Academic Policies

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

Other Services

———————————————————————————————————————

I.  Policy Statement

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

II.    Guidelines

1. To be eligible for Academic Forgiveness, a student must:
2. Be readmitted to the University after an absence of at least (3) consecutive calendar years.
3. Have attempted at least 12 letter-graded semester hours since re-admission (pass/fail or audited courses are excluded). Attempted hours include all courses that contribute to the GPA, including those for which the student received credit by earning grades of A, B, C, or D or for which the student did not receive credit due to grades of F, W or I.
4. Have earned at least a 2.3 grade-point average in all courses attempted since readmission.
5. Request Academic Forgiveness in writing from the Office of the Registrar. This request must be submitted prior to the end of the semester immediately following the semester in which the 12 letter-graded semester hours have been attempted.

  a.  After the student requests Academic Forgiveness and after eligibility is verified, the following adjustments are made to the student’s academic record:

       i.  All grades earned at WSSU prior to re-entry are excluded from the calculation of the GPA (i.e., “forgiven”).

       ii.  Credit hours earned for courses prior to re-entry with the grade of at least “P” or “C” are retained.

      iii.  Credit hours earned for courses prior to re-entry with a grade of “D” are not retained.

      iv.  Each grade that is subject to this policy will remain on the official transcript, but will be noted as “forgiven.”

  b.  All grades, including those that have been forgiven, will not be allowed to qualify students for eligibility membership in honor societies and graduation with honors.

  c.  Students are not eligible for GPA improvements under the Course Repeat Policy after Academic Forgiveness has been applied.

  d.  A student who has been granted Academic Forgiveness must earn a minimum of 30 credit hours from the point of re-admission to be eligible to receive a baccalaureate degree.

  e.  Any academic probations, suspensions, or dismissals from forgiven semesters will not be forgiven. They will count when the Unsatisfactory Academic Progress Policy is applied to the student’s record after re-admission.

  f.  The conditions of the Academic Forgiveness Policy cannot be appealed

III.     Applicability

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

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.

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.

I.  Policy Statement

Absences

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

II.    Roles and Responsibilities

Class Attendance

Student Responsibilities

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

Faculty Responsibilities

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

III.     Applicability

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

IV.    Compliance

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

Responsible Division: Provost & Vice Chancellor for Academic & Student Affairs

I.  Policy Statement

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

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

Students may not register at any other institution when in regular attendance at Winston-Salem State University unless proper approval has been secured, in which case the hours taken will be considered a part of the normal load. This includes correspondence and/or extension work.

II.     Applicability

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

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

I.  Policy Statement

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

II.    Guidelines

Grade Point Breakdown

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

III.     Applicability

This policy applies to Winston-Salem State University students.

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.

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.

I.  Policy Statement

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

II.    Guidelines

Only courses in which a grade of C- or less was earned may be repeated. The highest grade earned in an approved repeated course is used in computing the grade point average (GPA). Other grades for the same course will be on the record but will not be counted in the GPA. Students are only allowed to replace grades in a maximum of four courses or 16 semester hours as an undergraduate. All attempts at a course count towards Satisfactory Academic Progress and the tuition surcharge.

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

III.     Applicability

This policy applies to Winston-Salem State University students.

I.  Policy Statement

Military Tuition Assistance (“TA”) is awarded to a student under the assumption that the student will attend school for the entire period for which the assistance is awarded. When a student withdraws, the student may no longer be eligible for the full amount of TA funds originally awarded.

To comply with the Department of Defense policy, Winston-Salem State University (“WSSU”) will return any unearned TA funds on a prorated basis through at least the 60% portion of the period for which the funds were provided. TA funds are earned proportionally during an enrollment period, with unearned funds returned based upon when a student stops attending. These funds are returned to the military Service branch.

Instances when a Service member stops attending due to a military service obligation, the educational institution will work with the affected Service member to identify solutions that will not result in student debt for the returned portion                     

II.    Guidelines

WSSU will return unearned TA funds based on the following schedule. The educational institution’s week of instruction is counted as seven (7) days. 

TA Funds Schedule

III.     Applicability

This policy is applicable to undergraduate and graduate students utilizing military tuition assistance at Winston-Salem State University.

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.

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.

I.  Policy Statement

Winston-Salem State University (WSSU) is committed to equality of educational opportunity.  Admission to the university is based on merit and there is no discrimination against any person on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or veteran status. Admission requirements for those entering the freshman class, for those entering with advanced undergraduate credit, for those seeking admission as unclassified or special/non-degree seeking students, and for those seeking re-admission to the university are provided. Students may be admitted at the beginning of the fall semester, spring semester or at the beginning of each summer session. Early application is advisable for any term. All requests for application forms and inquiries for information concerning undergraduate admission should be addressed to the Office of Admissions

II.     Definitions

These definitions are intended only for UNC system data reporting purposes

• Undergraduate First-Time Student - one who has not attended another postsecondary institution after graduating from high school. It also includes students enrolled in the fall term who attended college for the first time in the prior summer. 
• Undergraduate Transfer Student - one who has attended another postsecondary institution after graduating from high school.

Course Units - as defined in these requirements may include those high school-level courses taken and passed by an applicant after graduating from high school, as well as those taken while enrolled as a high school student. For some transfer students and students who graduated from high school prior to 1990, special considerations have been made.                                                             

III.    Guidelines

A. Criminal Background Checks

WSSU will perform criminal background checks on applicants being considered for admission or already admitted if the application and supporting materials contain one or more of the following security triggers: 

1. the application or supporting material contains inconsistent answers that have not been satisfactorily explained;
2. the applicant answers one or more of the six criminal background/ discipline questions affirmatively or submits subsequent information indicating (1) pending criminal charges, (2) acceptance of       responsibility for a crime, (3) criminal convictions or (4) school disciplinary action, unless the affirmative answer or supporting material relates to a school disciplinary action that resulted from             an offense that is remote in time or was insubstantial;
3. the application omits one or more answers without an acceptable explanation;
4. the application has an unexplained time period since graduation from high school during which the applicant was not, for example, enrolled in higher education, enlisted in the military, or employed       fulltime; or 
5. any other reason sufficient to WSSU. 

Students who give a positive response to one of the security triggers are required to submit a background investigation report by an approved third party vendor and a written letter of explanation describing the circumstances related to the positive responses. Admissions reviews this information, and in some cases, the file will move to the Admissions Review Board (ARB) or the Office of Equal Employment Opportunity/Title IX (EEO) for further review.  If a decision to deny admission is rendered, a student has the right to appeal to the ARB. 

B. Admission to the Freshman Class

In selecting the freshman class, decisions are based upon the candidate’s academic record and scores on the Scholastic Assessment Test (SAT) of the College Entrance Examination Board or the American College Test (ACT) of the American College Testing Service. The university’s CEEB code for the SAT is 5909; the ACT code is 3178. The admissions criteria are the same for public and private school applicants. It is possible for holders of high school equivalency certificates to be given individual consideration for admission. Admission to the university does not guarantee admission to any academic program. 

C. Academic Requirements

An official transcript showing graduation from an accredited high school or an official transcript showing that the applicant is scheduled for graduation during the current scholastic year is required. The transcript should include the courses which the applicant has completed and those in which the applicant is enrolled, the number of weeks given each subject, the grade in each course and the scholastic standing of the student in their class. The school official authorized to sign these records must sign the transcript. All transcripts received by the university become the property of the university, and are filed among its records. Transcripts cannot be forwarded or returned to the applicant. 

D. Graduates of Cooperative Innovative High Schools (Early College)

Students graduating from a North Carolina Cooperative Innovative High School (CIHS) with an associate’s degree will have the option of being considered for admission as a freshman or as a transfer student. 

WSSU will also provide written information to the student regarding the different admission requirements that accompany each option and any other relevant information that may be helpful to the student when considering which option to select. 

E. Regulations on Minimum Requirements for Undergraduate Admission

This regulation confirms the minimum undergraduate course requirements to be in effect at all constituent institutions of the University of North Carolina.  

1. Minimum Course Requirements (MCR) For degree-seeking applicants for first-time undergraduate admission, the following courses will be required:

     a. Six course units* in language, including

         i.  four units in English emphasizing grammar, composition, and literature, and

        ii.  two consecutive units of a language other than English.
      b. Four course units of mathematics, in any of the following combinations:

         i.  common core I, II, and III, and one unit beyond common core III;

        ii.  algebra I and II, geometry, and one unit beyond algebra II; or

       iii.  integrated math I, II, and III, and one unit beyond integrated math III.

In some cases, students may combine math courses from the different combinations listed above to meet the requirement. It is recommended that prospective students take a mathematics course unit in the twelfth grade.

     c. Three course units in science, including

        i.  at least one unit in a life or biological science (for example, biology),

        ii.  at least one unit in physical science (for example, physical science, chemistry, physics), and

       iii.  at least one laboratory course.

     d. Two course units in social studies, including one unit in S. history, but an applicant who does not have the unit in U.S. history may be admitted on the condition that at least three semester hours              in that subject will be passed by the end of the sophomore year. 

  2. Minimum Admissions Requirements (MAR)

All degree-seeking applicants for first-time admission as undergraduates must have:

      a. a minimum 2.5 weighted high school grade point average (GPA); and

      b. a minimum SAT of 880 or ACT of 17.

    i.  The SAT score scale on which this minimum standard is based is the sum of the critical reading and mathematics subtests, a sum that has a possible range of 400-1600. The ACT score scale on                     which this minimum standard is based is the average (rounded to the nearest whole number) of the four subtests, and the possible range is 1-36.

   ii.  The standards may be met by a “superscore” defined as a combination of subtests from more than one administration of the same test. However, the SAT scores may not be calculated by conversion             of ACT scores, or vice versa.

   iii.  The following groups of first-time, undergraduate applicants are exempt from one or both of the MAR criteria (grade point average and test scores):

1. Applicants who are at least 21 years old at the start of their first undergraduate term are exempt from both MAR and MCR;
2. Applicants who have earned at least 24 transferrable credits from a regionally accredited postsecondary institution are exempt from both MAR and MCR (Undergraduate credits awarded for AP, IB, or other credit by exam may not be included as part of these 24 hours);
3. Graduates of home schools are exempt from the minimum GPA requirement but must meet the minimum test score and MCR;
4. Graduates of non-traditional high schools that do not have grades or operate on a scale other than that on which this admissions policy is based are exempt from the minimum GPA requirement but must meet the minimum test score and MCR; and
5. Graduates of foreign high schools for which high school GPA and/or required admissions test scores are not provided, or are provided on a scale that is not comparable to the GPA scale on which this admissions policy is based, may be exempt from the MAR. 

F. Transfer Admissions

It is required that applicants that have attended another college/university (including 2-year, 4year, and/or junior colleges) submit an application for admission, all official transcripts for institutions of higher learning attended, and other needed documentation to the Office of Undergraduate Admissions. Applicants that have been enrolled in one of the 16 University of North Carolina system schools are not required to submit a high school transcript and SAT/ACT score.  To be eligible for admission to WSSU, transfer applicants must be in good academic standing and eligible to return to the last institution which they attended. 

1. Applicants must have an overall GPA of at least 2.0 on a 4.0 scale, as calculated by the college most recently attended.
2. Transfer applicants who have earned at least 24 transferrable undergraduate credits from one or more regionally accredited, postsecondary institutions shall not be required to meet Minimum Admissions Requirements (MAR) and Minimum Course Requirements (MCR).

   a.  Transferrable undergraduate credit counted as part of these 24 hours shall also include:

      i.  Credit earned at foreign institutions deemed to have the equivalence of regional accreditation; equivalence of regional accreditation generally refers to recognition by the foreign country’s Ministry                of Education and/or recognition by a credible organization offering credential evaluation services; and

       ii.  Credit awarded for prior learning as part of military service, with the military branch designated as the transfer institution.

   b.  Undergraduate credits awarded for AP, IB, or other credit by exam shall not be included as part of these 24 hours.

   c.  Applicants under the age of 21 with fewer than 24 hours of transferrable undergraduate credit earned in a post-secondary institution must meet MAR and MCR.

        i.  Transfer applicants who are 21 years of age or older shall not be required to meet MAR and MCR for admissions purposes.

        ii.  All persons having completed a minimum of three years of active duty service will be considered transfer students in the admissions process pursuant to UNC Policy Manual, Section 700.1.1.2[R],                 with the branch of service functioning as the institution of transfer. Applicants in this profile shall be required to submit the high school transcript or GED, college transcript(s) (if applicable) and                     relevant military transcript for evaluation.

        iii.  WSSU complies with all requirements of the Comprehensive Articulation Agreement (CAA).

3. General Guidelines for Transfer of Academic Credit

     a.  Equating Quarter Hours (QH) to Semester Hours (SH) for Transfer - One (1) QH = two-thirds (2/3) SH. If transfer credit comes within one-third (1/3) SH of a WSSU requirement, it will be                             considered to have fulfilled that requirement. (Thus, a four (4) QH course in biology will fulfill a three (3) SH biology requirement at WSSU since four (4) QH equals two and two-thirds) (2 2/3) SH.               A three (3) QH biology course, however, will not fulfill a three (3) SH biology requirement since three (3) QH equals two (2) SH.)

     b.  The North Carolina Comprehensive Articulation Agreement (CAA) (2007), states that “to be eligible for the transfer of credits under the CAA, the student must graduate from the community college               with an Associate in Arts (AA) or Associate in Science (AS) degree or have completed the 44-hour general education core as defined … and have an overall Grade Point Average (GPA) of at least 2.0             on a 4.0 scale and a grade of “C” or better in all CAA courses.” Therefore, students who have met the CAA are considered to have met the general education requirements at WSSU. Students are                 still responsible for meeting any pre-requisite course requirements required by academic major programs at WSSU.

     c.  WSSU will accept courses from regionally accredited colleges and universities or non-regionally accredited institutions for which the student earned a grade of “C” or better.

     d.  WSSU will transfer no more than 64 SH (96 quarter-hours) earned at two-year institutions.

     e.  No more than 75% of credits toward graduation can be transferred.

      f.  Courses will transfer as equivalent courses when such a course or precedent exists (course has been accepted previously as equivalent to a WSSU course).

     g.  Courses for which there is no equivalent course will transfer as elective credit.

     h.  The chairperson of the transfer student’s major or minor department will review the transcript and make the recommendation regarding appropriate credits for elective credit that could satisfy                      major course requirements.

      i.  All courses approved for transfer are listed on the WSSU record, but grades and grade point averages are not.

 4. General Elective Credit

General rules governing transfer credit for General Elective Transfer Credit: 

      a.  Courses taken at regionally accredited institutions which do not transfer as general education credit or equivalent credit for major and minor courses will be considered for general elective transfer                credit.

      b.  No credit below “C” level will be accepted; grade points and averages do not transfer.

      c.  Transfer credit is awarded only upon receipt in the WSSU Office of the Registrar of an official transcript from the institution where the credit was earned.

      d.  No more than 30 credit hours can be transferred as General Elective Transfer Credit.

      e.  Provisional transfer credit may be granted for study at foreign institutions or U.S.

      f.  Institutions that are not regionally accredited, but must be validated by 30 semester hours of successful performance in residence at Winston-Salem State University.

5. General Education Requirements

General Education at Winston-Salem State University provides the intellectual foundation for both the completion of a major program of study and learning beyond college by affording students a broad based education rooted in the Arts, Humanities and Sciences. The General Education curriculum is designed to foster the development of critical skills such as thinking, writing, and speaking while offering students the opportunity to explore the vast fields that make up the academy.  

       a.  The registrar will determine credits that can transfer to WSSU based on the guidelines in the section II. Students will work with their advisors to distribute the courses relative to the general                         education framework. 

           i.  Transfer students are required to take or transfer approximately 60 SH of credits outside of their major program requirements. Many of the 60 SH will be used to address requirements of                              the general education curriculum.

           ii.  For transfer students who have not met the general education core curriculum requirements as defined in the CAA, general education transfer decisions will be made on a course-by-course basis.

           iii.  Transfer students should have at least one course in each of the seven general education Areas of Knowledge – Culture and Foreign Language, History, Literature, Mathematics, Natural Science,                    Social and Behavioral Sciences, and The Fine Arts.

           iv.  For transfer students with less than 60 hours of general education transfer credit, advisors will work with students to determine if there is a need, because of skill deficits, to take courses that                        are focused on any of the seven general education learning outcomes as part of general education before the student enters the major.

        b.  Developmental skills courses do not count towards the hours needed to fulfill either general education requirements or the 60 SH outside of the major requirement. Developmental skills courses                    are non-credit, basic skills classes for students who demonstrate skill deficiencies in writing in English, mathematics, or reading as determined by placement examinations.

        c.  Transfer students are advised to review the WSSU catalog regarding specific pre-requisite course requirements related to courses in the various major programs. Many of these courses are found                  in the general education curriculum at WSSU and other colleges and universities.

        d.  Students who transfer less than 30 SH are required to complete a Liberal Learning Seminar (LLS) sometime during their first year at WSSU unless they transfer into a distance learning program.

 6. Placement Test

Placement tests are not required if students have taken developmental or college level English and/or mathematics at another accredited institution. Students who have maintained a 2.5 (C+) grade point average through 24 SH of course work at a technical college or similar institution, or a 2.0 (C) grade point average through 24 SH of work at a community, junior college; four-year college or university will not be required to take the Reading Placement Test. 

G. Admission Requirements for an Additional Baccalaureate Degree

A student that has received a bachelor’s degree from WSSU or another regionally accredited institution may earn an additional baccalaureate degree by the following means: 

1. Completing a minimum of 30 additional SH at WSSU beyond the hours required for their first degree, for each subsequent degree.
2. Satisfying upper division requirements in the major field as recommended and approved by the department and approved by the department chair granting the additional degree.
3. Completing other requirements or pertinent supporting courses as approved by appropriate department chairperson or dean. 

H. International Student Admission

WSSU accepts qualified students from other countries. International applicants must satisfy all requirements for admission as outlined for other students, and must have command of written and spoken English as demonstrated by test scores. In addition, prospective international students must: 

1. Have all academic records, including official transcripts showing all school coursework and proof of graduation from a secondary school, translated into English and evaluated by an international academic evaluation service such as World Education Services (www.wes.org) before the records are submitted to the Office of Admissions.
2. Send official Test of English as a Foreign Language (TOEFL) or International English Language Testing System (IELTS) scores to the Office of Admissions. The verbal score on the SAT I or the English score on the ACT may be used instead of the TOEFL or IELTS score.
3. Submit a certificate of financial responsibility and supporting documentation showing sufficient financial resources to be used to cover the cost of attendance. This amount must exceed the annual out-of-state budget used by the university’s Financial Aid Office. 

Prospective international students should submit all application materials by published deadlines for the term for which they are applying. The university’s Office of International Programs will issue the I-20 once applicants have satisfied all admission requirements. All other requests for information or questions regarding admission should be directed to the Office of Admissions. 

I.  Non-Degree/Special Students

Special students are students who wish to take courses for the purpose of broadening their cultural interest or purely for their own edification; students visiting from another institution; or graduates of four-year institutions seeking certification. Interested individuals should: 

1. Submit application for admission with the non-refundable application fee.
2. Submit proof of high school graduation or a permission from the current institution.

 In order to take a course that requires a pre-requisite, appropriate transcripts showing successful completion of the pre-requisite should be submitted to the Department of Admissions. 

Students admitted as non-degree seeking/special students are not eligible to receive any federal or university financial aid. Special students may be considered as degree seeking after all requirements for new freshmen or transfer admission have been met. Special students not seeking certification may enroll in and accumulate no more than 12 SH. Credits earned while enrolled as a special student will not count toward graduation until all university admissions have been met. 

J. Visiting Students

Students from other colleges or universities may be admitted as visitors. Applicants from other colleges or universities must obtain prior approval from their current institution to take courses at Winston-Salem State University. High school students must provide the appropriate permissions from the high school counselor and parent/guardian.  The university assumes no responsibility for determining the student’s course selection when the credits are to be transferred elsewhere. Enrollment by permission from another institution does not obligate the university to continue the student’s enrollment at Winston-Salem State University after the expiration of the permission period. 

K. Admission to the Summer Session

Degree seeking students who wish to start course work during the summer session must satisfy the same admission requirements that are prescribed for students entering for the first time in the fall or spring semester, including the testing requirements. Students enrolling for the summer session only as visiting students should contact the Continuing Education and Summer Sessions Office. 

L. High School Students

Winston-Salem State University will accept, for enrollment in certain university courses, high school juniors and seniors and who have the formal endorsement of and permission from the high school counselor and parent/guardian. Enrollment is limited to one course per semester. The cost per course for which university credit is given is the same as for other students taking fewer than nine hours. Credit earned before completion of high school may be applicable to a degree program at Winston-Salem State University when the student has met all requirements for high school graduation and satisfied the requirements for admission as a freshman, or the credit can be transferred to the school of the student’s choice. Individuals wishing to enroll in university courses as indicated should proceed according to the policies of the high schools, and the high schools should contact the Winston-Salem State University Office of Admissions for application forms and further information. 

M. Re-Admission of Former Students

When a student’s attendance is interrupted for any reason, an application for re-admission must be filed with the Office of the Registrar. If the student has attended another college or university, the student must also pay the non-refundable application fee and submit official transcripts of credit from these institutions. Special students who have not interrupted their enrollment do not need permission to take courses until they have accumulated 12 SH or completed requirements for certification. 

N.Notification of Acceptance

Applicants are notified of action taken on their applications as soon as possible. However, final action cannot be taken until all required information is in the Office of Admissions.

IV.     Applicability

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

V.    Compliance

Any student who supplies false or misleading information or who conceals pertinent facts in order to enroll at Winston-Salem State University will be subject to immediate dismissal from the university.

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

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

II.     Definitions

Whenever business day is used in this document, it shall mean any day except Saturday, Sunday, or an institutional holiday.

In computing any period of time, the day in which notice is received is not counted but the last day of the period being computed is to be counted.

The delivery method may include: certified mail, registered mail, commercial service, personal delivery service, or hand-delivery by an employee or the student or his/her representative that obtains a signature.

III.    Guidelines

Impermissible Grounds for Grading

Impermissible or arbitrary grounds for assigning a grade are:

The final course grade was assigned in a manner not consistent with the standards and procedures stated in Responsibility of Faculty and Students section A and III; or

The final course grade was based upon the student’s race, color, religion, national origin, age, sex, disability, veteran status or sexual orientation; or

The final course grade was assigned because of personal malice towards the student;

The final course grade was the result of an error in calculating or recording grades.

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

Finality of Appeal

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

Representation of Parties

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

Confirmation of Receipt of Notice.

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

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

IV.    Roles and Responsibilities

Responsibility of Faculty and Students

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

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

V.     Applicability

This policy is applicable to undergraduate 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. A student may appeal to the next level of appeal if there is failure without justifiable excuse of any other person in the appeal process to comply with scheduled timelines. The presentation of an excuse shall be made to the appropriate dean of the school or college to which the appeal is filed.

I.  Policy Statement

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

II.    Guidelines

Course Withdrawal

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

Course withdrawal with extenuating circumstances

Withdrawal for extenuating circumstances requires that:

1. a “WE” be recorded on the transcript
2. the course(s) count as attempted hours
3. the course(s) not count in GPA calculation
4. the course(s) is(are) subject to all financial aid and SAP rules and calculations.

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

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

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

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

Course withdrawals without extenuating circumstances

1. After the initial change of registration period students may withdraw from one or more courses without meeting the standards for extenuating circumstances up to 45 course days into the semester. A        student may withdraw from a maximum of sixteen (16) credit hours without extenuating circumstances over the course of a student’s undergraduate degree or degrees. No student may withdraw           after the official withdrawal period unless there are extenuating circumstances. Once the withdrawal period is passed, students will be given the earned grade for the course.
2. Withdrawal without extenuating circumstances requires that:

• the Registar’s Office record a “W” on the transcript.
• the course(s) count as attempted hours
• the courses are subject to all financial aid and satisfactory academic progress (SAP) rules and calculations.
• the credit hours for the courses from which the student withdraws count towards the maximum of sixteen (16) credit hours of permitted course withdrawals without extenuating circumstances over the student’s undergraduate degree or degrees.

Students should also understand that:

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

University Withdrawal

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

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

Unless the university withdrawal was approved for extenuating circumstances the courses in which the student was enrolled at the time of the withdrawal will count towards the sixteen (16) credit hours of course withdrawals without extenuating circumstances permitted over the course of a student’s undergraduate degree or degrees. Once a withdrawal has been processed, it may not be rescinded.

III.     Applicability

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

——————————————————————–

Other Services

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

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

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

Advanced Placement

For all first-time Freshmen entering the Fall semester at WSSU, placement assessments in the areas of Reading, Writing, Mathematics (via ALEKS PPL), and Career Interests (via FOCUS 2) are required to be completed in June of the preceding summer.

Students should do their absolute best - but without outside assistance - on all assessments to ensure enrollment in the courses most appropriate for them.

These tools are used to assess knowledge, abilities, and readiness for college-level courses. Note that they are assessments only – not pass/fail tests – and are administered to ensure students are properly placed in the appropriate English and Mathematics courses at WSSU as well as to determine if a developmental reading course is needed.

Once all assessments have been completed, a student will be contacted by his or her academic advisor via WSSU email. Meeting with the appropriate academic advisor is the final step in determining a student’s class schedule.

Should you need additional information regarding placement testing, please contact the Testing Center Manager James Pao at (336)750-2390 or paojh@wssu.edu or stop by the office in the Student Success Center at Hill Hall, room 330.

Auditing Courses

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

Change of Student Name and Address

If a student needs to formally change their legal name with the University, the following authorization form needs to be completed. Be sure to provide the necessary supporting documentation (i.e. Marriage certificate, court order, etc.)

Authorization to Change Legal Name form

Classification of Students

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

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

College Level Examination Program (CLEP)

Winston-Salem State University participates in CLEP, a national program of credit-by-examination that offers students an opportunity to earn college credit by examination. CLEP offers two types of tests: General Examinations and Subject Examinations.

University policies regarding CLEP are as follows:

• WSSU does not award credit for General Examinations.
• Students may earn a maximum of (36) semester hours of CLEP credit for subject examinations.
• WSSU recognizes the right of each academic department to determine the maximum number of additional credits to be earned via challenging examinations.
• Credit by examination cannot be used to meet the 30-hour residency requirement.
• A CLEP score may not be used for course credit once a student has earned a grade in that particular course.
• You must wait six (6) months to retake any CLEP exam.
• Five general exams cover course material usually required in the first two years of college.  Twenty-nine subject exams cover material from a wide range of courses in the fields of Business, Composition and Literature, Foreign Languages, History and Social Science and Mathematics.

The document entitled Transfer Articulation CLEP describes minimum acceptable scores and number of credit hours awarded for each course.

CLEP Examinations, 19th Edition, contains descriptions of all CLEP exams, sample questions and answers, test making strategies, and general information about credit by examination. The cost is $24.95 (plus shipping and handling, postage, and sales tax where applicable).

To get more information about ordering the Study Guide or to place a credit card order call 1-800-323-7155 (toll free in the U.S.) Monday through Friday 8:00 a.m. to 9:00 p.m., ET., or access the website at CLEP Online.

• All CLEP test-takers must use My Account to register and pay for CLEP examinations.
• A $25 non-refundable site fee per exam is required, payable to WSSU by check or money order only. This fee which must be received two (2) weeks in advance of the testing date. Checks or Money Orders should be mailed to: 

Winston-Salem State University
University College & Lifelong Learning
P. O. Box 19527
Attn: James Pao, CLEP Administrator
Hill Hall #330
Winston-Salem, NC 27110

Upon receipt of your $25 site fee, the CLEP Administrator will arrange with you a day and time that is convenient for you to take your CLEP test.

If you have further questions, contact the Manager of the Testing Center, James Pao, at (336)750-2390 or paojh@wssu.edu whose office is located in the Student Success Center at Hill Hall, room 330.

Proficiency Examinations

For all first-time Freshmen entering the Fall semester at WSSU, placement assessments in the areas of Reading, Writing, Mathematics (via ALEKS PPL), and Career Interests (via FOCUS 2) are required to be completed in June of the preceding summer.

Students should do their absolute best - but without outside assistance - on all assessments to ensure enrollment in the courses most appropriate for them.

These tools are used to assess knowledge, abilities, and readiness for college-level courses. Note that they are assessments only – not pass/fail tests – and are administered to ensure students are properly placed in the appropriate English and Mathematics courses at WSSU as well as to determine if a developmental reading course is needed.

Once all assessments have been completed, a student will be contacted by his or her academic advisor via WSSU email. Meeting with the appropriate academic advisor is the final step in determining a student’s class schedule.

Should you need additional information regarding placement testing, please contact the Testing Center Manager James Pao at (336)750-2390 or paojh@wssu.edu or stop by the office in the Student Success Center at Hill Hall, room 330.

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

Please visit the Admission Office for additional information.

————————————————————-