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 Compliance & Risk webpage 

Other Services

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

I.  Standard Statement

Students who were previously enrolled at Winston-Salem State University (WSSU) may be eligible to receive Academic Forgiveness from the negative impact of failing grades earned during their prior attendance at the institution. Academic Forgiveness is granted only once after an absence of at least two consecutive full terms (summer terms excluded). Students eligible for Academic Forgiveness are required to meet all readmission requirements.

II. Guidelines

Readmitted students may qualify for academic forgiveness which allows for prior coursework from WSSU with an earned grade of ‘F’ to be excluded from GPA calculations and determination of graduation eligibility. Each grade that is subject to this policy will remain on the official transcript but will be noted as “forgiven.”

Eligible students must have an absence from the university of at least two consecutive full terms (summer terms excluded). Students may be readmitted one time only under this policy. The forgiveness policy will be applied automatically upon readmission if the student is eligible.

Any  academic  probations,  suspensions,  or  dismissals  from  forgiven  semesters  will  not  be  forgiven.  They  will count when the Good Academic Standing and Satisfactory Academic Progress policy is applied to the student’s record after readmission. Readmitted students who were granted academic forgiveness must have a cumulative GPA calculated on at least 30 credit hours since readmission to be eligible to graduate with distinction or honors based on the guidelines detailed in policy 302.7 – Undergraduate Degree Requirements.

Students  are  advised  to  consult  with  the  Office  of  Scholarships  &  Financial  Aid  to  determine  the  impact  of Academic  Forgiveness.  Academic  Forgiveness  may  only  be  granted  once.  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.     Standard Statement

WSSU is committed to providing every student with a rich, affirming educational experience in alignment with  the  institution’s  goals  to  produce  highly  competent  and  productive  citizens.  The  realization  of  this commitment  requires  the  establishment  and  maintenance  of  a  positive  learning  environment  in  the classroom, including clearly communicating the standards for positive and disorderly classroom behaviors.

Positive classroom behaviors are those that support learning, teaching, and collaboration as part of a safe, respectful environment.

Disorderly conduct is defined as engaging in conduct that disrupts, disturbs, or interferes with the teaching of  students  at  Winston-Salem  State  University  or  engages  in  conduct  that  disturbs  the  peace,  order,  or discipline at Winston-Salem State University. This can include, but is not limited to: conduct that disrupts, interrupts,  or  attempts  to  force  the  cancellation  of  educational  activities;  obstruction  that  unreasonably interferes  with  freedom  of  movement  or  safe  passage  on  university  premises;  unauthorized  use  of electronic  or  other  devices  to  make  an  audio  or  video  recording  of  any  person  without  their  prior knowledge  or  without  their  consent  when  such  a  recording  is  likely  to  cause  injury  or  distress;  and engaging in any activity that deliberately threatens, harasses, intimidates another individual, or places an individual in reasonable fear of harm to the individual or damage to the individual’s property that has the effect of substantially disrupting the orderly operation of the individual’s daily life.

Although  not  common,  in  instances  of  disorderly  conduct,  the  instructor  will  take  reasonable  steps  to address, end, and prevent the behavior. Students who fail to cease the behavior may be instructed to leave an individual class session where appropriate and may be referred to the Office of Community Standards and Civility.

In  instances  where  it  is  determined  the  behavior  prohibits  the  ability  to  continue  the  class,  the  faculty member may seek additional assistance that may include, but is not limited to: the Academic Department Head, a faculty/staff member, the Office of the Dean of Students, or Campus Police and Public Safety. If the instructor determines that the behavior is violent, abusive, or threatening in nature, the faculty member may contact Campus Police and Public Safety for assistance. These behaviors may include any attempted, threatened,  or  other  disorderly  conduct  that  inhibits  instruction,  endangers,  or  is  likely  to  endanger  the health or safety of the individuals in the classroom. Individuals who exhibit violent or threatening behavior or  prohibit  the  ability  for  class  to  continue  may  be  subject  to  the  interim  suspension  process  and  other disciplinary actions.

WSSU’s  student  conduct  processes  enhance  the  intellectual  climate,  which  yields  growth,  behavioral changes, and personal understanding of one’s responsibilities and the consequences and impacts of one’s actions. WSSU is committed to restorative justice and the return of the individual as a productive member of the campus community if possible and when appropriate.

II.     Applicability

This unit standard is applicable to the faculty of Winston-Salem State University.

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 term 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.  Students may add courses to their schedules until the end of the Change of Registration period which occurs at the beginning of each term.

The Change of Registration Period for each term follows:

• Fall and Spring terms – the first six (6) class days
• Summer sessions – the first three (3) class days
• 12-week Competency Based Education: the first seven (7) days

The dates appear on the academic calendar. The courses for which students are registered at the close of business on the university’s census date which is the 10th university class day in Fall and Spring terms or the 3rd day of Summer sessions constitute their official registration and course load for the semester and count as Attempted Hours. Students will not receive credit for any course or courses for which they have not properly registered. Courses cannot be added to students’ schedules after the census date.

Late Registration

Continuing students who do not register during the designated pre-registration periods for Fall and Spring as  shown  on  the  academic  calendar  will  be  charged  a  non-refundable  Late  Registration  Fee  (see  Tuition and  Fees  webpage  for  current  amount).  The  fee  will  also  be  applied  to  new  or  continuing  students  who reregister for classes after their classes have been purged due to non-payment

III.    Roles & Responsibilities

WSSU is required to do the following:

• Maintain on-file permanently immunization records of all students attending the school.
• Maintain these records for inspection by the Department of Health and Human Services and the local health department during normal business hours.
• Transfer a student’s records of immunization, upon request, to any college or university to which the student desires to transfer, at no charge.
• File an immunization report with the Department of Health and Human Services within sixty (60) calendar days after the commencement of a new school year.

IV.    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.  Registration  procedures  can  be  found  on  the university’s website for each semester and summer sessions.

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.     Executive Summary

Winston-Salem State University shall have an academic progress policy that is used to determine eligibility for and continued receipt of Military Education and Training Benefits (METB). Educational benefits will be discontinued  for  veterans  or  eligible  persons  if  they  fall  below  the  minimum  standards  of  attendance, conduct, or progress established by the educational institution. This policy communicates the standards and protocols  for  veterans  and/or  eligible  persons  to  maintain  eligibility  to  receive  Military  Education  and Training Benefits at Winston-Salem State University. 

II.     Standard Statement

In  accordance  with  the  Veteran  Affairs’  Discontinuance  for  Unsatisfactory  Conduct  or  Progress  policy  (38 USC 3474), Winston-Salem State University shall have an academic progress policy that is used to determine eligibility for and continued receipt of military education and training benefits. Veteran students or eligible persons  must  maintain  the  minimum  standards  established  by  the  institution  to  continue  to  be  eligible  to receive Military Education and Training Benefits. Failure to meet the minimum standards will result in the individual’s   eligibility   being   placed   on   warning,   probation,   or   suspension   according   to   this   policy’s guidelines.  Military  education  and  training  benefits  are  defined  as  all  federally  funded  aid  programs,  e.g., Chapter 33/Post 9/11 GI Bill®, Chapter 35/Survivor and Dependents Assistance, Chapter 31/VR&E (Veteran Readiness and Employment), andChapter 1606/Selective Reserve Montgomery GI Bill®.             

III.     Guidelines

Eligibility  for  Military  Education  and  Training  Benefits  is  dependent  upon  the  veteran  or  eligible  person meeting  satisfactory  academic  progress  standards  based  on  the  following  guidelines.  Benefits  will  be canceled immediately for any student suspended or dismissed from WSSU.

All students who wish to qualify for METB while enrolled at WSSU will be assessed based on WSSU’s policy 301.14  –  Satisfactory  Academic  Progress  for  Continued  Financial  Aid.  Students  considered  to  be  making Satisfactory  Academic  Progress  must  maintain  a  cumulative  Grade  Point  Average  (qualitative  standard), completion  rate  (quantitative  standard),  and  timeframe  standard  at  or  above  the  established  minimum standards.

These standards are reviewed and assessed based on the student’s official academic record maintained by the Office of the Registrar. Grade Point Averages are calculated based on WSSU policies 302.10 – Grades and Grade  Point  or 303.18  –  Grading  System  for  Graduate  Students. 

Students  who  fail  to  meet  the  minimum standard(s)  for  three  consecutive  academic  terms  are  not  eligible  to  receive  METB.  METB  eligibility  is restored when the student’s hours have been evaluated and they are meeting all three requirements.Students who lose their METB eligibility due to not maintaining academic progress may appeal following the same process detailed in Policy 301.14. 

Time of Calculation

The standards are reviewed at the end of each academic term – Fall/Spring/Summer. Students will receive notification of their status via official campus communication and encouraged to seek assistance to meet the standards for Satisfactory Academic Progress and eligibility for METB.

Repayment for Reduction in Hours

Students  may  be  required  to  repay  disbursed  Military  Education  and  Training  Benefits  to  WSSU  for  the following  reasons:  1)  the  number  of  credit  hours  in  which  the  student  is  enrolled  after  the  schedule adjustment  period  ends  is  lower  than  the  number  of  enrolled  credit  hours  at  the  time  at  which  military educational  benefits  were  disbursed; or  2)  an  instructor  reports  that  the  student  receiving  METB  never attended a course for which aid was received.

Military Education Training and Benefits Status    

• Good Standing/”SAPMB OK”: Student meets the requirements showing Satisfactory Academic Progress for Military Benefits (SAPMB). They are eligible to receive METB.
• Military Education and Training Benefits Warning: Student’s hours have been evaluated, and they are not meeting one or more requirements at this time. Students need not appeal their status. The student is placed  on  Military  Education  Benefits  and  Training  Warning  for  the  following  academic  term  and  still eligible to receive METB.
• Military  Education  and  Training  Benefits  Probation:  Student’s  hours  have  been  evaluated,  and  they  are  not  meeting  one  or  more  requirements  at  the  end  of  the  semester  in  which  they  were  placed  on Military Education Benefits Warning. The student is placed on Military Education Benefits and Training Probation for the following academic term and still eligible to receive METB.
• Military Education and Training Benefits Suspension: Student’s hours have been evaluated, and they  are  not  meeting  one  or  more  requirements  at  the  end  of  the  semester  in  which  they  were  placed  on Military Education Benefits and Training Probation. Military Education and Training Benefits will remain suspended until all three requirements are raised to at least the established minimum. The interruption will be reported to the Veterans Administration within thirty calendar days of the change in status.

Students whose Military Education and Training Benefits are suspended may be eligible to continue taking courses  at  Winston-Salem  State  University.  They  will  be  required  to  satisfy  their  financial  obligations  to continue  to  attend  the  institution  by  an  alternative  method  until  the  minimum  METB  threshold  is reached.

IV.     Applicability

This policy applies to students enrolled at Winston-Salem State University that are receiving Military Education and Training Benefits.

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.  Standard Statement

Winston-Salem State University (WSSU), a constituent institution of the University of North Carolina System, 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, religion, color, national origin, ethnicity, sex, pregnancy, gender identity or expression, sexual orientation, age (40 or older), political affiliation, National Guard or veteran status, genetic information, or disability. In compliance with the UNC System Code and Policy Manual, the guidelines for which students are admitted to the university are provided in this unit standard. 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.   Admissions  Requirements:  All  qualified  persons  are  welcome  to  seek  admission  to  Winston-Salem State University. Specific admissions requirements may be found in the Undergraduate or Graduate Academic Catalogs.

B.   Merit-Based Admission: Admission to the university is based on merit. The University does not discriminate  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.

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 prior to the start of the term of first enrollment is required.

D.   University Admission based on Qualifications: Those persons admitted to the University are selected  on  the  basis  of  the  institution’s  judgment  of  the  applicant’s  relative  qualifications  for satisfactory  performance  in  the  specific  college,  school,  department,  curriculum,  or  other program to which the applicant seeks admission, consideration of the applicant’s potential threat to campus community or property, and the institutional criteria listed above.

E.   Chancellor’s  Exceptions:  Up  to  1%  of  the  total  number  of  applicants  accepted  as  first-time undergraduates or 75 students, whichever is greater, who have not met the minimum admissions requirements   (school   grade   point   average   and/or   standardized   test   score)   but   meet   the minimum course requirements may be admitted to the university in alignment with UNC system policy regarding Chancellor’s Exceptions based upon evidence of the applicant’s ability to achieve academically  through  an  assessment  of  prior  academic  record,  standardized  test  score(s)  (e.g., SAT or ACT), or recommendation from schools previously attended.

F.   Special  Considerations:  Applicants  who  have  not  met  the  minimum  course  requirements  as defined by the UNC system but meet the minimum admissions requirements may be given special consideration  for  admission  by  the  Admissions  Office  based  upon  evidence  of  the  applicant’s ability  to  achieve  academically  through  an  assessment  of  prior  academic  record,  standardized test score(s) (e.g., SAT or ACT), or recommendation from schools previously attended.

G.   Compliance  with  UNC  Board  of  Governors  Admissions  Requirements:  The  Winston-Salem State  University  Admission  policy  must  comply  with  the  admission  requirements  set  by  the University of North Carolina Board of Governors found in section 700 of the UNC Policy Manual and Code and requirements set by the faculty. If a decision to deny admission is rendered, then a student has the right to appeal to the Admissions Review Board.

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.  Standard Statement

Students may find it necessary to withdraw from courses or the university after the university’s change of registration period each term. 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 Enrollment

Students are expected to complete the courses for which they are registered at the close of business on the university’s census date which is the 10th university class day in Fall and Spring terms or the 3rd day of Summer sessions. These courses must be recorded on students’ official transcripts, receive grades that are 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 the conditions described below. Courses from which students withdraw prior to the census date are not recorded on transcripts and are not counted towards the maximum of sixteen (16) credit hours of permitted course withdrawals without extenuating circumstances for undergraduate students.

Course withdrawal without extenuating circumstances

1.   After the census date, students may withdraw from one or more courses without meeting the standards for extenuating circumstances up to forty-five (45) course days into the semester or up to twelve (12) days in summer sessions. Undergraduate students may withdraw from a maximum of sixteen (16) credit hours without extenuating circumstances over the course of their degree or degrees. No students 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 Registrar’s Office records 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 undergraduate students withdraw count toward the maximum of sixteen (16) credit hours of permitted course withdrawals without extenuating circumstances over the course of their 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 count 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.
• Students  should  talk  with  their  academic  advisor  or  chairperson  before  initiating  a  withdrawal action to make sure they understand the consequences.

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 that may include health, medical, legal or administrative reasons (e.g., call to active military duty, suspension/expulsion from the university, etc.).

The  “WE”  grade  will  be  assigned  for  courses  if  the  dean  or  the  dean’s  designee  approves  the  petition because it is found to be for extenuating circumstances based on the supporting documentation provided by the student.

The dean must notify the student within 10 business days of the decision. Students 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  WSSU  email  address  and  permanent  address  that  is  on  file with the Registrar.

University Withdrawal

A student may officially withdraw from the university without academic penalty until the end of the ninth week 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 of each term). In accordance with UNC System policy 400.1.5[R], undergraduates may only withdraw (W grade) from up to 16 credit hours. Students who will exceed  the  maximum  limit  will  not  be  able  to  completely  withdraw  from  the  University  without  an extenuating  circumstance.  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 undergraduate  students  are  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 their degree or degrees. Once a withdrawal has been processed, it may not be rescinded.

Retroactive Withdrawal

Students who are unable to initiate the process to withdraw from the university during their enrolled term due to extenuating circumstances may submit a request for a retroactive withdrawal for a prior term to the appropriate dean.

Requests for retroactive withdrawals may be made for all courses or specific courses in the desired term. Requests for retroactive withdrawals will be considered on a case-by-case basis and must include official documentation  explaining  the  factor(s)  that  prevented  the  student  from  withdrawing  during  the  term’s withdrawal  period.  Official  documentation  includes,  but  is  not  limited  to,  certification  from  a  medical professional,  notice  of  call  to  active  duty,  or  documentation  of  uncontrollable,  unavoidable  personal hardship (death or caretaking responsibilities of an immediate family member), etc.

The “WE” grade will be assigned for all requested courses in the term if the dean or the dean’s designee approves  the  petition  because  it  is  for  extenuating  circumstances.  Students  may  appeal  the  decision  by following the same process for Withdrawals for Extenuating Circumstances.

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.

————————————————————-