawal.                     

V.     Applicability

This policy applies to Winston-Salem State University students.

Involvement of Students and Employees as Research Subjects Policy 

University Group Policy #400.3

I.  Policy Statement

It is the policy of Winston-Salem State University that all research, involving human subjects, must be reviewed and approved by an Institutional Review Board (IRB), as required by Title 45, Part 46, of the Code of Federal Regulations, prior to commencement of the project in order to protect the rights of human subjects participating in research. In order to address these concerns, the University has developed procedures for the review of all external research activities involving the use of human subjects.

II.    Guidelines

Research Principal Investigators (hereinafter referred to as “PI”) external to WSSU who wish to conduct research on the campus of Winston-Salem State University using WSSU students or employees should seek permission from the Provost and Vice Chancellor for Academic Affairs by submitting a cover letter, copy of the abstract and research methodology, informed consent form, and documentation verifying approval from his or her Institutional Review Board (hereinafter referred to as “IRB”).

External researchers who are not associated with an institution that has an IRB may be able to conduct research on the campus only if the research is found to be exempt under federal guidelines. The proposal and Application for Approval of Research Involving Human Subjects will be sent by the Provost to the Chair of the WSSU IRB for determination of whether or not the proposal is exempt. If the research is exempt, the Provost will be notified and will move forward with his or her recommendation accordingly. If the proposal is determined not to be exempt, then the researcher will not be allowed to use University students and employees as research subjects.

III.    Roles and Responsibilities

The Provost will make a determination about whether or not participation in the research project would be in the University’s best interest and should be made available to students or employees. The Provost may request WSSU faculty members or administrators to read the proposal and make recommendations. The Provost may also send the information to the University’s research compliance officer to review and provide a recommendation. The Provost will then determine that the appropriate protections for human subjects are in place by reviewing a copy of the PI’s signed IRB approval form from the sponsoring university and reviewing the recommendations of the University’s research compliance officer. The PI will be required to sign a document outlining the scope of his or her involvement on the WSSU campus and the uses of the data collected. Principal Investigators from other institutions are encouraged to involve WSSU faculty members as co-investigators on research projects that involve the use of WSSU students or employees as subjects. If a WSSU faculty member is an investigator, then the project is subject to WSSU IRB policies and procedures. The project must be submitted to the IRB through the Office of Sponsored Programs by the WSSU investigator and will be reviewed according to the policies and published schedule.

IV.     Applicability

This policy applies to research involving Winston-Salem State University Students and Employees.

Release of Student Information and Education Records Policy

University Group Policy #200.13

I.  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.

II.    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:

     a.  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.

     b.  A member of the University Board of Trustees in connection with student appeals.

     c.  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.

III.     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.

Official Method of Communication Policy 

University Group Policy #400.2

I.  Policy Statement

Winston-Salem State University regards a student’s university-assigned email account as an official method of communication for undergraduate students, graduate students,staff and faculty, unless otherwise prescribed by another policy. While e-mail is an official method of communication, it is not the only official method of communication and does not exclude alternate methods such as written or oral communications. Official university communications include, but are not limited to, enrollment information, grade information,financial information and policy,and announcements,as well as individualized notices. This system affords an efficient method for official messages to be disseminated to both on-and off-campus students. It is the responsibility of each student to frequently access their WSSU electronic mail account as it may contain an official communication from the university. All members of the university community must maintain good e-mail management habits and adhere to the standards of responsible use specified by WSSU if the institution is to maintain a quality, collaborative computing environment.

II.     Applicability

This policy applies to all faculty, students, and staff of Winston-Salem State University.

Patent Policy 

University Group Policy #400.8

I.  Policy Statement

As defined by the Patent and Copyright Policies of The University of North Carolina Board of Governors (“Patent and Copyright Policies”) to which this Policy is expressly subject, Winston-Salem State University has an interest in all inventions of University personnel that are conceived or first actually reduced to practice as a part of or as a result of University research, activities within the scope of the inventor’s employment by the University, and activities involving the use of University time, facilities, staff, materials, University information not available to the public, or funds administered by the University.

II.    Guidelines

  1. The University may also have an interest in inventions under the terms of contracts, grants, or other agreements. Faculty, staff, and students whose inventions are made on their own time and without University facilities, materials, or resources and which inventions are, therefore, their exclusive property as specified by the Patent and Copyright Policies, may avail themselves of the opportunity to submit the invention to the University for possible patenting and/or commercialization and management under terms to be agreed between the inventor and the University.
  2. The provisions of this Patent Policy are subject to any applicable laws, regulations, or specific provisions of the grants or contracts that govern the rights in inventions made in connection with sponsored research.
  3. Under the terms of certain agreements between the University and various agencies of government, private and public corporations, and private interests, the University is or may be required to assign or license all patent rights to the contracting party. The University retains the right to enter into such agreements whenever such action is considered to be in its best interest and in the public interest. Except as provided in specific written contracts and agreements, the University will not agree to assign rights in future inventions.

Publication and Public Use

The University strongly encourages scholarly publications of the results of faculty and student research. Though the University of North Carolina Patent and Copyright Policies do not limit the right to publish, except for short periods of time necessary to protect patent rights, publication or public use of an invention constitutes a statutory bar to the granting of a United States patent for the invention unless a patent application is filed within one year of the date of such publication or public use. Publication or public use also can be an immediate bar to patentability in certain foreign countries.

In order to preserve rights in unpatented inventions, it shall be the duty of each inventor to assure that a report is filed with the Chairperson of the Intellectual Property Committee notifying that office of any publication, submission of manuscript for publication, sale, public use, or plans for sale or public use, of an invention for which an Invention Report has previously been filed. If an invention is disclosed to any person who is not employed by the University or is not otherwise committed to maintain such invention in confidence, the inventor shall keep a written record of the date and extent of each such disclosure, the name and address of the person to whom the disclosure was made, and the purpose of the disclosure.

After the invention has been disclosed to the Intellectual Property Committee, the inventor shall promptly notify the Chair of the Intellectual Property Committee if he or she submits for publication, or has accepted for publication, any manuscript describing the invention, or if he or she plans or makes any sale or public use of the invention.

Inventor Requests for Waiver of University Rights

If the inventor believes that the invention was made outside the general scope of his University duties, and if he does not choose to assign the rights in the invention to the University, he shall, in his invention disclosure, request that the University Patent Committee determine the respective rights of the University and the inventor in the invention, and shall also include in his disclosure information on the following points:

  1. The circumstances under which the invention was made and developed;
  2. The employee’s official duties at the time of the making of the invention;
  3. Whether he or she requests waiver or release of any University claims or acknowledgment that the University has no claim;
  4. Whether he or she wishes a patent application to be prosecuted by the University, if it should be determined that an assignment of the invention to the University is not required under the University of North Carolina Patent and Copyright Policies; and
  5. The extent to which he or she would be willing voluntarily to assign domestic and foreign rights in the invention to the University if it should be determined that an assignment of the invention to the University is not required under the University of North Carolina Patent and Copyright Policies.

Revenue Sharing

  1. The University shall share technology transfer revenue that it receives from patents or inventions with the inventors. Specific provisions of grants or contracts may govern rights and revenue distribution regarding inventions made in connection with sponsored research; consequently, revenues the University receives from such inventions may be exclusive of payments of royalty shares to sponsors or contractors. Moreover, the University may contract with outside persons or organizations for the obtaining, managing and defending of patents. Any expenses incurred for the services of such persons or organizations, as well as any and all incremental expenses incurred by the University in obtaining and maintaining patents and/or in marketing, licensing and defending patents or licensable inventions, shall be deducted before the University distributes revenues as provided in “Revenue Sharing” section 2 below.
  2. The revenues that the University receives from a patent or invention (net of expenses described in “Revenues Sharing” section 1) shall be distributed as follows:
table, revenue sharing
Net Revenues Invetor/Co-Inventor(s) Department College University
First $100,000 50% 10% 5% 35%
$100,000 - $500,000 40% 10% 10% 40%
Above $500,000 35% 10% 10% 45%

Applicable laws, regulations or provisions of grants or contracts may, however, require that a lesser share be paid to the inventor. In the case of co-inventors, each percentage share described in this paragraph as due a sole inventor shall be subdivided equally among the co-inventors unless all the co-inventors provide the University a written instrument signed by each of them allocating ownership among them other than in equal shares. In no event shall the share payable to the inventor or inventors in the aggregate by the University be less than 15% of gross royalties received by the University.

3.  To the extent practicable and consistent with State and University budget policies, amounts allocated to the University pursuant to Paragraph E.2. will be dedicated to support University research and commercialization activities, including research in the inventor’s department or unit, if approved by the Chancellor.

Administration

The University recognizes that the evaluation of inventions and discoveries and the administration, development and processing of patents and licensable inventions involves substantial time and expense and requires talents and experience not necessarily found in its staff; therefore it may enter into a contract or contracts with an outside organization or organizations covering specific inventions or discoveries believed to be patentable or covering all such inventions, discoveries and patents in which the University has an interest.

Works Subject to Both Copyright and Patent Protection

As provided under the Winston-Salem State University Copyright Policy where an invention is subject to protection under both patent law and copyright law, if the University through the Intellectual Property Committee determines to retain title to its patent rights, the inventor/creator shall assign copyright to the University. On commercialization of such works, the inventor/creator shall be compensated in accordance with the provisions of this Policy and such procedures as may be developed hereunder. The Intellectual Property Committee may on its own initiative investigate whether a copyrighted work reported to it may also be subject to patent protection.

III.    Roles and Responsibilities

Responsibilities of University Personnel

  1.  University personnel who, either alone or in association with others, make an invention in which the University has or may have an interest shall disclose such inventions on the Invention Report (IR)             form provided for this purpose by the Intellectual Property Committee (IPC). The inventor shall submit the IR form to his/her supervisor or department head. The supervisor or department head shall           ascertain that the IR form is prepared in conformity with guidelines and shall check its accuracy and completeness, especially with respect to the circumstances in which the invention was developed,           and shall forward the IR form and whatever comments s/he may deem to be necessary or desirable to the IPC. The supervisor or department head shall add to the file whatever information s/he may           have concerning the governmental and commercial value of the invention. If the inventor specifically requests that the University determines his/her rights in the invention, the supervisor or                         department head shall state his/her conclusions with respect to such rights. The Chair of the IPC will promptly acknowledge receipt of completed IR forms and the comments and recommendations of           the supervisor or department head. The IPC shall be appointed and shall have duties pursuant to the University Copyright Policy Section VII and will review each written disclosure and make                         recommendations promptly. The inventor or his or her representative shall be allowed to examine all written materials submitted to the Committee, to provide any additional written materials and,               where practicable, to make an oral presentation to the Committee in order to clarify the potential associated with the ideas (inventions). The IPC will then decide on the proper disposition of the                   invention to secure the interests of the University, the inventor, the sponsor, if any, and the public. Its decision may include, but is not limited to, one or a combination of the following:

          I.  To submit the invention for review by a patent or invention management firm;

         II.  To make confidential inquiries of potential licensees as to their interest in the invention and their willingness to finance a patent application, where applicable;

        III.  To study the practicality of applying for a patent with University resources (an option with limited application because of financial constraints);

         IV.  In certain cases, to release the University’s rights to the inventor subject to an agreement to protect the interests of the University, the sponsor, if any, and the public, including an obligation to                     pay to the University a percentage of future royalties, where necessary, to recognize the University’s contribution.

           V.  To dedicate the invention to the public.

          VI.  To confirm that the University has no rights in the invention.

  Within 90 days after receipt of the IR, the inventor will be notified in writing of the decision of the Committee on (1) the equities involved, including financial participation, (2) whether the University plans    to file a patent application, or (3) whether the University will accept assignment of the invention for patenting, licensing, and/or commercial handling as applicable. If the University chooses neither to file      a patent application, nor otherwise make available commercially, nor to dedicate to the public an invention in which it asserts its rights, the invention, at the Committee’s discretion, may be released in          writing to the inventor, with the permission of the sponsor, if any.

  If, after the University has filed a patent application, it decides to abandon the patent, the University will promptly notify the inventor in writing, and all rights, at the Committee’s discretion, may be              released by written agreement to the inventor, with the permission of the sponsor, if any. In those cases in which the University has obtained a patent without obligation to sponsors, if no arrangement has    been made for commercial development within a twelve month period from the date of the issuance of the patent, the inventor(s) may request in writing a release of the University’s interest, which the        IPC shall grant, unless the University is in negotiations or serious discussions regarding commercial development.

  As to any invention in which the University has an interest, the inventor, upon request, shall promptly provide all contracts, assignments, waivers or other legal documents necessary to vest in the                University or its assignees rights to the invention, including assignment of any patents or patent applications relating to the invention.

 2.  University personnel may not: (a) sign patent agreements or any other agreement with outside persons or organizations that may abrogate the University’s rights and interests as stated in the                    University of North Carolina Patent and Copyright Policies or as provided in any grant or contract funding the invention, or (b) without prior written authorization use the name of the University or any of        its units in connection with any invention in which the University has an interest.

IV.     Applicability

This policy is applicable to the community of Winston-Salem State University.

Posthumously Awarding Degrees Policy 

University Group Policy #200.4

I.    Executive Summary

The University desires to provide appropriate recognition of a student’s academic achievement when the student’s progress would have likely fulfilled the requirements of an undergraduate or graduate degree. This policy establishes standard requirements and procedures for awarding a posthumous undergraduate or graduate degree for those unfortunate occasions when students die during their enrollment at Winston-Salem State University but are close to the completion of all requirements of the degree being pursued.

II.  Policy Statement

Winston-Salem State University may award undergraduate and graduate degrees posthumously. The Board of Trustees upon recommendation from the Chancellor may award a degree posthumously to any student who meets the eligibility requirements below. A certificate of attendance may be awarded posthumously by the Board of Trustees to a student who has completed at least one year of attendance at Winston-Salem State University but who does not qualify for a posthumous degree.

III.    Guidelines

Eligibility

To be eligible for the award of a posthumous degree, the student generally must have met the following conditions:

Undergraduate

  • The student was in good academic and disciplinary standing
  • The student was within 12 credit hours of completion of all requirements or was in the final term of completing of requirements

Graduate

  • The student was in good academic and disciplinary standing
  • Non-Thesis Program: the student had completed all course work and was eligible to take comprehensive exams
  • Thesis Program: the student had completed all course work for the program and was making sufficient progress toward completion of the thesis or project at the time of death.

Exceptions to these guidelines may be made when the student’s death occurred during or as a result of participation in university-sponsored activities, or when chronic illness prevented current enrollment.

Extraordinary Circumstances

Cases that do not meet the above specified criteria may be considered when extraordinary circumstances prevail. For example, the student died while carrying out a heroic deed, or while performing outstanding service to the University or community, or after having completed an outstanding academic record, piece of original research, or creative project; and other exceptional cases. In such cases, the appropriate faculty, department head, dean, and the Provost will be consulted prior to a recommendation being prepared for consideration by the Chancellor and Board of Trustees.

Procedures

  1. The deceased student’s department chairperson, faculty member, or an immediate family member may request that the degree be awarded posthumously. The written request (in the form of a letter) must be sent to the student’s department chairperson and received within twelve (12) months of the student’s death. The student must have been continuously enrolled at Winston-Salem State University until the onset of terminal illness, injury or death.
  2. The department faculty and chair will review the transcript of the student to determine if the student’s overall record merit further consideration and recommendation that the posthumous award be granted. A written letter of recommendation from the department indicating that the student has met the criteria with supporting documentation will be forwarded to the college/school dean for review.
  3. The dean will review the supporting documentation and will verify compliance with University policy governing the awarding of degrees posthumously. The dean will forward the recommendation to the Provost and Vice Chancellor for Academic Affairs.
  4. The Provost and Vice Chancellor for Academic Affairs will review the dean’s recommendation and will forward the approved recommendation to the Chancellor for approval.
  5. The Office of the Chancellor will notify the school/college dean and the registrar of the approval of the degree and present it at the next Board of Trustees meeting for approval. Upon approval by the Board, the dean will notify the family of the student of the approval and will arrange for the family to attend the spring commencement ceremony.
  6. The Office of the Registrar will prepare the diploma for the commencement ceremony. If the family chooses not to attend the commencement ceremony, the degree will be mailed to the family.  The Registrar will update the student’s record in the system to reflect that the student was awarded the degree posthumously without meeting the requirements for the degree.

IV.     Applicability

This policy applies to Winston-Salem State University students.

Reading Period Policy 

University Group Policy #200.5

I.    Executive Summary

University sanctioned reading periods are incorporated into the university calendar in an effort to provide students with additional examination preparation time before the commencement of final examination week.

II.  Policy Statement

Faculty may not give an examination or an assignment in lieu of an exam on those days. The two calendar days before the start of examinations in the fall and spring semesters are designated the reading period, which may change from time to time. No classes or exams are held on these days except in the case of programs with normally scheduled class meeting. Instead, students are encouraged to use these days for study and review. There is no reading period in the summer terms because examinations are given during regular class periods. Faculty who wish to conduct study sessions during the reading period may do so if, and only if, these study sessions are offered on a voluntary basis, no attendance is taken, and no new information is introduced. Final examinations shall be offered as officially scheduled, and not during university-sanctioned reading periods.

Campus Space during reading periods may only be scheduled for optional student and class review sessions. Campus space may not be scheduled during reading periods and final examination days for required class review sessions, early final examinations, club meetings, social activities, or any gatherings not specifically for review or study of the semester’s academic work. Off-campus activities are also prohibited during the reading period.

III.     Definitions

A reading period is defined as a period of time set aside for study for final exam

IV.     Applicability

The policies applies to the faculty of Winston-Salem State University

V.    Compliance

Anyone who violates this policy will be subject to the appropriate disciplinary action.

Readmisssion Policy for Graduate Students

University Group Policy #303.17

I.  Policy Statement

Following suspension/dismissal for unsatisfactory academic performance the student has the right to appeal for readmission and must be reinstated in order to continue in the program. To initiate an appeal, the student shall submit a letter to the Program Coordinator/Department Chair explaining the basis of the appeal within 10 business days following suspension/dismissal.

The Program Coordinator/Department Chair will designate a committee to consider the student’s appeal. The committee will be composed of faculty members not directly involved with the suspension/dismissal of the student. The appeal will be addressed within 10 business days and the committee will recommend to the Dean of the school/college that the student either be reinstated to or dismissed from the program. The committee makes a recommendation on the individual merits of the student’s appeal. The Dean of the school/college will make the final determination and notify the student of the decision in writing.

This decision of the Dean of the school/college is final.

II.     Applicability

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

Registration Policy 

University Group Policy #301.7

I.  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.

II.    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.

III.     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).

IV.    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.

Research Misconduct Policy 

University Group Policy #400.9

I.    Executive Summary

Consistent with Federal regulations and the policy of the UNC Board of Governors on research misconduct, Winston-Salem State University has created this policy on how the institution will respond to allegations relative to research misconduct.

II.  Policy Statement

As a community of scholars in which truthfulness and integrity are fundamental, the University must establish procedures for the investigation of allegations of misconduct of research with due care to protect the rights of those making the allegations, those accused, and the University. Furthermore, federal regulations require the University to have explicit procedures for addressing incidences in which there are allegations of misconduct in research. Therefore, in congruence with the University of North Carolina, Winston-Salem State University has created its specific policy on how the institution will respond to allegations relative to research misconduct.

In developing a regulation on integrity in scholarship and scientific research, the faculty and administration recognize that researchers and scholars are highly principled. However, since the actions of every individual cannot be accounted for, this regulation represents a mechanism to deal with dishonest behavior. It is not the intention of the regulation to stifle free thinking or limit creativity. It is recognized that research results or findings and theories believed in all honesty to be correct at one time may still be proven wrong in the normal course of scholarly investigation.

In the belief that honesty and integrity are essential to the search for knowledge, it is the policy of Winston-Salem State University that all persons involved in research and scholarship must guard the truth, uphold the highest standards in their research, and protect and ensure the public’s trust in Winston-Salem State University, its research, and its researchers. It is clear that misconduct in scholarly research cannot be prevented by university regulation or federal law but only by each individual’s firm commitment to academic ideals and integrity. Mentors, project directors, and department and unit heads must stress the importance of such commitment upon faculty, students, staff, and research assistants and associates.

Whenever any Winston-Salem State University faculty member, graduate student, undergraduate student, or any other person involved in research is accused of misconduct in research, the university will conduct an inquiry, make a determination concerning the truth or falsity of the allegations, and take appropriate disciplinary action. The process of inquiry will be expeditious and protect the rights of all those concerned, including the complainant, the accused, witnesses, and committee members.

III.     Definitions

Allegation means a disclosure of possible research misconduct through any means of communication. The disclosure may be by written or oral statement or other communication to an institutional or HHS official.

Complainant means a person who in good faith makes an allegation of research misconduct.

Compliance Officer or CO means the institutional official responsible for overseeing inquiries and investigations.

Conflict of interest means the real or apparent interference of one person’s interests with the interests of another person, where potential bias may occur due to prior or existing or future personal or professional relationships.

Criteria warranting an inquiry means that an inquiry is warranted if the allegation (1) falls within the definition of research misconduct in this policy, (2) is within 42 CFR § 93.102, and (3) is sufficiently credible and specific so that potential evidence of research misconduct may be identified.

Deciding Official or DO means the institutional official who makes the final determinations on allegations of research misconduct and any responsive institutional actions. The deciding official will have no direct prior involvement in the institution’s inquiry, investigation, or allegation assessment.

Evidence means any document, tangible item, or testimony offered or obtained during a research misconduct proceeding that tends to prove or disprove the existence of an alleged fact.

Fabrication is making up data or results and recording or reporting them.

Falsification is manipulating research materials, equipment, or processes, or changing or omitting data or results such that the research is not accurately represented in the research record [i.e., the record of data or results that embody the facts emerging from the research, and includes but is not limited to, research proposals, progress reports, abstracts, theses, oral presentations, internal reports, journal articles, books, background information, including biographical data, citation of publications or status of manuscripts].

Good faith, as applied to a complainant or witness, means having a belief in the truth of one’s allegation or testimony that a reasonable person in the complainant’s or witness’s position could have based on the information known to the complainant or witness at the time. An allegation or cooperation with a research misconduct proceeding is not in good faith if it is made with knowing or reckless disregard for information that would negate the allegation or testimony. Good faith as applied to a committee member means cooperating with the purpose of helping an institution meet its responsibilities under 42 CFR Part 93. A committee member does not act in good faith if his/her acts or omissions on the committee are dishonest or influenced by personal, professional, or financial conflicts of interest with those involved in the research misconduct proceeding.

HHS means the United States Department of Health and Human Services.

Inquiry means preliminary information-gathering and preliminary fact finding that meets the criteria and follows the procedures of 42 CFR §§ 93.307-93.309.

Institutional member means a person who is employed by, is an agent of, or is affiliated by contract or agreement with an institution. Institutional members may include, but are not limited to, officials, tenured and untenured faculty, teaching and support staff, researchers, research coordinators, clinical technicians, postdoctoral and other fellows, students, volunteers, agents, and contractors, subcontractors, and subawardees, and their employees.

Investigation means the formal development of a factual record and the examination of that record leading to a decision not to make a finding of research misconduct or to a recommendation for a finding of research misconduct which may include a recommendation for other appropriate actions, including administrative actions.

Office of Research Integrity or ORI means the office to which the HHS Secretary has delegated responsibility for addressing research integrity and misconduct issues related to PHS-supported activities.

Preponderance of the evidence means proof by information that, compared with that opposing it, leads to the conclusion that the fact at issue is more probably true than not. It means that a review of the evidence leads to a finding that is more likely than not, or more than 50% likely.

Public Health Service or PHS means the unit within HHS that includes the Office of Public Health and Science and the following Operating Divisions: Agency for Healthcare Research and Quality, Agency for Toxic Substances and Disease Registry, Centers for Disease Control and Prevention, Food and Drug Administration, Health Resources and Services Administration, Indian Health Service, National Institutes of Health, and the Substance Abuse and Mental Health Services Administration, and the offices of the Regional Health Administrators.

PHS support means PHS funding, or applications or proposals therefore, for biomedical or behavioral research, biomedical or behavioral research training, or activities related to that research or training, that may be provided through: PHS grants, cooperative agreements, or contracts or subgrants or subcontracts under those PHS funding instruments; or salary or other payments under PHS grants, cooperative agreements or contracts.

Plagiarism is the appropriation of another person’s ideas, processes, results, or words without giving appropriate credit.

Records of research misconduct proceedings means: (1) the research records and evidence secured for the research misconduct proceeding pursuant to this policy and 42 CFR §§ 93.305, 93.307(b), and 93.310(d), except to the extent the institution subsequently determines and documents that those records are not relevant to the proceeding or that the records duplicate other records that have been retained; (2) the documentation of the determination of irrelevant or duplicate records; (3) the inquiry report and final documents (not drafts) produced in the course of preparing that report, including the documentation of any decision not to investigate, as required by 42 CFR § 93.309(c); (4) the investigation report and all records (other than drafts of the report) in support of the report, including the recordings or transcripts of each interview conducted; and (5) the complete record of any appeal within the institution from the finding of research misconduct.

Research misconduct means fabrication, falsification, or plagiarism, or other practices that seriously deviate from those that are commonly accepted within the research community for proposing, conducting, or reporting research. It does not include honest error or honest differences in interpretations or judgments of data. Research misconduct may also be termed scientific misconduct, misconduct in research, or misconduct in science.

Research record means the record of data or results that embody the facts resulting from scientific inquiry, including but not limited to, research proposals, laboratory records, both physical and electronic, progress reports, abstracts, theses, oral presentations, internal reports, journal articles, and any documents and materials provided to HHS or an institutional official by a respondent in the course of the research misconduct proceeding. Other examples of research records include but are not limited to grant or contract applications, whether funded or unfunded; grant or contract progress and other reports; laboratory notebooks; notes; correspondence; videos; photographs; X-ray film; slides; biological materials; computer files and printouts; manuscripts and publications; equipment use logs; laboratory procurement records; animal facility records; human and animal subject protocols; consent forms; medical charts; and patient research files. “Data or results” shall be interpreted broadly to encompass all forms of scholarly information about the research at issue without regard to the type of recording or storage media, including, but not limited to, raw numbers, field notes, interviews, notebooks and folders, laboratory observations, computers and other research equipment, CD-ROMs, hard drives, floppy disks, Zip disks, back-up tapes, machine counter tapes, research interpretations and analyses, tables, slides, photographs, charts, gels, individual facts, statistics, tissue samples, reagents, and documented oral representations of research results, as well as any documents and material provided to HHS or an institutional official by a respondent in the course of the research misconduct proceeding.

Research sponsor means the agency, institution, or organization, if any, that sponsored the research that is the subject of an inquiry or investigation. The research sponsor can be governmental, private, or non-profit in nature. It also includes the Office of Research Integrity of the U. S. Department of Health and Human Services for research that is sponsored by any part of DHHS.

Respondent means the person against whom an allegation of research misconduct is directed or who is the subject of a research misconduct proceeding. There can be more than one respondent in any inquiry or investigation.

Retaliation means an adverse action taken against a complainant, witness, or committee member by this institution or one of its institutional members in response to (1) a good faith allegation of research misconduct or (2) good faith cooperation with a research misconduct proceeding.

In any inquiry or investigation that involves research sponsored by a federal agency where that federal agency uses a definition of research misconduct that is different from the one in this regulation, the committee must use that agency’s definition for purposes of the university’s responsibilities to that agency. In carrying out the inquiry or investigation for the university’s own purposes, the committee will use either the agency’s definition or the definition in section U, above.

IV.    Guidelines

A. Responsibility to Report Misconduct

All employees or individuals associated with Winston-Salem State University will report observed, suspected, or apparent research misconduct to the chair of the unit where the respondent is employed/appointed. Any official who receives an allegation of research misconduct must report it immediately to the chair of the unit where the respondent is employed/appointed. If an individual is unsure whether a suspected incident falls within the definition of research misconduct, he or she may meet with or contact the chair of the unit where the respondent is employed/appointed to discuss the suspected research misconduct informally, which may include discussing it anonymously and/or hypothetically. If the circumstances described by the individual do not meet the definition of research misconduct, the chair will refer the individual or allegation to other offices or officials with responsibility for resolving the problem.

At any time, any individual may have confidential discussions and consultations about concerns of possible misconduct with the chair, dean, CRO, Director, and/or CO and will be advised regarding appropriate procedures for reporting allegations. These appropriate procedures begin with consultation with the chair of the appropriate discipline, committee or body, or equivalent unit head. If for any reason the respondent cannot discuss the concerns of possible misconduct with the chair, then the discussions will begin with the dean of the appropriate discipline, committee or body, or equivalent unit head.

B. Cooperation with Research Misconduct Proceedings

Institutional employees will cooperate with institutional officials in the review of allegations and the conduct of inquiries and investigations. Employees have an obligation to provide relevant evidence to institutional officials regarding research misconduct allegations.

C. Confidentiality

The Provost shall, as required by 42 CFR § 93.108: (1) limit disclosure of the identity of respondents and complainants to those who need to know in order to carry out a thorough, competent, objective, and fair research misconduct proceeding; and (2) except as otherwise prescribed by law, limit the disclosure of any records or evidence from which research subjects might be identified to those who need to know in order to carry out a research misconduct proceeding. The Provost will use written confidentiality agreements or other mechanisms to ensure that the recipient does not make any further disclosure of identifying information.

Winston-Salem State University may provide confidentiality for witnesses when circumstances indicate that the witnesses may be harassed or may otherwise need protection.

D. Protecting Complainants, Witnesses, and Committee Members

The CO will monitor the treatment of individuals who bring allegations of misconduct and those who cooperate in inquiries or investigations. Any instances of retaliation will be referred to the Provost for appropriate action. The Provost will ensure that these persons will not be retaliated against in the terms and conditions of their employment or other status at the institution. Employees should immediately report any alleged or apparent retaliation to the CO.

To the maximum extent possible, Winston-Salem State University will also protect the privacy of those who report misconduct in good faith. For example, if the complainant requests anonymity, the institution will make an effort to honor the request during the allegation assessment or inquiry within applicable policies and regulations and state and local laws, if any. The complainant will be advised that if the matter is referred to an investigation committee and the complainant’s testimony is required, anonymity may no longer be guaranteed. Institutions are required to undertake diligent efforts to protect the positions and reputations of those persons who, in good faith, make allegations.

E. Protecting the Respondent

As requested and as appropriate, the Provost and other institutional officials shall make all reasonable and practical efforts to protect or restore the reputation of persons alleged to have engaged in research misconduct, but against whom no finding of research misconduct is made.

Inquiries and investigations will be conducted in a manner to ensure fair treatment to the respondent(s) in the inquiry or investigation and confidentiality to the extent possible without compromising public health and safety or failing to thoroughly carrying out the inquiry or investigation.

During the research misconduct proceeding, the CO is responsible for ensuring that respondents receive all the notices and opportunities provided for in 42 CFR Part 93 and the policies and procedures of the institution. Respondents may consult with legal counsel or a non-lawyer personal adviser (who is not a principal or witness in the case) to seek advice and may bring the counsel or personal adviser to interviews or meetings on the case.

F. Interim Administrative Actions and Notifying ORI and/or the Appropriate Oversight Agency or Sponsor of Special Circumstances

Throughout the research misconduct proceeding, the CO will review the situation to determine if there is any threat of harm to public health, federal funds and equipment, or the integrity of the PHS-supported research process. In the event of such a threat, the Provost will, in consultation with the CO, other institutional officials and ORI, take appropriate interim action to protect against the threat. If other sponsors are involved, the appropriate oversight agency or sponsor will be consulted as well. Interim action might include additional monitoring of the research process and the handling of federal funds and equipment, reassignment of personnel or of the responsibility for the handling of federal funds and equipment, additional review of research data and results, or delaying publication. The Director shall, at any time during a research misconduct proceeding, notify ORI immediately if he/she has reason to believe that any of the following conditions exist:

  • Health or safety of the public is at risk, including an immediate need to protect human or animal subjects;
  • HHS resources or interests are threatened;
  • Research activities should be suspended;
  • There is a reasonable indication of possible violations of civil or criminal law;
  • Federal action is required to protect the interests of those involved in the research misconduct proceeding;
  • The research misconduct proceeding may be made public prematurely and HHS action may be necessary to safeguard evidence and protect the rights of those involved; or
  • The research community or public should be informed.

If other sponsors are involved and if these or similar conditions exist, the appropriate oversight agency or sponsor will be notified.

See Related Resources (below) for full Research Misconduct policy.

V.    Roles and Responsibilities

A. Chair of the Appropriate Discipline, Committee or Body, or Equivalent

The chair of the appropriate discipline, committee or body, or equivalent (chair) will discuss allegations confidentially with the complainant and prepare a report to the dean of the appropriate discipline, committee or body, or equivalent (dean) if the allegation seems serious enough to warrant reporting. In addition, the chair’s responsibilities will include the following:

Receive allegations of research misconduct and

Assess each allegation of research misconduct in accordance with “Conducting the Assessment and Inquiry - Assessment of Allegations” portion of this policy to determine whether it falls within the definition of research misconduct and warrants an inquiry.

NOTE: If a research misconduct allegation is made involving research within a center or institute, information will be reported to the immediate supervisor of the center or ins

B. Complainant

The complainant is responsible for making allegations in good faith, maintaining confidentiality, and cooperating with an inquiry or investigation. As a matter of good practice, the complainant should be interviewed at the inquiry stage and given the transcript or recording of the interview for correction. The complainant must be interviewed during an investigation, and be given the transcript or recording of the interview for correction.

On the basis of case-by-case determinations, Winston-Salem State University may provide to the complainant for comment: (1) relevant portions of the inquiry report (within a timeframe that permits the inquiry to be completed within sixty [60] days of its initiation); and (2) relevant portions of the draft investigation report. Comments on the draft investigation report must be submitted within thirty (30) days of the date on which the complainant received the draft report. Any comments made by the complainant on the draft investigation report will be considered during the investigation proceeding and included in the final investigation report.

The complainant will have the opportunity to testify before the inquiry and investigation committees, to review all portions of the inquiry and investigation reports pertinent to his/her allegations or testimony, to be informed of all the results of the inquiry and investigation, and to be protected from retaliation. Also, the complainant must be afforded an opportunity to review draft reports including their comments before those reports are officially acted upon, to ensure accuracy of representation. The complainant will be informed of the allegations when an inquiry is opened and will be notified in writing of the final determinations and the resulting administrative actions.

C. Compliance Officer

The Compliance Officer (CO) shall be an institutional official who is qualified to handle the procedural requirements involved and who is sensitive to the varied demands made on those who conduct research, those who are accused of misconduct, and those who report apparent misconduct in good faith.

The CO will have primary responsibility for implementation of the institutional policies and procedures governing research misconduct allegations, including the following specific responsibilities:

  • Consult confidentially with persons uncertain about whether to submit an allegation of research misconduct, advise such persons of this policy, and advise that they further discuss with the chair;
  • Sequester research data and evidence pertinent to the allegation of research misconduct in accordance with “Conducting the Assessment and Inquiry -Notice to Respondent; Sequestration of the Research Records” of this policy and maintain it securely in accordance with this policy and applicable law and regulation;
  • Assist the inquiry and investigation committees and all institutional personnel in complying with these procedures and with applicable standards imposed by government or external funding sources;
  • Notify the respondent, after approval of the Provost and Vice Chancellor for Academic Affairs (Provost) as well as institutional counsel, and provide opportunities for him/her to review/comment/respond to allegations, evidence, and committee reports in accordance with “Conducting the Assessment and Inquiry -Notice to Respondent; Sequestration of the Research Records”portion of this policy;
  • Inform respondents, complainants, and witnesses of the procedural steps in the research misconduct proceeding;
  • Provides the inquiry and investigation committees with needed logistical support, e.g., expert advice, including forensic analysis of evidence, and clerical support, including arranging witness interviews and recording or transcribing those interviews;
  • Organize and manage the inquiry and investigative committees and ensure that confidentiality is maintained;
  • Keep the Deciding Official (DO) and others who need to know apprised of the progress of the review of the allegation of research misconduct;
  • Maintain records of all documents and evidence pertaining to the research misconduct proceeding; and
  • Maintain the confidentiality and security of all files.

The CO will prepare all documents necessary to be submitted to the research sponsor and/or the federal agency responsible for research compliance oversight. In the case of non-sponsored research that has already been published or which is under external review, where that research is the subject of an inquiry or investigation, the CO will prepare all necessary documents to be submitted to the publisher or potential publisher.

D. Dean of the Appropriate Discipline, Committee or Body, or Equivalent

The dean of the appropriate discipline, committee or body, or equivalent (dean) will review the report presented by the chair and will forward the report to the Provost and the Dean of the School of Graduate Studies and Research and Chief Research Officer (CRO), with a copy to the CO. In addition, the dean’s responsibilities will include the following:

  • Consult confidentially with persons uncertain about whether to submit an allegation of research misconduct, advise such persons of this policy, and advise that they further discuss with the chair;
  • Receive allegations of research misconduct; and
  • Assess each allegation of research misconduct in accordance with the”Conducting the Assessment and Inquiry - Assessment of Allegations” portion of this policy to determine whether it falls within the definition of research misconduct and warrants an inquiry; and
  • In consultation with appropriate institutional officials, review reports to determine whether to conduct an investigation, whether misconduct occurred, whether to impose sanctions, and whether to take other appropriate administrative actions.

E. Dean of the School of Graduate Studies and Research and Chief Research Officer

The responsibilities of the Dean of the School of Graduate Studies and Research and Chief Research Officer (CRO) will include the following:

  • Consult confidentially with persons uncertain about whether to submit an allegation of research misconduct, advise such persons of this policy, and advise that they further discuss with the chair;
  • Receive a report of allegation from the dean;
  • Review the allegation in consultation with the dean of the appropriate discipline, committee or body, or equivalent, the Director of Sponsored Programs (Director), the CO, and any subject matter experts;
  • Upon approval of the Provost, initiate the inquiry process;
  • Receive the inquiry and/or investigation report and any written comments made by the respondent and/or the complainant on the draft report(s); and
  • In consultation with appropriate institutional officials, review reports to determine whether to conduct an investigation, whether misconduct occurred, whether to impose sanctions, and whether to take other appropriate administrative actions.

F. Deciding Official

The Deciding Official (DO) is the Chancellor of Winston-Salem State University. The DO will make the final decision regarding administrative actions in consultation with the Provost, the CRO, institutional counsel, dean, and/or chair. The DO will also ensure that all administrative actions taken by the institution are enforced.

In addition, the DO, in cooperation with other institutional officials, will take all reasonable and practical steps to protect or restore the positions and reputations of good faith complainants, witnesses, and committee members.

The DO will receive the inquiry report and, after consulting with appropriate institutional officials, will decide whether an investigation is warranted under the criteria in 42 CFR § 93.307(d). Any finding that an investigation is warranted must be made in writing by the DO and must be provided to ORI and/or the appropriate oversight agency or sponsor, together with a copy of the inquiry report meeting the requirements of 42 CFR § 93.309, within thirty (30) days of the finding. If it is found that an investigation is not warranted, the DO will ensure that detailed documentation of the inquiry is retained for at least seven (7) years after termination of the inquiry, so that ORI may assess the reasons why the institution decided not to conduct an investigation.

The DO will receive the investigation report and, after consulting with other appropriate officials, decide the extent to which Winston-Salem State University accepts the findings of the investigation and, if research misconduct is found, decide what, if any, institutional administrative actions are appropriate. The DO shall ensure that the final investigation report, the findings of the DO, and a description of any pending or completed administrative action are provided to ORI and/or the appropriate oversight agency or sponsor, as required by 42 CFR § 93.315.

G. Director of Sponsored Programs

The responsibilities of the Director of Sponsored Programs (Director) include the following:

  • Consult confidentially with persons uncertain about whether to submit an allegation of research misconduct, advise such persons of this policy, and advise that they further discuss with the chair;
  • As necessary, take interim action and notify ORI of special circumstances, in accordance with “General Policies and Principles - Interim Administrative Actions and Notifying ORI and/or the Appropriate Oversight Agency or Sponsor of Special Circumstances” of this policy;
  • Notify and make reports to ORI as required by 42 CFR Part 93;
  • Take appropriate action to notify other involved parties, such as sponsors and professional societies, of those actions; and
  • Make records of the research misconduct proceeding available to ORI and/or the appropriate oversight agency or sponsor in accordance with “Conducting the Investigation - Investigation Process” portion of this policy.

If the research is federally funded, the Director will report to the research sponsor as required by applicable regulations. The Director will also keep the research sponsor apprised of any developments during the course of the inquiry or investigation that may affect current or potential federal funding for the individual(s) under investigation. The research sponsor will be provided with the information to ensure appropriate use of federal funds and otherwise protect the public interest.

In the case of a non-federal sponsor of research where that research is the subject of an inquiry or investigation, the Director will keep the non-federal sponsor informed as to the inquiry and investigation as appropriate under the circumstances.

In the case of non-sponsored research that has already been published or which is under external review, where that research is the subject of an inquiry or investigation, the Director will keep the publisher of that research or potential publisher of that research informed as to the inquiry and investigation as appropriate under the circumstances.

The Director will officially transmit all documents necessary to be submitted to the research sponsor and/or the federal agency responsible for research compliance oversight.

In the case of non-sponsored research that has already been published or which is under external review, where that research is the subject of an inquiry or investigation, the Director will officially transmit all documents necessary to be submitted to the publisher or potential publisher.

H. Institutional Counsel

Institutional counsel will assist the CO with sequestering research data and evidence pertinent to the allegation of research misconduct in accordance with “Conducting the Assessment and Inquiry - Notice to Respondent; Sequestration of the Research Records” section of this policy and maintain it securely in accordance with this policy and applicable law and regulation. Institutional counsel will also ensure that the process and all administrative actions are conducted in accordance with legal requirements.

In addition, institutional counsel, in cooperation with other institutional officials, will take all reasonable and practical steps to protect or restore the positions and reputations of good faith complainants, witnesses, and committee members. In the event of a finding of research misconduct, institutional counsel will notify involved parties such as law enforcement agencies and licensing boards of the resulting administrative actions taken by the institution.

I. The Provost and Vice Chancellor for Academic Affairs

The Provost and Vice Chancellor for Academic Affairs (Provost) will receive the inquiry and/or investigation report and any written comments made by the respondent or the complainant on the draft report. The Provost, along with the CRO, dean, and/or other subject matter experts will review the report to determine whether to conduct an investigation, whether misconduct occurred, whether to impose sanctions, and whether to take other appropriate administrative actions. The recommendation(s) will be prepared and submitted to the DO.

Other responsibilities of the Provost will include the following:

  • Provide confidentiality to those involved in the research misconduct proceeding as required by 42 CFR § 93.108, other applicable law, and institutional policy;
  • Appoint the chair and members of the inquiry and investigation committees, ensure that those committees are properly staffed and that there is expertise appropriate to carry out a thorough and authoritative evaluation of the evidence;
  • Determine whether each person involved in handling an allegation of research misconduct has an unresolved personal, professional, or financial conflict of interest and take appropriate action, including refusal, to ensure that no person with such conflict is involved in the research misconduct proceeding; and
  • In cooperation with other institutional officials, take all reasonable and practical steps to protect or restore the positions and reputations of good faith complainants, witnesses, and committee members and counter potential or actual retaliation against them by respondents or other institutional members.

J. Public Safety

The Department of Public Safety will assist the CO with sequestering research data and evidence pertinent to the allegation of research misconduct in accordance with”Conducting the Assessment and Inquiry - Notice to Respondent; Sequestration of the Research Records” portion this policy and maintain it securely in accordance with this policy and applicable law and regulation.

K. Respondent

The respondent is responsible for maintaining confidentiality and cooperating with the conduct of an inquiry and investigation. The respondent is entitled to:

  • A good faith effort from the CO to notify the respondent in writing at the time of or before beginning an inquiry;
  • An opportunity to comment on the inquiry report and have his/her comments attached to the report;27
  • Be notified of the outcome of the inquiry, and receive a copy of the inquiry report that includes a copy of, or refers to, 42 CFR Part 93 and the institution’s policies and procedures on research misconduct;28
  • Be notified in writing of the allegations to be investigated, within a reasonable time after the determination that an investigation is warranted, but before the investigation begins (within thirty [30] days after the institution decides to begin an investigation), and be notified in writing of any new allegations, not addressed in the inquiry or in the initial notice of investigation, within a reasonable time after the determination to pursue those allegations;
  • Be interviewed during the investigation, have the opportunity to correct the recording or transcript, and have the corrected recording or transcript included in the record of the investigation;30
  • Have interviewed during the investigation any witness who has been reasonably identified by the respondent as having information on relevant aspects of the investigation, have the recording or transcript provided to the witness for correction, and have the corrected recording or transcript included in the record of investigation; and
  • Receive a copy of the draft investigation report and, concurrently, a copy of, or supervised access to, the evidence on which the report is based, and be notified that any comments must be submitted within thirty (30) days of the date on which the copy was received and that the comments will be considered by Winston-Salem State University and addressed in the final report.

The respondent will be informed in writing of the allegations when an inquiry is opened and will be notified in writing of the final determinations and the resulting administrative actions. The respondent may be interviewed by the inquiry and investigation committees. The respondent will also have the opportunity to be interviewed by and to present evidence to the inquiry and investigation committees, to review the draft inquiry and investigation reports, and to have the advice of legal counsel or a non-lawyer personal adviser (who is not a principal or witness in the case) and may bring the counsel or personal adviser to interviews or meetings on the case.

The respondent shall be given the opportunity to admit that research misconduct occurred and that he/she committed the research misconduct. With the advice of the Provost, institutional counsel, and CRO, the DO may terminate Winston-Salem State University’s review of an allegation that has been admitted if the institution’s acceptance of that admission and any proposed settlement is approved by ORI and/or the appropriate oversight agency or sponsor.

If the respondent is not found guilty of research misconduct, he/she has the right to receive institutional assistance in restoring his or her reputation.

VI.     Applicability

This regulation and the associated procedures apply to all individuals at Winston-Salem State University engaged in research, regardless of the sponsor of the research.

Satisfactory Academic Progress for Continued Financial Aid Policy 

University Group Policy #301.9

I.  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.

II.    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.

III.     Applicability

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

IV.    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

Selected Topic Courses Policy 

University Group Policy #200.19

I.  Policy Statement

Selected topic course are courses not regularly offered and are designed to provide students an opportunity to explore current issues relevant to their plan of study. Selected topics may be offered with less than minimum required enrollments.

II.     Applicability

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

Standards for Scholarship Policy

University Group Policy #200.20

 I.  Policy Statement

In all work for a degree, a high level of scholarly performance is expected. The student is expected to demonstrate academic competence, intellectual honesty and responsibility, a willingness to do more than the minimum required, and the ability to think critically and constructively.

II.    Guidelines

The following state statutes (North Carolina General Statute 14-118.2) address the issue of obtaining academic credit by fraudulent means.

  1. It shall be unlawful for any person, firm, corporation or association to assist any student, or advertise, offer or attempt to assist any student, in obtaining or in attempting to obtain, by fraudulent means,any academic credit, or any diploma, license or other instrument purporting to confer any literary, scientific, professional,technical or other degree in any course of study in any university, college, academy, or other educational institution. The activity prohibited by this subsection includes,but is not limited to, preparing or advertising, offering, or attempting to prepare a term paper, thesis,or dissertation for another and impersonating or advertising, offering or attempting to take an examination.
  2. Any person, firm, corporation or association violating any of the provisions of this section shall be guilty of a misdemeanor punishable by a fine of not to exceed five hundred dollars ($500.00), imprisonment for not more than six months, or both. Provided, however, the provisions of this section shall not apply to the acts of one student in assisting another student as herein defined if the former is duly registered in an educational institution and is subject to the disciplinary authority thereof. (1963, c.781; 1969, c.1224, s.7.)

III.     Applicability

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

Student Code of Conduct

University Group Policy #301.8

I.  Policy Statement

The university community respects certain principles that govern socially and academically acceptable standards of good conduct and behavior. All community members, including students, are expected to conduct themselves in accordance with the regulations of the university and to comply with municipal, state and federal laws. Violations of campus or University policies, rules or regulations, or federal, state, or local law may result in a violation of Code and the imposition of student discipline. The Code provides a framework for identifying the standards of behavior and minimum due process requirements for addressing or adjudicating violations.  Disciplinary measures and/or penalties shall be in accordance with procedural and substantive due process safeguards applicable to disciplinary actions as required by Section 502D(3) of The Code of The UNC Board of Governors, UNC Policy 700.4.1, and other applicable campus policies, as they may be amended from time to time. Where there is a conflict between The Code of The UNC Board of Governors and this Code of Conduct, then The Code of The UNC Board of Governors will control. 

II.     Applicability

This policy applies to Winston-Salem State University students.

Student Refund

University Group Policy #301.10

I.  Policy Statement

In accordance with federal financial aid policies and regulation, it is the policy of Winston-Salem State University to issue a refund to a student if there is a credit balance on a student’s account.

Refunds are made only after a careful review of the student’s eligibility for financial aid and account. They will be computed only when the aid is actually applied to the student account and will not be processed based on a credit balance that is the result of anticipated aid or memo items.

Direct Deposit is the preferred method for a student refund and is the fastest way to refund the student. If the student does not sign up for direct deposit, the refund will be issued in the form of a check made payable to the student and mailed to the student’s permanent address. Refunds will be processed after the end of the drop/add period for each term. This date may vary for summer session terms. The university calendar will provide the exact dates for each term. The first refund payment for each term will be available five business days after the end of the drop/add period. Refunds issued thereafter will be direct deposited or mailed to students on the 15th and last day of the month but not less than five work days from the first refund date. If these days are on a non-business day, the disbursement will be made on the last working day prior to the 15th and last day of the month. The university will post the exact refund dates for each term.

II.    Guidelines

Eligibility for a refund will be determined by the Office of Scholarships and Financial Aid and the Office of Student Accounts and Cashiering. Eligibility for a refund may be impacted by dropping courses or withdrawing from WSSU. Any changes in enrollment or financial aid status may impact refund eligibility and may also require the repayment of all or part of the financial aid received by the student to the funding agency.

The federal financial aid for any student who receives federal financial aid, other than Federal Work-Study, that withdraws or changes his or her enrollment status will be adjusted in accordance with formulas prescribed by the Federal Title IV Program, or WSSU policy, whichever is applicable, as they may be amended from time to time. Students considering withdrawal before the conclusion of a semester are encouraged to contact the Office of Scholarships and Financial Aid in order to obtain a detailed estimate of the financial implication of their withdrawal.

In order for a student to receive a refund when a Parent Plus Loan is part of the financial aid award, the borrowing parent must expressly authorize the distribution to the student by either indicating it on the Parent Plus promissory note or completing a Parent Plus Title IV Authorization form and submitting it along with a copy of a photo ID or in order for the student to receive the refund. The refund will otherwise be issued to the borrowing parent.

III.     Applicability

This policy is applicable to Winston-Salem State University students that receive financial aid.

Visitors in the Classroom Policy

University Group Policy #301.11

I.  Policy Statement

In order to ensure a proper environment for learning at Winston-Salem State University, no individual will be permitted to bring any non-enrolled adult or child into any active classroom setting at the University unless the visitor is a scheduled part of the curriculum.

II.     Definitions

Child: Any person who is 17 years old or younger.

Visitor: Any person who is not currently enrolled in a specific WSSU course.

Classroom: Any room or place where a group of students meet at a regularly scheduled time to study or where classes are conducted. For the purposes of this policy, a classroom may be a lecture, laboratory or community service setting.

III.    Guidelines

Visitors, including children, are not allowed in classrooms unless they are enrolled participants in the class and meet all WSSU admissions requirements. An exception is permitted for classes or courses which expressly utilize children as a part of the instructional process, or where there is the expressed permission of an administrator or teaching faculty to visit. Only registered students and authorized University staff/volunteers may participate in field trips, retreats, or other University authorized travel activities.

Any child that is on campus for other than educational purposes must be under direct parental/guardian supervision and control at all times. All visitors are subject to all other University policies regarding the presence of children/minors and visitors on campus.

IV.     Applicability

The policy applies to faculty and students of Winston-Salem State University.