General Policies

Undergraduate Class Standing / Academic Level

Prerequisites for certain courses are determined by class standing/academic level. The chart below presents the number of cumulative units satisfactorily completed for the different class standings/academic level.

Freshman 0.00 - 23.99
Sophomore 24.00 - 59.99
Junior 60.00 - 89.99
Senior 90.00 +

The prerequisite given in the course listing refers to the qualifications and/or standing needed to enroll in a given course. If no prerequisite is listed, the course is generally open to all students. If more than one prerequisite is listed, all are necessary unless a choice is clearly indicated. A student who enrolls in a course without the required prerequisites may be dropped.

Registration

UW-Whitewater's official registration for any session is accomplished only after students have (1) been admitted and granted permission to register, (2) obtained advising as determined by the major department, and (3) completed the process via the WINS Registration system, including accepting Terms and Conditions. Students may not attend a course/section without properly registering for it or adding it to their class schedules.

Each term registration prioritization is based on the number of cumulative units that students have completed and earned including transfer and test units (AP, IB, etc.). Unit breakouts may fluctuate slightly due to the limitation of spots available in each breakout.

The Provost may approve student populations to register earlier than their earned hours alone would allow through a registration prioritization process*. Registration prioritization does not override any University or departmental policies such as the need to meet with an academic advisor, removal of any holds (e.g., Bursar), permission number requirements for specific courses, etc. In addition, registration prioritization does not guarantee the provision of classes at specific times.

Registration Prioritization

All students are assigned a designated ‘Registration Start Time’ within the "Academics" section of WINS roughly 10 weeks into the semester.

Day 1 Graduates, Seniors, Post-Baccalaureates
Day 2 Seniors
Day 3 Juniors
Day 4 Juniors
Day 5 Juniors
Day 6 Sophomores
Day 7 Sophomores
Day 8 Sophomores
Day 9 Freshmen
Day 10 Freshmen
Day 11 Freshmen
Day 12 Freshmen, Non-Degree Seeking Students

*Qualification for early registration per classification for veterans or service members is determined by receipt of the DD214 by the Veterans Certifying Official.

Schedule of Classes

Published each term by the Registrar’s Office, the Schedule of Classes includes all policies, procedures, courses offered with their requisites, and other information pertinent to registration.

Academic Credit Load / Enrollment Maximums

GRAD - Fall/Spring:

A graduate student in good standing may register for up to 15 units, while a student on probation may not take more than 12 units. Graduate Assistants must register for at least nine, and no more than 12, graduate units. Up to three units of individual studies may be taken in a term. Requests for exceptions to these limits must be made in writing to the Graduate School.

GRAD - Summer:

The unit restriction standard is the maximum of one unit per week for each of the three and six week sessions, with the exception that a student may enroll simultaneously in one three and in one six week course. During the summer term, students are limited to a total of 12 units.

Overload requests by graduate students must be approved by the dean of the School of Graduate Studies and Continuing Education. Note: Graduate students may not carry more than 3 units of individual studies in a single term. Not more than 4 units in individual studies, not more than 6 units of special studies, and not more than a combined total of 9 units of individual studies, workshops, and special studies may be applied toward the completion of a degree. Departments retain the prerogative of allowing fewer than 9 of these types of units to apply toward their respective graduate degrees.

Students who enroll in English 680-090, Math 760-040 or Math 760-041 are limited to 12 units during the term of enrollment.

UGRD - Fall/Spring:

An undergraduate student's academic standing determines the maximum number of units in which he/she may enroll in a fall or spring term. Students admitted on academic probation or students with less than a 2.00 cumulative grade point average may enroll for a maximum of 15 units. New freshman with both a high school percentile rank and an ACT or SAT score below the 50 percentile are limited to 15 units. Students with a 2.00 cumulative grade point average or above may register for a maximum of 18 units. Exceptions to the number of units in any of the above circumstances require permission of the dean of the student's major.

UGRD - Summer:

The unit restriction standard is the maximum of one unit per week for each of the three and six week sessions, with the exception that a student may enroll simultaneously in one three and in one six week course. During the summer term, students are limited to a total of 12 units. Requests for overloads made by undergraduates require approval of the dean of the student's major.

Full-time Status

For the purposes of fee calculation and enrollment verification, UW-Whitewater considers a graduate student to be registered on a full-time basis when the student is enrolled in at least nine (9) UW-Whitewater units during a fall or spring term and at least five (5) UW-Whitewater units during the summer term. An undergraduate student is considered full-time when he/she is enrolled in at least twelve (12) UW-Whitewater units during a fall or spring term and at least six (6) UW-Whitewater units during the summer term.

Please refer to the Financial Aid pages to see the federal regulations for aid requirements.

UW System Standard for Work Per Unit

The UW System standard for work per unit is that students are expected to invest at least 3 hours of combined in-class and out-of-class work per week for each academic unit of coursework. Thus, a 3-unit course will typically require a minimum of 9 hours of work per week (144 hours per semester).

Course Numbering System (1962-Present)

001-099 Non-Degree Credit
100-199 Primarily Freshman Level
200-299 Primarily Sophomore Level
300-399 Primarily Junior Level
400-499 Primarily Senior Level
500-700 Graduate Only

Absences

The notifying of instructors and arranging of make-up work in cases involving absence of students from class are the responsibility of the student. A student who is absent should notify instructors by phone or in person of the absence as soon as possible. If contact with instructors cannot be made directly, the student should see that a note is placed in each instructor’s mailbox, explaining the nature of the situation and inquiring about the effect of the absence on the student’s course work. If that is impossible, the student should call the academic departments involved.

In serious situations where the student is incapacitated and temporarily unable to perform the aforementioned responsibilities, family members may contact the Dean of Students Office (262-472-1533) for assistance with these matters. The Dean of Students Office would then provide notification (not verification) of the absence to the instructors involved. However, arrangements for make-up work, make-up exams or possible assignment adjustments are entirely the responsibility of the student. The Student Health Service and the Dean of Students Office do not provide excuses for absences from class due to illness.

If students have questions or need consultation regarding specific situations, they are encouraged to contact their instructors or the academic department involved.

Absence for University-Sponsored Events

University policy adopted by Faculty Senate and the Whitewater Student Government states that students will not be academically penalized for missing class in order to participate in university-sponsored events. They will be provided an opportunity to make up any work that is missed, and if class attendance is a requirement, missing a class in order to participate in a university-sponsored event will not be counted as an absence. A university-sponsored event is defined to be any intercollegiate athletic contest or other such event as determined by the Provost. Activity sponsors are responsible for obtaining the Provost’s prior approval of an event as being university-sponsored and for providing an official list of participants. Students are responsible for notifying their instructors in advance of their participation in such events.

Students Called to Military Service

Students called to active service during the course of a semester must choose one of the following options before departing for active service:

  • Any student called to active service during the course of a semester may elect to withdraw from UW-Whitewater with a full refund of all academic tuition and segregated fees and the prorated refund of board and room fees. Under this circumstance, no course credit and no course grades will be awarded.
  • Students called to active service on or prior to the last date to drop a full-term course (end of the sixth week) must withdraw with the full refund of academic tuition and segregated fees and the prorated refund of board and room fees.
  • Students called to active service after the last date to drop a full-term course (end of the sixth week) may elect to take the grade of "Incomplete" in all courses. The time period allowed to satisfy the Incomplete Contracts would not, under this circumstance, begin until the date of release from active service. At any time within six months of the date of release from active service, the student may elect to withdraw from the University for the term in which he/she was called to active service. Students who elect this alternative are not eligible for the refund of academic tuition and segregated fees, but are eligible for the prorated refund of board and room fees.
  • Students called to active service after the last permissible day to withdraw from UW-Whitewater, as published in each semester's Schedule of Classes, may elect, with the permission of the course instructor, to accept the grades earned to that day in each of their courses. Under this circumstance, normal UW-Whitewater policy for the award of "Incomplete" grades would apply. The time period allowed to satisfy Incomplete Contracts would begin at the date of release from active service. Students who elect this alternative are not eligible for the refund of fees.
  • Students called to active service are guaranteed readmission upon the completion of active service. Any questions regarding the above process should be directed to the Registrar's Office, Roseman Hall 2032, 262-472-1570.

Policy on Class Absences Due to Military Service

Students shall not be penalized for class absence due to unavoidable or legitimate required military obligations not to exceed two (2) weeks unless special permission is granted by the instructor. Students are responsible for notifying faculty members of such circumstances as far in advance as possible and for providing documentation to the instructor to verify the reason for the absence. The faculty member is responsible to provide reasonable accommodations or opportunities to make up exams or other course assignments that have an impact on the course grade. For absences due to a student being deployed for active duty, please refer to the University's Active Duty Call-Up Procedure (above).

Academic Forgiveness

The Academic Standards Office provides academic assistance to students, particularly those having difficulty meeting retention standards of the University of Wisconsin-Whitewater. All student appeals for reinstatement are submitted to the Academic Standards Office. The Director is available to provide information on academic policies, and registration procedures, to assist students in selecting courses of study consistent with their personal and career ambitions, and to refer students to other campus offices for academic assistance.

Good Standing

In order to remain in good standing at the UW-Whitewater, students must have a cumulative GPA of 2.00 or above. Some colleges and/or programs may require a combined UW-Whitewater GPA above 2.00 in order to remain in good academic standing in the programs.

Academic Probation

Any student who earns less than a 2.00 cumulative GPA will be placed on academic probation and will be limited to 15 units of enrollment in the following term.

A student placed on probation must earn a term GPA of 2.00 or higher in the subsequent semester of enrollment. 

Final Probation

A student will be placed on final probation in the following situations:

  • Any student who earns less than a 1.00 term GPA (a cumulative UWW GPA of 2.00 does not negate this rule).
  • Any student who was on academic probation and earns a 2.00 semester GPA in the subsequent semester of enrollment, but fails to raise their cumulative GPA to a 2.00 or higher. 

A student placed on final probation must earn a cumulative GPA of 2.00 or higher in the subsequent semester. A student on final probation will be limited to 15 units of enrollment in the following term.

Academically Dismissed

A student will be academically dismissed from UW-Whitewater (ineligible to continue attendance) in the following situations:

  • If a student is on academic probation and a 2.00 term grade point average is not attained.
  • If a student is on final probation and the required 2.00 cumulative grade point average is not attained.
  • When a student is reinstated into UW-Whitewater and fails to meet the requirements of their reinstatement. (Note: Students whose academic standing is listed as Reinstate - Final Academic Probation must meet the Final Probation requirements.

Instructions for admission after dismissal can be found at: http://www.uww.edu/academicstandards.

Reinstatement from Academic Dismissal

A student who has been dismissed at the end of a fall/spring semester and wishes to petition for reinstatement must follow the appropriate procedure below that describes his/her situation.

A student who has been academically dismissed must be formally reinstated to be eligible to attend classes in a Fall/Spring semester following the one in which he/she is dismissed. A student who is dismissed may enroll in Summer or Winterim classes in an effort to improve his/her cumulative grade point average and academic standing. A dismissed student is not eligible for financial aid for Summer or Winterim classes. Questions about the reinstatement process can be directed to the Academic Standards Office, Roseman 2054.

A student who has been dismissed at the end of a Fall/Spring semester and wishes to petition for reinstatement must follow the appropriate procedure below that describes his/her situation.

  1. A student who has been dismissed for the first time and wishes to continue his/her enrollment in classes during the Fall/Spring semester following the one in which he/she was dismissed MUST...
    Submit a complete appeal for reinstatement to the Academic Standards Committee by the proper deadline. If the appeal is approved by the Committee, the student will be reinstated and remain eligible to be enrolled in the next Fall/Spring semester's classes. If the appeal is denied, the student will be ineligible to continue enrollment in the next Fall/Spring semester and must follow the reinstatement procedure listed in #2 below.
  2. A student who has been dismissed for the first time and will not be enrolled for classes during the Fall/Spring semester following the one in which he/she was dismissed MUST...
    Apply for readmission with the Undergraduate Admissions Office. The Admissions Office must approve the application before the student will be eligible to continue.
  3. A student who has been dismissed two or more times and wishes to attend the Fall/Spring semester following the one in which he/she was last dismissed MUST...
    Submit a complete appeal for reinstatement to the Academic Standards Committee by the proper deadline. If the appeal is approved by the Committee, the student will be reinstated and remain eligible to be enrolled in the next Fall/Spring semester's classes. If the appeal is denied, the student will be ineligible to continue enrollment in the next Fall/Spring semester and must follow the reinstatement procedure listed in #4 below.
  4. A student who has been dismissed two or more times and will not attend the Fall/Spring semester following the one in which he/she was last dismissed MUST...
    Submit a complete appeal for reinstatement to the Academic Standards Committee by the proper deadline (the Committee must approve the appeal);
    AND
    Submit an application for readmission with the Undergraduate Admissions Office by appropriate deadlines (the Admissions Office must approve the application).

Undergraduate Academic Forgiveness Policy

With an absence from formalized higher education for a minimum of five consecutive years prior to readmission to the University of Wisconsin-Whitewater, students may make a written appeal to invoke the Academic Forgiveness Policy. The appeal, which is made to the Academic Standards Committee, must give reasons for the student's previous poor UW-Whitewater performance, information about current educational plans, and justification for the appeal. The Committee will assess the student's record and appeal to determine the approach most educationally appropriate. The Committee will determine whether academic forgiveness is a better approach than use of the repeat policy. Factors such as time elapsed, changes in courses, course availability, course requirements, and educational objectives can be used to determine Committee action.  Additionally, the Committee will consider the student’s academic program of study, the time and units needed to complete this program of study, and minimum GPA or other requirements needed for their program of study.

The Committee requires students to complete a minimum of 12 units in work academically acceptable to the Committee before authorizing the implementation of the policy.

When notified in writing by the Committee, the Registrar will mark the permanent academic record with an "Academic Forgiveness" notation and begin the computation of a new grade point average for all subsequent course work. None of the previous UW-Whitewater record will be used in the new calculation.

Term Honors

Students who have earned a 3.40 or above term grade point average with no grade below C (D, F, I, NN, or NC) will be granted Academic Honors for that term. To be considered for Academic Honors, students must have successfully completed a minimum of 12 unit hours of work for the term, at least 9 of which must have been taken on a conventional grade basis.

Academic Misconduct

www.uww.edu/student-handbook

UW-Whitewater believes that academic honesty and integrity are fundamental to the mission of higher education and of the University of Wisconsin System. UW-Whitewater has a responsibility to promote academic honesty and integrity and to develop procedures to deal effectively with instances of academic dishonesty. Students are responsible for the honest completion and representation of their work, for the appropriate citation of sources, and for respect of others’ academic endeavors. Students who violate these standards are subject to disciplinary action. UWS Chapter 14 identifies procedures to be followed when a student is accused of academic misconduct. For additional information, please refer to the section in the Student Handbook titled, Student Academic Disciplinary Procedures.

Appeals

Appeal - Grade

At the University of Wisconsin-Whitewater it is expected that instructors will evaluate students regularly and consistently by criteria and guidelines presented to students at the beginning of each grading period. If a student has reason to believe a grade is incorrect, the student may act on that belief by taking the following steps in chronological order. A complaint which is timely and filed under any other student complaint procedure, and then referred for processing under these procedures, shall be considered to have met the deadline for filing as a grade appeal.

  1. Informal Process
    1. Consult the instructor whose grade is being appealed. This consultation must take place within 7 calendar days of the start of classes after the grading period in question.
    2. If the student/instructor conference is unsatisfactory or if the instructor is unwilling or unable to participate, within 7 calendar days after the consultation the student may schedule a conference with the chair of the department in which the course was offered.
    3. After hearing the student’s appeal, the chairperson will attempt to resolve the problem within 7 calendar days after the student/chairperson consultation.
    4. If this resolution is unsatisfactory, the student may then, within 7 calendar days after receiving the chairperson’s response, submit a written appeal to the Department Grade Appeals Committee through the chairperson. This will initiate the Formal Appeal Process.
  2. Formal Process
    1. The appeal must be in writing and signed by the student.
    2. The Department Grade Appeals Committee will
      1. Convene to examine the appeal, the response and render its conclusion in writing to the chair, student and instructor, within 14 calendar days of receipt of the appeal.
      2. While the Grade Appeals Committee cannot require the instructor to change a student’s grade, the Committee can recommend such a change to the instructor and to the Dean of the College in which the course is offered.
    3. Should the student wish to appeal beyond the department, the student may submit the Committee findings and the basis for the further appeal to the Dean of the College in which the course was offered, within 3 calendar days of presentation of Committee findings. The Dean will review the student’s appeal and the findings of the Committee, and recommend appropriate action to the department and the instructor within 14 days of receipt of the appeal.
    4. If this action is unsatisfactory to the student, a final appeal may be made to the Provost, who will determine whether a change in grade is to be made within 14 days of receipt of the appeal. The Provost is the only individual authorized to change a student grade without the instructor’s permission. However, the Provost may change a grade only when the faculty department committee and the Dean support such a change.

Appeal - Extenuating Circumstances

Students with extenuating circumstances or emergencies that warrant special consideration may appeal for an exception from University policies and regulations. It is the student's responsibility to obtain any and all necessary supporting information and documentation from instructors, physicians, counselors, etc. to present to the appropriate University staff member or office authorized to make a decision about an appeal for an exception. A favorable final decision will be based on documented circumstances presented by the student that lead to clear and convincing findings of fact in his/her favor. Consequences (e.g., academic or financial) the student may face, either real or perceived, are not usually reasons for an exception.

Financial consideration for current and prior term only.

Appeal - Record Changes After One Year

UW-Whitewater academic record policy states that "no changes will be made to course entries that are not appealed within one year of the posting date, and changes will not be made to a record after a degree is officially entered". In practice this means that a change to an undergraduate or graduate student's academic record (i.e., a record that does not have a degree posted) must be made within one year after the end date of the term for which the change is requested. Requests for exceptions to the one-year change policy must be submitted as a formal appeal by the student. Please note, if a degree has been posted to a student's record, no appeal will be permitted to change a part of the student's academic record that is related to the degree.

No financial refunds (changes) will be awarded (made) for potential academic record changes.

The student, instructor, and department chairperson (undergraduate student appeals) or graduate program coordinator (graduate student appeals) are required to submit information to support the appeal. The dean (dean of the college of the student's major for undergraduates; dean of the School of Graduate Studies for graduate students) is the final authority and will approve or deny the request. The steps for submitting an appeal are as follows:

Student 

Prepare a written appeal for an exception to the UW-Whitewater policy regarding the one-year requirement for academic record changes. The appeal must include an explanation of the extraordinary reasons why the late record change should be considered and must document the reasons why the change could not have been appealed within the one-year period cited in the university policy. In addition to this statement, include all of the following information in the written appeal:

  • Your name, address, and phone number
  • Your UW-Whitewater student ID number
  • An email address at which you can be contacted
  • The Term the course was taken (e.g. 2002 Fall)
  • The course's 4-digit Class Number (e.g. 2345)
  • The course's Subject, Catalog, and Section Number (e.g. English 101 section 03)
  • Course Title (e.g. Freshman English)
  • Indicate if you have applied for graduation
  • Specify if this record change will complete your degree requirements

Submit your complete appeal to the instructor.

Instructor

After receiving the appeal information from the student, please indicate your own support/non-support for the late change and the reasons why it should/should not be considered. This statement should be in memo form, must include an email address where you can be contacted, and be on official letterhead. Submit your statement along with the original copies of the student's written information to the department chairperson (undergraduate student appeals) or graduate program coordinator (graduate student appeals). Note: if the appeal is for a grade change, or a Late Add and a grade, prepare and submit a Grade Change form also.

Department Chairperson or Graduate Program Coordinator

Review the documentation from the student and the instructor. Via written memo on departmental letterhead, indicate:

a) your recommendation for approval or disapproval of the appeal and the reasons for your decision;
b) an email address where you can be contacted.

Submit your memo and the original copies of the student and instructor written documentation to the dean.

Dean

Review the documentation from the student, the instructor, and the department chairperson or graduate program coordinator. If you do not support the request for a late change, respond to the student in writing and copy the instructor, department chairperson or graduate program coordinator, and the Registrar's Office. The student's appeal for the late change will end here and no change will be made to the academic record. If you approve the late change, prepare a memo* verifying the approval decision and submit it and the appeal packet to the Registrar's Office. The Registrar's Office will update the student's academic record and will send an email notification confirming the record change to the student, instructor, department chairperson or graduate program coordinator, and the dean.

*Please let the Registrar's Office know if this student is intending to use this appeal to complete final requirements for graduation in your memo.

Attendance Verification Policy

Each term, all faculty and course instructors will verify attendance (or non-attendance) for all students enrolled in each of their courses and report it through the Student Information System (WINS).  When a student earns an F grade or otherwise stops attending, the faculty member or instructor will indicate the last date of the student’s attendance in WINS on the final grade roster.

Attendance, in this case, is defined as academically related activities including but not limited to physically attending a class where there is an opportunity for direct interaction between the instructor and students; submitting an academic assignment; taking an exam; completing an interactive tutorial, or participating in computer-assisted instruction; attending a study group that is assigned by the school; participating in an online discussion about academic matters; and initiating contact with a faculty member to ask a question about the academic subject studied in the course.

Frequently Asked Questions

Do I need to verify the student is attending each day? No. You only need to verify that each student was in attendance at least once during the first three weeks of the term. Attending at least once establishes that the student began attendance in the course.

How do faculty report attendance? An attendance roster will be available in WINS for each course. By default, students will be pre-assigned as “attending” on the roster. Instructors will need to update the roster by indicating which students (if any) were not in attendance at any time during the first three weeks of the Fall and Spring terms. After completion of the first three weeks of the term, instructors will be given another five business days to submit their course rosters.

How do I verify attendance in any class? A student is considered to be attending if they do any one or more of the following: are in attendance face-to-face when you take roll, complete a quiz or any assignment face-to-face or online, complete an online learning activity, post a message to an online discussion board, view a video or lecture online, send an e-mail communication about the course to the instructor Note: A simple log-in to the course management system or online course is not adequate to determine attendance.

Does this policy apply to all types of courses?Yes, it applies to any credit-bearing course where any student might potentially receive financial aid. The policy includes independent studies, thesis, internships, labs, field experience, online courses, etc. The instructor must verify student attendance based on course participation. This may include: submission of an assignment for the course, contact with the student about the placement/field experience/student teaching, verification from the site supervisor that the student is working at that location, face-to-face verification of the student at the placement/field experience/student teaching, other examples previously cited

What about shorter terms? Attendance must be verified for shorter terms as well. For each type of shorter term or session (e.g., Winterim, Summer, 1st or 2nd 8-weeks of Fall or Spring, etc.) the period for instructors to verify attendance will be up to the last day to add a course for that term.

What are the consequences for not submitting attendance verification? Students whose attendance is not verified during the first three weeks of a regular semester may lose Title IV federal financial aid funds if they are attending the course but not verified by the instructor. Students not in attendance will be contacted by the Registrar, Financial Aid or other offices to ensure they are enrolled and attending or not.

Auditing Courses

Students who wish to audit courses must obtain the audit registration form from the Registrar’s Office, acquire the instructor’s written approval (and, in some cases, the department’s), and return the completed form to the Registrar’s Office by the published deadline to add classes. Students registering for audit courses may do so on a space-available basis and cannot change the courses to graded basis during the term of enrollment. Off-campus courses, College of Business and Economics courses, and Distance Education courses cannot be audited. Auditing of Department of Art and Design courses may be limited.

For purposes of audit, there are two categories of students per UW-System policy:

  1. students who are taking courses on an audit-only basis, with no courses for credit, and
  2. students who are taking a combination of courses for credit and courses for audit.

Audit-Only Enrollees

  1. Wisconsin Residents under age 60: 30% of the normal per credit academic fee.
  2. Wisconsin Residents age 60 or older: Normal per-credit academic fee waived (as of first day of classes).
  3. Minnesota Reciprocity: 30% of the normal per-credit Minnesota Reciprocity Fee.
  4. Nonresidents: 50% of the normal per credit academic fee.
  5. Audit fees shall be removed for all disabled Wisconsin residents receiving disability benefits under the Social Security Disability Insurance (SSDI) or Supplemental Income Program (SSI).
  6. Subject to the institution’s nonresident tuition remission authorization, the chancellor may waive the non-resident portion of the per credit charge for nonresidents;

Students who are auditing courses only may do so under the following stipulations:

  1. Wisconsin residents (Wis Stats 36-27 (2)) will pay 30% of the normal per unit resident academic fee, and non-residents will pay 50% of the normal non-resident fee per the fee chart. No audit fees will be assessed disabled Wisconsin residents who are receiving federal old age survivors and disability insurance benefits (OASDI) under 42 USC 401 to 433, or Wisconsin residents age 60 or over.
  2. Students will register on a space-available basis with departmental permission in the week immediately prior to the start of classes. Remedial English (ENGLISH 90) and mathematics (MATH 41 and MATH 49) may not be taken as audit-only.
    Note: Auditing of Department of Art and Design courses may be restricted. See department for restrictions.
  3. The approval of the faculty member in charge of the class must be obtained by the auditor;
  4. Auditors receive only provisional permission to attend classes until course registration is completed at the end of the add/drop period;
  5. Any special costs for course instruction other than normal tuition charges be assessed to the auditors who avail themselves of this opportunity;
  6. There be no additional classroom/laboratory space requirements or increased instructional costs resulting through implementation of this policy;
  7. Students registering under this option cannot change their courses to a credit grade basis during the term of enrollment;
  8. Student who opts to enroll on an auditor basis under this policy may not change to a credit basis during the term of enrollment;
  9. Students who later seek credit by university examination for a course that they have audited must be enrolled in the university at the time the examination is taken and are subject to appropriate tuition charge and special course fees;
  10. The University of Wisconsin System’s general policy on the refund of academic fees will apply to audit fees;
  11. Each institution may determine whether to extend the option to auditors to pay, or not to pay, segregated fees (depending on whether the individual wants access to segregated fee funded services). If segregated fees are not paid, access for individuals who are auditors-only is limited to the library and non-segregated fee funded activities of the student union. No additional fee shall be charged for such access;
  12. An audit (X) symbol will be recorded on the academic record provided the instructor reports satisfactory attendance.
  13. A fee of approximately $2.50 per unit will be assessed for required texts.
  14. Access to University services will be limited to the library and to non-segregated fee funded activities of the University Center. A special identification card will be issued for auditors which will permit this limited access.
  15. Regent, University, and Student Government regulations applying to other students will apply equally to audit-only enrollees.
  16. Students auditing courses must complete the Terms and Conditions form on their WINS page for Student Financial Services before being registered for their courses.
  17. The universities may determine which credit classes are open to auditors under the terms of this policy;

Audit and Unit Combination Enrollees

Students who are taking a combination of courses for regular credit and for audit will pay the regular fees for all units based upon the fee chart. The following stipulations will also apply:

  1. The decision to audit must be finalized and recorded by the tenth day of classes for 16 or 17-week courses and by the end of the second class day for shorter courses.
  2. No units will be granted for the audit course, but an audit (X) symbol will appear on the academic record, provided the instructor reports satisfactory attendance.
  3. The audit course may be repeated for units in another term.
  4. Audits do not count as units for either veteran benefit certification or financial aid consideration.
  5. Students registering under this option cannot change their courses to a credit grade basis during the term of enrollment.

Degree-Seeking Students

The ability of degree-seeking students to audit classes is subject to the academic policies of the institution. Students shall pay the normal per-credit tuition for audit credits until the degree and audit credits equal the plateau where academic fees are level except that no academic fee shall be assessed Wisconsin residents age 60 or older for audit-only credits. When the combination of degree and audit credits exceeds the full-time fee credit plateau, additional fees shall be assessed except that no academic fee shall be assessed Wisconsin residents age 60 or older for audit-only credits. Subject to the institution’s nonresident tuition remission authorization, the chancellor may waive the nonresident portion of the per-credit charge for nonresidents.

Audit (X)

The grading symbol for audit is X. This grade is not calculated in the grade point average and no credit is earned in courses registered under this option.

Commencement Ceremony Participation

Commencement is held at the end of the fall and spring semesters. All your coursework (including co-ops, internships, study abroad, and student teaching) must be completed and showing on your record within 30 days from the end of the term in order for your degree to be awarded.

Although your attendance is optional, we strongly encourage you and your family to attend this important ceremony and celebrate the achievements of our new graduates.

August graduates please note (undergraduates only): If you are an undergraduate completing your coursework in the summer session, you will have an August graduation date. Effective Spring 2017, you will have the option to participate in either the May or December commencement ceremony. Please note, August graduates who wish to walk with University Honors must participate in the December ceremony.

Course Non-Career Grade Basis

Graduate students who enroll in undergraduate level courses, and undergraduate students who enroll in graduate level courses, will be registered for such courses with a grade basis of Course Non Career. Grades earned will be part of the student's official academic record but the student will not earn course credit toward his/her undergraduate or graduate level program. These grades will not be computed into the student's term or cumulative grade point average. 
 

Final Examinations

All instructional staff are expected to meet their classes at the times scheduled for the final examination period as printed in the Undergraduate and Graduate Timetables of Classes each semester. All comprehensive final examinations shall be administered at the prescribed time during the final examination period. For those classes where there is no final examination, the time prescribed during the final examination period shall be used as a regular class meeting.

No student shall be required to take more that two comprehensive final examinations on the same day. Any student with more than two comprehensive final examinations scheduled on the same day who wants to reschedule the excessive examination(s) may try to make arrangements with the instructors involved. If this is unworkable, the student must notify the Department Chair by the end of the week following the deadline to drop a semester course or at the end of the ninth week of classes, whichever is later. The Department Chair shall arrange times as necessary with instructors involved and shall notify the student of the arrangements by the end of the thirteenth week of classes.

Full-Time Status for Enrollment

For the purposes of fee calculation and enrollment verification, UW-Whitewater considers a graduate student to be registered on a full-time basis when the student is enrolled in at least nine (9) UW-Whitewater units during a fall or spring term and at least five (5) UW-W units during the summer term. An undergraduate student is considered full-time when he/she is enrolled in at least twelve (12) UW-W units during a fall or spring term and at least six (6) UW-W units during the summer term. 
Please check with Financial Aid for federal regulations for enrollment.

Grade Changes

All grade changes (including Incomplete and Progress changes) must be submitted using the online grade change or official paper Grade Change form (available at the departmental office or Registrar's Office). For security purposes, the Registrar's Office recommends the online form. Instructions for instructors submitting an online grade change through WINS are available here: http://www.uww.edu/registrar/wins. However, in certain situations the official paper Grade Change form may be used. The Registrar's office can accept paper grade changes only from the faculty member in person. Paper forms must specify the reason for the change and must be signed by the department chair. If grade changes are submitted after the first five weeks of the semester* the dean must also approve the grade change.

Incomplete or Progress grade changes during the normal make-up periods do not require department chair or dean approval. However, if an extension of time has not been submitted by the faculty member prior to the deadline when the grade for an "I" or "P" is changed to an "F", both the Department Chairperson and the Dean of the College must sign the form. If an "I" or "P" has lapsed to an "F", it cannot be changed back to an "I" grade.

A terminal grade (A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, U, NC, S) recorded at grade processing time cannot be changed to an "I" or "P" grade. If a re-evaluation of the student's work warrants a change, the grade should be changed to the new terminal grade through the procedure outlined above.

*Summer School is considered an extension of second semester.

Grading Basis

Grade Point Average (GPA)

The grade point average is based on the computation of conventional letter grade units attempted and conventional letter grade honor points earned. It is computed by dividing the honor point total by the total number of units attempted. For example, if students attempted 16 units of work and received a B in each course, they would receive 48 honor points which would give them a grade point average of 3.00.

The general quality of a student's work is expressed in terms of the grade point average (GPA). This is the total number of grade points earned divided by the total number of GPA credits. The highest possible average is 4.000 or an A in every subject.  Grade point averages are not rounded.

UW-Whitewater's grade point average recorded on your official transcript is based solely upon credits earned or attempted at UW-Whitewater on a regular graded basis. Even though you may receive credits for coursework taken elsewhere, such transfer credits are not counted as part of the GPA at UW-Whitewater. Credits granted by examination or UW-Whitewater credits taken on an audit, satisfactory/no credit, or pass/fail grading basis also are excluded from the official UW-Whitewater's grade point average.

Credits transferred internally between curricular tracks within the University of Wisconsin - Whitewater will carry grade point value and count as UW-Whitewater's credit for repeat purposes. 

If you are returning to UW-Whitewater and have not previously earned your undergraduate degree, your cumulative GPA will continue from your last point of enrollment. If you have previously earned your undergraduate degree, you should apply as a "Second Degree" student. Your credits and GPA will start over with the courses you take upon your return, and your original record cannot be altered.

The marking system and unit points for each term unit are as follows:

Conventional Grades   Honor Points
A Superior 4.00
A- Very Good 3.67
B+ Very Good 3.33
B Above Average 3.00
B- Above Average 2.67
C+ Above Average 2.33
C Average 2.00
C- Below Average 1.67
D+ Below Average 1.33
D Poor 1.00
D- Poor 0.67
F Failure 0.00

Other Grades

I - Incomplete: 0 honor points for each term unit but not computed in the grade point average.

IP - In Progress (Graduate - thesis only)

N - No Grade Reported: 0 honor points for each term unit. Computed in the grade point average.

NC - No Credit: Indicates an unsuccessful (D or F equivalent) attempt of a course on a satisfactory/no credit basis. This grade is not computed in the grade point average.

NN - No Grade Reported: 0 honor points for each term unit. Not computed in the grade point average.

S - Satisfactory (Undergraduate - used in S/NC grading system): 0 honor points for each term unit and not figured in computing grade point average. It represents a C grade or above in a satisfactory/no credit grading situation.

S - Pass (Graduate - used in P/F grading system)

T - Transfer, test or course waiver.

TNT - Transfer credits that have not been posted or are pending. Contact the Admissions Office with questions.

U - Unsatisfactory: Not counted as units attempted.

W - Drop/Withdrawal: 0 honor points and 0 units. It indicates enrollment in the course through the first ten days of the term, or the first five days in a short-term course or Summer session, with a subsequent course drop or withdrawal. Not computed in grade point average.

X - Audit: 0 honor points and 0 units. Not computed in grade point average.

FX - Given to students on a grade roster due to NO attendance.  This will show up as an F on grade reports and transcripts.  

FS - Given to students on a grade roster who fail due to STOPPING attendance anytime during the semester, including exam week.  This will show up as an F on grade reports and transcripts.

Conventional Letter Grade

University of Wisconsin-Whitewater course enrollments for conventional letter grades are used in the calculation of the student grade point averages.

Satisfactory/No Credit (S/NC)

Special permission is not needed to enroll in a course on a satisfactory/no credit basis. The S/NC option may be selected by using the WINS Registration system during the add/drop period, provided the limitations listed below are followed:

  1. The S/NC option will be limited to a maximum of 15 units in an undergraduate degree program. Developmental courses (040 or 090) that do not count toward the minimum units necessary for graduation, and unit courses offered only on an S/NC basis, are not included in the 15-unit limitation.
  2. Courses that fulfill a student's major/minor requirements, the lower/upper BBA degree requirements, any College of Business and Economics course attempted by a BBA student, and the General Education core courses may not be taken on an S/NC basis unless the course is offered only on an S/NC basis by the department. Proficiency, General Education option, unique major/minor, and elective courses may be taken on an S/NC basis.
  3. The S/NC option is available to any student without regard to grade point average or class standing. The decision to take a course for S/NC must be recorded by the tenth day of class for 17-week courses and by the end of the second day of class for short courses. The decision for S/NC basis for off-campus courses must be made prior to the third class period.
  4. Satisfactory (S) is the equivalent of a grade of C or better. The S will be recorded on the permanent record, but it will not be computed in the grade point average. Course work that does not merit a C or better will be graded NC. The NC grade will appear on the permanent record, but the course units will not be counted in units toward degree or in the grade point average. If a course in which an NC grade was earned is repeated, it must be attempted on a conventional grade basis.
  5. The S/NC option cannot be used to repeat a course taken for a conventional (ABCDF) grade under the Repeat Policy.
  6. Veterans should refer to the VA Educational Assistance section for information related to this grading option, as it may affect their benefits.

Pass/Fail (S/F) - Graduate Only

  • Graduate students registered for a course on a pass/fail basis will receive either a grade of S or F.
  • A grade of S denotes the student has passed the course; a grade of F indicates failure.
  • Grades of F count in computing grade point averages; S grades do not count. Instructors decide what constitutes a grade of pass for their courses.
  • Workshops may be taken on a pass-fail basis. Other courses made available by departments on a pass-fail only basis are so indicated in advance in the Course Offerings portion of the Schedule of Classes.
  • Since the decision whether a course taken on a pass-fail basis will count in a degree program rests with the major or emphasis department or college, students should attain appropriate permission prior to taking a course pass/fail.

Course Non-Career (C/NC)

Graduate students who enroll in undergraduate level courses, and undergraduate students who enroll in graduate level courses, will be registered for such courses with a grade basis of Course Non-Career. Grades earned will be part of the student's official academic record but the student will not earn course credit toward his/her undergraduate or graduate level program. These grades will not be computed into the student's term or cumulative grade point average. 

Incomplete (I)

If a student has been doing satisfactory work until near the end of a term, and then because of illness or other unavoidable circumstances has been prevented from completing the work, the instructor may give the student an "Incomplete" and extend the privilege of completing the work by a later date. Instructors are responsible for entering the grade of "I" on the grade roster. In no case should the "Incomplete" be given to students who, through their own fault, failed to complete the requirements of a course on time or who failed to report for the final examination as scheduled.

By action of the Faculty Senate, when a faculty member issues an incomplete, a contract must be made with the student specifying the work needed to complete the course and the date by which the work is to be submitted. Your contract needs to be submitted to the Registrar’s Office, contracts are available from your department ADA’s and the Registrar’s Office.

For undergraduate students the grade change forms must be submitted to the Registrar's Office no later than one full week before the start of exams for the next term (excluding summer and winterim); graduate students have one calendar year. However, the faculty member may assign a shorter period of time. NOTE: THE DEADLINE IS AUTOMATICALLY A MAXIMUM OF 30 CALENDAR DAYS FOR ALL STUDENTS PLANNING TO GRADUATE IN THE TERM FOR WHICH THE "I" GRADE HAS BEEN ISSUED. The "I" grade will carry 0 honor points and will not be computed in the G.P.A.

If a grade change is not received by the deadline, the "I" grade will automatically be changed to an "F" grade, unless a default grade was entered on the Incomplete Contract, with both the semester and the cumulative grade point averages adjusted accordingly. (See Section IV-E for grade changes after the deadline). A blank default grade will also lapse to an "F" grade.An "F" grade may not be changed back to an "I" grade.

Faculty may extend the make-up deadline by submitting a new contract form with a specified date in writing to the Registrar's Office at least one week prior to the termination of the make-up period, either defined by the date specified on the contract or before the deadline outlined above.

A grade of NN is recorded by the Registrar's Office when an instructor does not report a grade for a student officially registered for the course. The student must take the initiative to remove or change any IP, I, or NN grades. The grading symbol for audit is X. This grade is not calculated in the grade point average and no credit is earned in courses registered under this option. 

In Progress (IP) - Graduate Thesis Only

In courses designed to extend beyond the term of registration, e.g., thesis research, instructors may assign a grade of IP to indicate "in progress" toward completion. In courses not designed to extend beyond the term of registration, instructors may assign a grade of I to indicate a student's course work was incomplete due to documented extenuating circumstances. Neither IP nor I grades are calculated into the term or cumulative grade point averages. An I grade is accompanied by a signed contract in which the instructor specifies the work to be completed by the student. An IP or I grade is replaced by a regular grade when the course work is completed. The grade point average for the term in which the course was registered, as well as for subsequent terms, and cumulative grade point averages will then be retroactively computed using the regular grade replacement. A regular grade cannot be changed to an IP or I on a temporary basis. With the exception of 799 Thesis Research, course work must be completed within one calendar year from the time the IP or I grade was assigned. Students may petition instructors for extensions of this deadline. Instructors granting extensions will then inform the Registrar's Office. The Registrar's Office automatically changes an IP or I grade to an F when the work has not been completed by the deadline.

A grade of NN is recorded by the Registrar's Office when an instructor does not report a grade for a student officially registered for the course. The student must take the initiative to remove or change any IP, I, or NN grades. The grading symbol for audit is X. This grade is not calculated in the grade point average and no credit is earned in courses registered under this option.

No-Reported (NN)

A grade of NN is recorded by the Registrar’s Office when an instructor does not report a grade for a student officially registered for the course. The instructor for the course will need to submit a grade change to change the NN to a conventional grade for each registered student.  Students are strongly encouraged to contact their instructor regarding an outstanding NN grade for a course in order to initiate a grade change.  

Audit (X)

The grading symbol for audit is X. This grade is not calculated in the grade point average and no credit is earned in courses registered under this option.

Graduation Requirements

Students are held responsible for keeping an accurate record of their progress toward graduation. The Advisement Report (AAR) is available to students online through their WINS account.

Students are responsible for meeting the degree requirements in effect at the University of Wisconsin-Whitewater at the time of declaration of their current major unless they interrupt their attendance at Whitewater by an absence of four or more consecutive academic sessions (including summer), in which case upon re-entry they will be subject to the requirements in effect at that time.

Students may elect to satisfy any newer set of requirements by contacting the advising location of their major. Permission of their dean is required if, due to extenuating circumstances, students wish to satisfy a set of requirements earlier than the academic year indicated on the AAR.

Students who have not completed their degree requirements within eight years may be held to satisfy newer requirements deemed appropriate by the dean of the college in which they are enrolled.

Grievance Procedure

  1. Definitions and Basic Principles:
    1. A grievance is a request for specific action to solve a problem or redress an injury done to the individual presenting it. When that individual is a student and is responding to treatment received as a student, it is a student grievance. However, if a student wishes to challenge an academic decision that impacts their grade, the Student Grade Appeal procedures should be used.
      1. A grievance may concern the actions taken by any UW-Whitewater employee who is a member of any college, department, office, administrative unit, or committee of the University.
      2. A grievance may not necessarily be directed at a particular individual but rather at a policy or rule which the student believes to be unfair.
    2. The basis for a grievance is to raise a problem for the purpose of resolving it by the parties closest to it. This is true whether the issues involve an instructor, administrator, service personnel, or members of any University department, college, division, administrative unit, or committee.
    3. A cause of action would involve a specific injury to the student or a specific problem. A remedy should be available. If no remedy is available or if punishment of someone is sought, the procedures for complaints rather than grievances should be used (see University Handbook, Sections VI-F and VI-A).
    4. Process timelines are established to enable review and resolution within a reasonable time after the problem occurred. This assists problem solving when memories and facts are still fresh.
    5. Written appeals and responses need not be lengthy but rather describe events, relevant facts, and reasoning, so that parties are clear about what is at issue and why decisions are being made the way they are.
  2. Steps in a Grievance:
    1. Informal Process:
      1. Discuss the issue of concern with the individual(s) primarily involved. This should take place within 14 calendar days after the aggrieved action occurred.
      2. If this discussion brings no resolution, is unsatisfactory, or if the primary individual is unwilling or unable to participate, the student may then, within 7 calendar days of the discussion or the communication that there will be no discussion, schedule a conference with the chairperson of the department or the supervisor of the individual. The student should articulate the concerns and the result of, or lack of, discussion with the primary individual.
      3. After hearing the student's appeal, the chairperson or supervisor will attempt to mediate the problem to resolution within 14 calendar days.
      4. If this attempt at resolution is unsatisfactory, or if all are not willing or able to participate, the student should submit a formal grievance to the Dean or Director within 7 calendar days of the failure of informal resolution.
    2. Formal Process:
      1. The grievance should be in writing and signed by the student following the Basic Principles above, and should explain the problem, reasons for dissatisfaction with the recommended resolution, and an alternative resolution.
      2. Within 14 calendar days, the Dean or Director can attempt further resolution or make the final decision. The student and employees should be notified of the final decision in writing.
      3. The decision of the Dean or Director will be final unless discipline is requested, in which event appropriate disciplinary procedures would be followed.

Synopsis of the Step-by-Step Process of Student Grievances

  1. Problem occurs.
  2. Within 14 calendar days, discuss it with the person whose actions are in question (informal).
  3. If no satisfaction, within 7 calendar days, talk it over with the Chair or supervisor of the person (informal).
  4. Chair/supervisor will attempt to resolve within 14 calendar days (informal).
  5. If no satisfaction, student has 7 calendar days to write it up as a formal grievance, including why dissatisfied with recommended resolution and propose a remedy (formal).
  6. Within 14 calendar days, the Dean or Director will attempt resolution or make the final decision (formal).

Late Add/Drop

Students who participate in priority registration may make schedule changes via the online WINS Registration System through the deadline dates. The last day to add a 16-week course is the sixth day of classes. The last day to add a short course (or 8-week course) is the second class period. Students must have written approval of the dean of the course to add a class after the deadline has passed. Additionally, UW-Whitewater reserves the right to close registration before the deadline if its enrollment capacity has been reached.

Students may drop courses through the eighth week of the Fall/Spring term. Short-term courses may be dropped through Friday of the week in which 33% of the course is completed. Drops must be done through the WINS Registration System. Note the fee reduction schedule for dropped courses in the Schedule of Classes, as there may be a charge for any course dropped after the first week of classes.

A “W” grade will appear on student academic records (transcripts) for all courses dropped after the tenth day of instruction. This “W” grade notation will also appear on the records of students who withdraw from the University after the tenth day. The fifth day of classes will be the deadline for short-term courses and for Summer term courses.

Students will be held responsible for the completion of all courses for which they are registered unless they officially withdraw from UW-Whitewater or officially drop the course(s) by the proper procedures. Students who never attend or stop attending a course are responsible for dropping that course.

Late Add/Drop

An student with extenuating circumstances that merit an appeal for a late add or late drop may petition for such at the department of the course. The approval of the course instructor, the chair of the course, and the dean of the college of the course is required for a late add, and the approval of the course instructor, the chair of the course, and the dean of the college of the student’s major is required for a late drop (Important note: for a late drop, if the student is a veteran, international student, or a student athlete, related signatures as noted on the form are required). The Late Add and Late Drop forms are available at the department offices or the forms page on the Registrar's Office site at http://www.uww.edu/registrar/forms.

Medical Withdraw

Steps to Request a Medical Withdraw From UW-Whitewater

A Medical Withdraw is granted in rare instances where a student is faced with a serious and unexpected condition that completely precludes him/her from being able to function as a student and in which the regular university withdrawal process is not appropriate. The deadline for the regular university withdraw is very liberal and students are encouraged to utilize the regular university withdrawal process to insure withdrawal deadlines are met. Students may subsequently also apply for a medical withdraw for financial consideration if the withdrawal takes place during the first 12 weeks of the semester.

Students may apply for a Medical Withdraw up to two years after the end of the term in question, however no tuition remission will be considered for withdrawals after the 12th week of the semester in question or for medical withdraw applications that are submitted after the semester is completed.

Steps to request a medical withdraw can be found here: https://www.uww.edu/dean-of-students/student-resources/medical-withdrawal

Important Notes:

  • International students, student athletes, students with a disability, and students who are receiving financial aid, veteran's, and/or other benefits and who are considering withdrawing from the university must meet with the appropriate official (e.g., international student advisor, director of athletics, staff from the Center for Students with a Disability, financial aid counselor, or veteran's affairs officer) before withdrawing since there may be legal, certification, and/or repayment penalties associated with doing so.
  • Medical withdrawal results in withdrawal from all classes. Students who are considering the medical withdrawal process and wish to drop some, but not all, of their classes for a term should instead contact their course instructors for information about requesting course late drops.

If withdrawing from the university, please complete the following steps:

  • Return your books to Textbook Rental.
  • If living in the residence halls, make arrangements with your Resident Assistant and Complex Director to check out of your room. You will be charged until you have removed all of your items and have formally checked out.
  • If you have a parking permit for your vehicle, return it to the Visitor's Center.
  • Cancel Food Plan and/or Purple Point Account at the HawkCard Office, University Center 250, 262-472-1437.
  • If receiving Veteran's Benefits, notify the Veteran's Coordinator in the Registrar's Office, Roseman Hall 2032, 262-472-1580.
  • Student Loans: Students who have borrowed from the Perkins or Direct Loan programs are federally required to schedule an Exit Counseling session. Contact the Loan Services Office, Hyer Hall 111, 262-472-1373 for additional information.
  • Return any borrowed materials from the University Library.
  • All outstanding bills and university obligations must be paid/fulfilled.

All questions, correspondence, and documentation should be addressed to:

Dean of Students Office
800 West Main Street
Andersen Suite 2130
Whitewater, WI 53190
deanofstudents@uww.edu
262-472-1533

Preferred Name Policy

I. PURPOSE The University of Wisconsin-Whitewater (University) is committed to fostering an inclusive campus that values self expression and respect for the variety of communities it serves.

II. POLICY STATEMENT It is the policy of the University of Wisconsin-Whitewater that any student or employee may choose to identify themselves with a preferred first and/or middle name on all educational or employment records that do not require a legal name. The preferred name will appear alongside or instead of the person’s legal name in University-related systems and documents except where the use of the legal name is required due to business, operational or legal needs.

III. PROCESS FOR PREFERRED NAME CHANGE

A. STUDENTS: In order to submit a request to change the name in which a student is referred to on official University documentation or identification, a student shall complete a name change form that is available in the Registrar’s Office. Only first and/or middle name changes will be considered. A preferred name may be added or changed one time per year. Requests shall be processed in a reasonable time frame. The Registrar’s Office has the authority to approve or deny a preferred name in accordance with this policy. Such a change shall not negate or remove the student’s actual legal name for purposes of official identification or verification, as designated on all University official records and as required by law or policy. If a request is denied, the student may submit a written request for reconsideration to the Assistant Vice Chancellor for Enrollment and Retention, or designee. The Assistant Vice Chancellor for Enrollment and Retention, or designee, shall review the request and issue a final decision, based on the record, within fifteen (15) business days. Such decision shall be final.

B. EMPLOYEES: In order to submit a request to change the name in which an employee is referred to on official University documentation or identification, an employee shall complete a name change form that is available in the Office of Human Resources & Diversity. Only first and/or middle name changes will be considered. A preferred name may be added or changed one time per year. Requests shall be processed in a reasonable time frame. The Office of Human Resources & Diversity has the authority to approve or deny a preferred name in accordance with this policy. Such a change shall not negate or remove the employee’s actual legal name for purposes of official identification or verification, as designated on all University official records and as required by law or policy. If a request is denied, the employee may submit a written request for reconsideration to the Vice Chancellor for Administrative Affairs, or designee, who shall review the request on the record and issue a final decision within fifteen (15) business days. Such decision shall be final.

C. INTERNAL PROCEDURES: If a name change request is approved, the following process will be used to add the preferred name change as an additional name of the individual on the following documentation: 1. Phase One: In the first phase of the preferred name implementation, instances in which preferred name will be used include, but are not limited to:  WINS Faculty Center  Class rosters  Grade rosters  Unofficial Transcripts and Grade Reports (if requested in WINS)  WINS Academic Advising Report (AAR)  WINS Student Center  WINS Advisor Center  Campus Course Management System(s): Desire2Learn (D2L)  Campus Directory - University E-mail  University identification cards will need to be requested by the student to have each reprinted (Hawkcard, employee badges, etc.) 2. Phase Two: The second phase shall entail establishing a process inside of the University Center in WINS allowing individuals to submit their preferred name change to the Registrar’s Office or Office of Human Resources & Diversity and assessing and mapping out additional systems or office that may want or need preferred names.

IV. DENIAL OF REQUEST/REINSTATEMENT OF LEGAL NAME USE In addition to Section III, the University may deny a request for a preferred name if the use of the individual’s legal name is necessary for employment, educational or campus life services, to verify the identity of an individual, to provide services that may require the use of a legal name, or as otherwise required by law or policy. The University may remove or deny the preferred name usage if the name is used in a derogatory or inappropriate manner by the individual, including but not limited to, using foul or inappropriate language, or to create misrepresentation, fraud or illegal conduct.

V. REPLACEMENT OF HAWKCARD A one-time replacement card will be provided at no charge with a verification from the appropriate office issuing the card with the preferred name change. Any additional replacements shall be provided in accordance with Hawkcard procedures.

VI. LEGAL NAME CHANGE Individuals are required to verify their legal names prior to official employment or student enrollment. After employment and/or enrollment, individuals may process official legal name changes or corrections. A change of legal name requires an official document or court order verifying the correct information at the time the request is made. Information about changing a legal name in Wisconsin may be found at: https://www.wicourts.gov/services/public/selfhelp/namechange.htm#forms Instances in which legal name will be used include, but are not limited to: Official Transcripts, Diplomas (unless the student has specifically requested a different name on their graduation application), Human Resources & Diversity (employment and payroll documents), Reporting to state or federal agencies, Financial aid documents and processes, Enrollment and degree verification processes, School of Education teacher certification records, Other records where the individual’s legal name is required by law or University policy, Official lists of students or employees made available to the public

VII. DIRECTORY INFORMATION Under the Family Educational Rights and Privacy Act (FERPA), a student’s full name, including preferred name, may be disclosed to the public as “directory information” unless the student specifically opts out of permitting such disclosure through the Registrar’s Office. To revoke the disclosure of directory information, a student has the option of requesting privacy through the Registrar’s Office. For more information, go to: http://www.uww.edu/registrar/ferpa. VIII. RESPONSIBILITY The Assistant Vice Chancellor for Enrollment and Retention, or designee, and the Director of Human Resources & Diversity, or designee, shall be responsible for ensuring that the policy and procedures stated here in are properly carried out.

Safety and Health Policies

The University of Wisconsin System will provide and maintain adequate facilities for a safe and healthy learning environment. It is UW-Whitewater’s responsibility to work with faculty and staff so that they are equipped to educate their students on practices and procedures that ensure safety for all members of UW-Whitewater. Employees with instructional responsibilities are expected to comply with state and federal safety laws and regulations in their institutional areas. Certain courses and research projects require that students work with hazardous materials while engaging in academic studies. Instructors of these courses and research projects shall inform and train students on procedures that will maintain the students’ personal health and safety and provide them with information on the hazards of specific chemicals that will be used during their course of study. Furthermore, instructors will enforce and follow safety policies. Prior to use of hazardous materials and equipment, the student shall review the procedures and information, and discuss any associated concerns with the instructor.

Use of Human Participants in Research

Federal law and UW-Whitewater policy require that all research projects involving human participants be designed as much as possible to protect the rights of the participants. This pertains to projects for classes on research methodology, independent studies, and thesis research. Prior to initiation of the work, each proposal involving human participants and its provisions for their protection must be reviewed and approved by the Institutional Review Board for the Protection of Human Participants (IRB). This includes surveys. Research which has not been reviewed and approved by the IRB will not be covered by University of Wisconsin-Whitewater liability insurance.

It is the policy of UW-Whitewater that all research shall be conducted under the supervision of a qualified faculty or staff member. Therefore, all students must submit an IRB protocol review form signed by the faculty advisor.

All IRB forms and guidelines can be obtained from the Office of Research and Sponsored Programs, Andersen Library 2243. Please contact this office at 262-472-5288 with questions and document requests.

Care and Use of Laboratory Animals

All students involved in the care or use of animals and all facilities used for such animals must operate within the guidelines of the Guide for the Care and Use of Laboratory Animals. Copies of the Guide and other pertinent materials may be obtained from the Office of Research and Sponsored Programs, Andersen Library 2243, 262-472-5288.

Student Disciplinary Procedures

Introduction

This section identifies the procedures to be followed when a student is accused of academic misconduct. Chapter UWS 14, as approved by the Board of Regents and the State of Wisconsin, is reproduced herein (local options are typed in bolder type).

Nonacademic discipline is covered by Chapter UWS 17. Please refer to those procedures or contact the Dean of Students Office for more information concerning nonacademic disciplinary procedures.

UWS 14.01 Statement of principles

The board of regents, administrators, faculty, academic staff and students of the University of Wisconsin System believe that academic honesty and integrity are fundamental to the mission of higher education and of the University of Wisconsin System. The university has a responsibility to promote academic honesty and integrity and to develop procedures to deal effectively with instances of academic dishonesty. Students are responsible for the honest completion and representation of their work, for the appropriate citation of sources, and for respect of others' academic endeavors. Students who violate these standards must be confronted and must accept the consequences of their actions.

UWS 14.02 Definitions

In this chapter:

  1. "Academic misconduct" means an act described in s. UWS 14.03.
  2. "Academic misconduct hearing committee" means the committee or hearing examiner appointed pursuant to s. UWS 14.15 to conduct hearings under s. UWS 14.08.
  3. "Chancellor" means the chancellor or designee.
  4. "Days" means calendar days.
  5. "Disciplinary file" means the record maintained by the student affairs officer responsible for student discipline.
  6. "Disciplinary probation" means a status in which a student may remain enrolled in the university only upon condition that the student complies with specified standards of conduct for a specified period of time, not to exceed 2 semesters.
  7. "Disciplinary sanction" means any action listed in s. UWS 14.04 taken in response to student academic misconduct.
  8. "Expulsion" means termination of student status with resultant loss of all student rights and privileges.
  9. "Hearing examiner" means an individual appointed by the chancellor in accordance with s. UWS 14.15 for the purpose of conducting a hearing under s. UWS 14.08.
  10. "Institution" means any university or center, or organizational equivalent designated by the board.
  11. "Instructor" means the faculty member or instructional academic staff member who has responsibility for the overall conduct of a course and ultimate responsibility for the assignment of the grade for the course.
  12. "Investigating officer" means an individual, or his or her designee, appointed by the chancellor of each institution to carry out certain responsibilities in the course of investigations of academic misconduct under this chapter.
  13. "Student" means any person who is registered for study in an institution for the academic period in which the misconduct occurred.
  14. "Student affairs officer" means the dean of students or student affairs officer designated by the chancellor to carry out duties described in this chapter.
  15. "Suspension" means a loss of student status for a specified length of time, not to exceed 2 years, with resultant loss of all student rights and privileges.

UWS 14.03 Academic misconduct subject to disciplinary action

  1. Academic misconduct is an act in which a student:
    1. Seeks to claim credit for the work or efforts of another without authorization or citation;
    2. Uses unauthorized materials or fabricated data in any academic exercise;
    3. Forges or falsifies academic documents or records;
    4. Intentionally impedes or damages the academic work of others;
    5. Engages in conduct aimed at making false representation of a student's academic performance; or
    6. Assists other students in any of these acts.
  2. Examples of academic misconduct include, but are not limited to: cheating on an examination; collaborating with others in work to be presented, contrary to the stated rules of theccourse; submitting a paper or assignment as one's own work when a part or all of the paper or assignment is the work of another; submitting a paper or assignment that contains ideas or research of others without appropriately identifying the sources of those ideas; stealing examinations or course materials; submitting, if contrary to the rules of a course, work previously presented in another course; tampering with the laboratory experiment or computer program of another student; knowingly and intentionally assisting another student in any of the above, including assistance in an arrangement whereby any work, classroom performance, examination or other activity is submitted or performed by a person other than the student under whose name the work is submitted or performed.

UWS 14.04 Disciplinary sanctions

  1. The following are the disciplinary sanctions that may be imposed for academic misconduct in accordance with the procedures of s. UWS 14.05, 14.06 or 14.07:
    1. An oral reprimand;
    2. A written reprimand presented only to the student;
    3. An assignment to repeat the work, to be graded on its merits;
    4. A lower or failing grade on the particular assignment or test;
    5. A lower grade in the course;
    6. A failing grade in the course;
    7. Removal of the student from the course in progress;
    8. A written reprimand to be included in the student's disciplinary file;
    9. Disciplinary probation; or
    10. Suspension or expulsion from the university.
  2. One or more of the disciplinary sanctions listed in sub. (1) may be imposed for an incident of academic misconduct.

UWS 14.05 Disciplinary sanction imposed at the discretion of the instructor

  1. Where an instructor concludes that a student enrolled in one of his or her courses has engaged in academic misconduct in the course, the instructor for that course may impose one or more of the following disciplinary sanctions, as listed under s. UWS 14.04 (1) (a) through (c):
    1. An oral reprimand;
    2. A written reprimand presented only to the student; or
    3. An assignment to repeat the work, to be graded on its merits.
  2. No disciplinary sanction may be imposed under this section unless the instructor promptly offers to discuss the matter with the student. The purpose of this discussion is to permit the instructor to review with the student the bases for his or her belief that the student engaged in academic misconduct, and to afford the student an opportunity to respond.
  3. A student who receives a disciplinary sanction under this section has the right to a hearing before the academic misconduct hearing committee under s. UWS 14.08 to contest the determination that academic misconduct occurred, or the disciplinary sanction imposed, or both. If the student desires such a hearing, he or she must file a written request with the student affairs officer within 10 days of imposition of the disciplinary sanction by the instructor.

UWS 14.06 Disciplinary sanction imposed following a report of academic misconduct by the instructor

Where an instructor believes that a student enrolled in one of his or her courses has engaged in academic misconduct and the sanctions listed under s. UWS 14.04 (1) (a) through (c) are inadequate or inappropriate, the instructor may proceed in accordance with this section to impose, subject to hearing rights in s. UWS 14.08, one or more of the disciplinary sanctions listed under s. UWS 14.04 (1) (d) through (h).

  1. CONFERENCE WITH STUDENT. When an instructor concludes that proceedings under this section are warranted, the instructor shall promptly offer to discuss the matter with the student. The purpose of this discussion is to permit the instructor to review with the student the bases for his or her belief that the student engaged in academic misconduct, and to afford the student an opportunity to respond.
  2. DETERMINATION BY THE INSTRUCTOR THAT NO ACADEMIC MISCONDUCT OCCURRED. If, as a result of a discussion under sub. (1), the instructor determines that academic misconduct did not in fact occur or that no disciplinary sanction is warranted under the circumstances, the matter will be considered resolved without the necessity for further action or a written report.
  3. PROCESS FOLLOWING DETERMINATION BY THE INSTRUCTOR THAT ACADEMIC MISCONDUCT OCCURRED.
    1. If, as a result of a discussion under sub. (1), the instructor determines that academic misconduct did occur and that one or more of the disciplinary sanctions listed under s. UWS 14.04 (1) (d) through (h) should be recommended, the instructor shall prepare a written report so informing the student, which shall contain the following:< >A description of the misconductSpecification of the sanction recommendedNotice of the student's right to request a hearing before the academic misconduct hearing committee,and
    2. A copy of the institutional procedures adopted to implement this section.
    3. The written report shall be delivered personally to the student or be mailed to the student by regular first class United States mail at his or her current address, as maintained at the institution. In addition, copies of the report shall be provided to the institution's student affairs officer and to others authorized by institutional procedures.
    4. A student who receives a written report under this section has the right to a hearing before the academic misconduct hearing committee under s. UWS 14.08 to contest the determination that academic misconduct occurred, or the choice of disciplinary sanction, or both. If the student desires the hearing before the academic misconduct hearing committee, the student must file a written request with the student affairs officer within 10 days of personal delivery or mailing of the written report. If the student does not request a hearing within this period, the determination of academic misconduct shall be regarded as final, and the disciplinary sanction recommended shall be imposed.
  4. PROCESS FOLLOWING DETERMINATION BY THE INSTRUCTOR THAT DISCIPLINARY PROBATION, SUSPENSION OR EXPULSION MAY BE WARRANTED.
    1. If, as a result of a discussion under sub. (1), the instructor determines that academic misconduct did occur and that disciplinary probation, suspension or expulsion under s. UWS 14.04(1) (i) or (j) should be recommended, the instructor shall provide a written report to the investigating officer, which shall contain the following:
      1. A description of the misconduct; and
      2. Specification of the sanction recommended.
    2. Upon receipt of a report under this subsection, the investigating officer may proceed, in accordance with s. UWS 14.07, to impose a disciplinary sanction.

UWS 14.07 Disciplinary sanction imposed following a report of academic misconduct by the investigating officer

The investigating officer may proceed in accordance with this section to impose, subject to hearing and appeal rights, one or more of the disciplinary sanctions listed in s. UWS 14.04 (l) (g) through (j).

  1. AUTHORITY OF INVESTIGATING OFFICER. The investigating officer may proceed in accordance with this section when he or she receives information that a student at the institution has engaged in alleged academic misconduct and:
    1. Some or all of the alleged academic misconduct occurred outside the scope of any course for which the involved student is currently registered;
    2. The involved student has previously engaged in academic misconduct subject to the disciplinary sanctions listed in s. UWS 14.04 (1) (d) through (j);
    3. The alleged misconduct would, if proved to have occurred, warrant a sanction of disciplinary probation, suspension or expulsion; or
    4. The instructor in the course is unable to proceed.
  2. CONFERENCE WITH STUDENT. When the investigating officer concludes that proceedings under this section are warranted, he or she shall promptly offer to discuss the matter with the student. The purpose of this discussion is to permit the investigating officer to review with the student the bases for his or her belief that the student engaged in academic misconduct, and to afford the student an opportunity to respond.
  3. CONFERENCE WITH THE INSTRUCTOR. An investigating officer proceeding under this section shall discuss the matter with an involved instructor. This discussion may occur either before or after the conference with the student. It may include consultation with the instructor on the facts underlying the alleged academic misconduct and on the propriety of the recommended sanction.
  4. DETERMINATION BY THE INVESTIGATING OFFICER THAT NO ACADEMIC MISCONDUCT OCCURRED. If, as a result of discussions under subs. (2) and (3), the investigating officer determines that academic misconduct did not in fact occur or that no disciplinary sanction is warranted under the circumstances, the matter will be considered resolved without the necessity for further action or a written report.
  5. PROCESS FOLLOWING DETERMINATION BY THE INVESTIGATING OFFICER THAT ACADEMIC MISCONDUCT OCCURRED.
    1. If, as a result of discussions under subs. (2) and (3), the investigating officer determines that academic misconduct did occur and that one or more of the disciplinary sanctions listed under s. UWS 14.04 (1) (g) through (j) should be recommended, the investigating officer shall prepare a written report so informing the student, which shall contain the following:
      1. A description of the misconduct;
      2. Specification of the sanction recommended;
      3. Notice of the student's right to a hearing before the academic misconduct hearing committee; and
      4. A copy of the institutional procedures adopted to implement this section.
    2. The written report shall be delivered personally to the student or mailed to the student by regular first class United States mail at his or her current address, as maintained at institution. In addition, a copy of the report shall be provided to the instructor and to the institution's student affairs officer.
    3. A student who receives a written report under this section has the right to a hearing before the academic misconduct hearing committee under s. UWS 14.08 to contest the determination that academic misconduct occurred, or the choice of disciplinary sanction, or both.
    4. Except in cases where the disciplinary sanction recommended is disciplinary probation, suspension or expulsion, if the student desires the hearing before the academic misconduct hearing committee, the student must file a written request with the student affairs officer within 10 days of personal delivery or mailing of the written report. If the student does not request a hearing within this period the determination of academic misconduct shall be regarded as final, and the disciplinary sanction recommended shall be imposed.
    5. In cases where the disciplinary sanction recommended is disciplinary probation, suspension or expulsion, the student affairs officer shall, upon receipt of the written report under par. (b), proceed under s. UWS 14.08 to schedule a hearing on the matter. The purpose of the hearing shall be to review the determination that academic misconduct occurred and the disciplinary sanction recommended. A hearing will be conducted unless the student waives, in writing, the right to such a hearing.

UWS 14.08 Hearing

  1. If a student requests a hearing, or a hearing is required to be scheduled under s. UWS 14.07 (5) (c) 2, the student affairs officer shall take the necessary steps to convene the academic misconduct hearing committee and shall schedule the hearing within 10 days of receipt of the request or written report, unless a different time period is mutually agreed upon by the student, instructor or investigating officer, and the members of the hearing committee
  2. Reasonably in advance of the hearing, the committee shall obtain from the instructor or investigating officer, in writing, a full explanation of the facts upon which the determination of misconduct was based and shall provide a copy of ch. UWS 14 to the student.
  3. The hearing before the academic misconduct hearing committee shall be conducted in accordance with the following requirements:
    1. The student shall have the right to question adverse witnesses, the right to present evidence and witnesses, and to be heard in his or her own behalf, and the right to be accompanied by a representative of his or her choice.
    2. The hearing committee shall not be bound by common law or statutory rules of evidence and may admit evidence having reasonable probative value, but shall exclude immaterial, irrelevant, or unduly repetitious testimony, and shall give effect to recognized legal privileges.
    3. The hearing committee shall make a record of the hearing. The record shall include a verbatim record of the testimony, which may be a sound recording, and a file of the exhibits offered at the hearing. Any party to the hearing may obtain copies of the record at his or her own expense. Upon a showing of indigency and legal need, a party may be provided a copy of the verbatim record of the testimony without charge.
    4. The hearing committee shall prepare written findings of fact and a written statement of its decision based upon the record of the hearing.
    5. The hearing committee may find academic misconduct and impose a sanction of suspension or expulsion only if the proof of such misconduct is clear and convincing. In other cases, a finding of misconduct must be based on a preponderance of the credible evidence.
    6. The committee may impose a disciplinary sanction that differs from the recommendation of the instructor or investigating officer.
    7. The instructor or the investigating officer or both may be witnesses at the hearing conducted by the committee, but do not have responsibility for conducting the hearing.
    8. The decision of the hearing committee shall be served upon the student either by personal delivery or by first class United States mail and shall become final within 10 days of service, unless an appeal is taken under s. UWS 14.09.

UWS 14.09 Appeal to the chancellor

  1. Where the sanction prescribed by the hearing committee is suspension or expulsion, the student may appeal to the chancellor to review the decision of the hearing committee on the record. In such a case, the chancellor shall sustain the decision of the academic misconduct hearing committee unless the chancellor finds:
    1. The evidence of record does not support the findings and recommendations of the hearing committee;
    2. Established procedures were not followed by the academic misconduct hearing committee and material prejudice to the student resulted; or
    3. The decision was based on factors proscribed by state or federal law regarding equal educational opportunities.
  2. If the chancellor makes a finding under sub. (1, the chancellor may remand the matter for consideration by a different hearing committee, or, in the alternative, may invoke an appropriate remedy of his or her own.

UWS 14.10 Discretionary appeal to the board of regents

  1. Institutional decisions under ss. UWS 14.05 through 14.09 shall be final, except that the board of regents may, at its discretion, grant a review upon the record.

UWS 14.11 Settlement

  1. The procedures set forth in this chapter do not preclude a student from agreeing that academic misconduct occurred and to the imposition of a sanction after proper notice has been given. Required written reports, however, may not be waived.

UWS 14.12 Effect of discipline within the university system

  1. Suspension or expulsion shall be system-wide in effect.
    1. A student who is suspended or expelled from one institution in the University of Wisconsin system may not enroll in another institution in the system unless the suspension has expired by its own terms or one year has elapsed after the student has been suspended or expelled.
    2. Upon completion of a suspension period, a student may re-enroll in the institution which suspended him or her as if no suspension had been imposed.

UWS 14.13 Right of petition of readmission

  1. A student who has been expelled may petition for readmission, and a student who has been suspended may petition for readmission prior to the expiration of the suspension period. The petition for readmission must be in writing and directed to the chancellor of the institution from which the student was suspended or expelled. The petition may not be filed before the expiration of one year from the date of the final determination in expulsion cases, or befoe the expiration of one-half of the suspension period in suspension cases. 

UWS 14.14 Investigating officer

  1. The chancellor of each institution, in consultation with faculty, academic staff, and student representatives, shall designate an investigating officer or officers for student academic misconduct. The investigating officer shall have responsibility for investigating student academic misconduct and initiating procedures for academic misconduct under s. UWS 14.07. An investigating officer may also serve on the academic misconduct hearing committee for a case, if he or she has not otherwise been involved in the matter.

UWS 14.15 Academic misconduct hearing committee: institutional option

  1. The chancellor of each institution, in consultation with faculty, academic staff, and student representatives, shall adopt policies providing for the establishment of a student academic misconduct hearing committee or designation of a hearing examiner to fulfill the responsibilities of the academic misconduct hearing committee in this chapter.
    1. A student academic misconduct hearing committee shall consist of at least 3 persons, including a student or students, and the presiding officer shall be appointed by the chancellor. The presiding officer and at least one other member shall constitute a quorum at any hearing held pursuant to due notice. At the University of Wisconsin-Whitewater the Academic Misconduct Hearing Committee shall consist of five members: three faculty members and two student members. The chair of the hearing committee shall be a faculty member appointed by the Chancellor. The three faculty members shall be appointed from six persons recommended to the Chancellor by the Faculty Senate. The two student members shall be appointed from four persons recommended to the Chancellor by the Student Senate. All hearings shall follow procedure consistent with those outlined in Chapter UWS 14. Any faculty or student member involved in the case is disqualified from sitting on the committee in that case. Any other committee member who cannot render impartial judgment in the case shall disqualify him/herself.

UWS 14.16 Notice to students

  1. Each institution shall publish and make freely available to students copies of ch. UWS 14 and any institutional policies implementing ch. UWS 14.

UWS 14.17 Notice to instructors

  1. Each institution shall adopt procedures to ensure that instructors are familiar with these policies. Each institution shall provide instructors with copies of ch. UWS 14 and any institutional policies implementing ch. UWS 14 upon employment with the university, and each department chair shall be provided such copies upon assuming the duties of the chair.

UWS 14.18 Consistent institutional policies

  1. Each institution is authorized to adopt policies consistent with this chapter. A copy of such policies shall be filed with the Board of Regents and the University of Wisconsin System Office of Academic Affairs.
    1. At the University of Wisconsin-Whitewater the Dean of Students Office shall be responsible for the implementation and enforcement of ch. UWS 14. Those duties and responsibilities assigned the "student affairs officer" shall be carried out by the Dean of Students Office.
    2. At the University of Wisconsin-Whitewater a student who is found guilty of a second offense of academic misconduct shall be, at the discretion of the investigating officer, subject to suspension or expulsion from the university.

Complete copies of UW-Whitewater Student Non-Academic Disciplinary Procedures (Administrative Code UWS Chapter 14 and UWS Chapter 17) are available on the UW-Whitewater Web page at http://www.uww.edu/handbook/student/.

For information, regarding these procedures, contact:

Dean of Students Office
800 West Main Street
Andersen Suite 2130
Whitewater, WI 53190
deanofstudents@uww.edu
262-472-1533

Transcripts and Grade Reports

All student records held by the University of Wisconsin-Whitewater, regardless of origin, are the property of UW-Whitewater and may be used by UW-Whitewater in any manner legally appropriate. Student records will be treated in a responsible manner and with due regard to the personal nature of the information they contain.  However, the student should understand that student records may be disclosed to others who have a legal right to such access when, in the judgment of UW-Whitewater, such disclosure serves the best interests of the student, UW-Whitewater, and the community.

The University of Wisconsin-Whitewater reserves the right not to release a student’s record, or any information based upon the record, when the student has failed to discharge any obligation, financial or otherwise, to UW-Whitewater.

Student Responsibility for Records

Students are held responsible for monitoring an accurate record of their own progress toward graduation. No changes will be made to course entries on the academic record that are not appealed within one year of the posting date, and changes will not be made to a record after the degree is officially entered.

Personal Identification Changes

To change or correct personal identification, such as name, birth date, or social security number, the applicable forms must be completed and submitted to the Registrar’s Office along with the specified items for documentation.  The forms are available in the Registrar’s Office or online here: http://www.uww.edu/registrar/forms.

Official Transcripts

Students may request official transcripts of their academic record by ordering them via our online order service at http://www.uww.edu/registrar/transcripts. Telephone requests are not accepted.  Transcripts will not be issued if a student has a hold or outstanding obligation to UW-Whitewater.

Payment must be received in full before the official transcripts will be released. The transcript is printed on security paper bearing the Registrar’s signature and date.

Unofficial Transcripts

Students may obtain their unofficial transcripts in two ways. If the students’ last dates of attendance were during or after fall 2001, they can access their UW WINS accounts so long as the students still have their Net ID and password or ID Number.  If the students no longer have an active Net ID and password but know their ID Numbers, they should select Troubleshooting help on the WINS front page and refer to ‘Former UW-Whitewater students’ to gain access.  From there, students can access their unofficial transcript from any computer with online access.

Students may request unofficial transcripts of their academic record by ordering them via our online order service at http://www.uww.edu/registrar/transcripts.  Telephone requests are not accepted.  Transcripts will not be issued if a student has a hold or outstanding obligation to UW-Whitewater.

Grade Reports

Students may request official grade reports by presenting proper identification and signing a request form at http://www.uww.edu/registrar/forms. Students may complete this form, print it, sign it, and submit it to the Registrar’s Office address on the form, along with a SELF ADDRESSED STAMPED ENVELOPE. Telephone requests are not accepted.

In order to properly identify the student, written notification should include current name, name at the time of last attendance, any other names used, student ID number or social security number, date of birth, first and last dates of enrollment at UW-Whitewater, and the term for which they are requesting the grade report for. 

Veterans Administration and Educational Assistance

The Registrar's Office is the certifying office for Federal and State veterans' benefits at UW-Whitewater (262-472-1570). The DVA has a toll free number (1-888-442-4551) available for individual inquiries. In addition, County Veterans Offices are available for assistance at each county seat.

Students should direct questions concerning Federal and State veterans' educational benefits to the Veterans' Benefits Office in the Registrar's Office or visit the office web page at http://www.uww.edu/registrar/veterans-services. Students must meet with the Veterans' Benefits Coordinator to set up their benefits program and should be sure to bring along their discharge certificate (DD214) and any other pertinent paperwork.

Training Time Units Per Term Undergrad Grad
Full Time 12 9+
3/4 Time 9-11 5-8
1/2 Time 6-8 4
1/4 Time 1-3 3

3/4 = Three-quarters (75%) of full time benefits payable on a monthly basis.

1/2 = One-half (50%) of full time benefits payable on a monthly basis; tuition and fees only for certain chapters.

<1/2 = Less than one-half time; tuition & fees only

*8-week courses will affect the training times above

*Post 9/11 training time is determined by the DVA and based on the number of credits taken.

Students must be enrolled more than half-time in order to receive the Post-9/11 MHA.  Students enrolled in on-line only courses will receive the national average for the MHA.

Students receiving the State waiver of tuition and enrolled half-time or less may not receive their Federal GI Bill. Contact the Veterans' Benefits Office for further information. (Roseman Hall 2032, 262-472-1570)

State Benefits

State benefits include the Wisconsin GI Bill, the Veterans Education (VetEd) Reimbursement Grant, and the National Guard Reimbursement Grant.

Students using the Wisconsin G.I. Bill must maintain at least a 2.0 cumulative GPA or higher in order to remain eligible for these benefits.  (Note: The transfer cumulative GPA will only be used for the first term at UW-Whitewater when applicable.  Thereafter, the UW-Whitewater cumulative GPA will only be used).

Information, applications, and instructions for the Wisconsin GI Bill and VetEd Grant are available in the Registrar's Office or on the WDVA website.

Information on the National Guard Tuition Grant is available in the Registrar's Office.

Federal Benefits

For detailed information concerning federal benefits, students should visit the VA web page at www.va.gov. In addition to the monthly GI Bill, benefits may also include tutorial assistance if there exists a documented deficiency in any subject required for completion of a degree program. Students should contact the Veterans' Office for an application.

Refer to the Undergraduate or Graduate Catalog for the academic performance criteria that are expected from all University of Wisconsin-Whitewater students, including those individuals receiving VA benefits. In addition to those rules and regulations, veterans who are receiving VA benefits should be aware of these stipulations:

  • Short (8-wk) courses could affect your benefits.
  • Taking a course on a satisfactory/no credit basis may result in an overpayment of benefits for that term if the veteran receives no credit for the course.
  • Courses taken off campus or at another school may not count toward the enrollment certification. If taking courses at two schools concurrently, veterans must check with the Veteran's Coordinator if they wish to use benefits at both schools.
  • Audit units do not count as units for benefit certification purposes.
  • A repeat enrollment of a "D" grade may not count for benefit level determination, nor will repeats for no credit.
  • The University is required to notify the VA of any change of enrollment and/or withdrawal in order to determine the effect on future and past benefit eligibility. Unless veterans claim "mitigating circumstances", they may be liable for repayment of the benefits. Veterans should contact the Veterans' Benefits Coordinator to determine the effects of a change before that action is taken, and if "mitigating circumstances" can be claimed, file a statement of those circumstances. Veterans may be required to return benefits paid for pursuit of the course or courses, from the start of the term, not from the date the course was dropped or the withdrawal was processed.
  • If called to active duty, contact the Veterans' Benefits Office in Roseman Hall 2032 for the correct procedure and assistance.

Any questions concerning the above information should be directed to the Veterans' Benefits Office in the Registrar's Office (Roseman Hall 2032, 262-472-1570).

Class Absence Policy - Military

Students shall not be penalized for class absence due to unavoidable or legitimate required military obligations not to exceed two (2) weeks unless special permission is granted by the instructor.  Students are responsible for notifying faculty members of such circumstances as far in advance as possible and for providing documentation to the instructor to verify the reason for the absence.  The faculty member is responsible to provide reasonable accommodations or opportunities to make up exams or other course assignments that have an impact on the course grade.  For absences due to a student being deployed for active duty, please refer to the University's Active Duty Call-Up Procedure.

Active Duty Call-Up Procedure

Students called to active service during the course of a semester must choose one of the following options before departing for active service:

  • Any student called to active service during the course of a semester may elect to withdraw from the university with a full refund of all academic tuition and segregated fees and the prorated refund of room and board fees. Under this circumstance, no course credit and no course grades will be awarded.
  • Students called to active service on or prior to the last date to drop a full-term course (end of the eighth week) must withdraw with the full refund of academic tuition and segregated fees and the prorated refund of board and room fees.
  • Students called to active service after the last date to drop a full-term course (end of the sixth week) may elect to take the grade of "Incomplete" in all courses. The time period allowed to satisfy the Incomplete Contracts would not, under this circumstance, begin until the date of release from active service. At any time within six months of the date of release from active service, the student may elect to withdraw from the university for the term in which he/she was called to active service. Students who elect this alternative are not eligible for the refund of academic tuition and segregated fees, but are eligible for the prorated refund of board and room fees.
  • Students called to active service after the last permissible day to withdraw from the university, as published in each semester's Schedule of Classes, may elect, with the permission of the course instructor, to accept the grades earned to that day in each of their courses. Under this circumstance, normal University policy for the award of "Incomplete" grades would apply. The time period allowed to satisfy Incomplete Contracts would begin at the date of release from active service. Students who elect this alternative are not eligible for the refund of fees.
  • Students called to active service keep their admission, e-mail and computer access open at UWW for two years from the date of their mobilization. After two years absence, students will have to reapply for admission.

Waiving or Substituting a Required Course

The chairperson of the major or minor department may waive a required course within the major/minor if mastery of the course content can be demonstrated; however, other coursework must be completed to meet the minimum unit requirement for the major/minor.

A required course from a department other than the major or minor can be waived or substituted by (1) the dean of the college of the degree, if the course is in the college or degree requirements; (2) the Assistant Dean for Letters and Sciences, if the requirement is in General Education or U.S. Racial/Ethnic Diversity; or (3) the department chair of the course, if the requirement is in the Communication and Calculation Skills area. In selected cases, departments may waive a course in their own department based upon high school background or departmental exam.

Students may not take for credit any course for which they have received a waiver, nor may they take for credit any course in the same department that is a prerequisite for a course that has been waived (e.g., if a student has been waived from MATH 143, he may not take MATH 141 for credit).

Waiver of any course does not reduce the total number of units required for graduation.

Withdraw from the University

Withdraws are processed through the Student Center in WINS.  Under My Academics, select Term Withdraw.  You will only be able to withdraw from terms in which you have enrollment. For detailed directions go to: http://www.uww.edu/registrar/wins/how-to/student-wins/withdraw-from-a-term.

Athletes, International Students and GI Bill Benefit recipients should consult with campus contacts before submitting a withdraw.  Any questions should be directed to the Registrar's Office at 262-472-1570 or registrar@uww.edu.

If you have missed the deadline for withdraw you may appeal, by submitting a Last Day to Withdraw Appeal (found here: http://www.uww.edu/registrar/forms/withdraw-procedures) and appropriate documentation to the Registrar's Office.

The withdraw process may take up to 48 hours for processing; however, the day the Registrar's Office receives your withdraw form is the official date of the withdraw.

  1. If the withdraw is initiated within the first ten class days of the Fall/Spring term, there will be no academic penalty, but the date of withdraw will be noted on the student's academic transcript.
  2. If the withdraw is after the tenth day of classes in a Fall/Spring term or fifth day in the full Summer session, "W" grades will be recorded for each of the courses in which the student is enrolled at the time of withdraw and the date of withdraw will be noted on a student's academic transcript.
  3. If withdraw is after the tenth day of classes, but the student was enrolled for 6 or more units on the tenth day, a whole or a partial term of eligibility will have been lost for financial aid.
  4. The last day to withdraw from UW-Whitewater is 15 days prior to the end of the Fall/Spring term (exam days included; Saturdays, Sundays, and holidays excluded), as published in the Schedule of Classes.
  5. Withdraws initiated after the published deadline of the last day to withdraw will result in the student receiving grades of "F" in those courses which are not being passed at the time of withdraw, and the student may be suspended for not meeting the minimum grade point requirement.
  6. Withdrawing may affect financial aid eligibility.

Failure to officially withdraw when leaving UW-Whitewater may result in students receiving failing grades in those courses for which they were enrolled. This may cause a problem with an attempt to return to the University or to transfer to another institution. If students must withdraw for medical or family emergency reasons, they may appeal to the Office of Student Life. Information concerning the medical withdraw process can be found at http://www.uww.edu/dean-of-students/student-resources/medical-withdraw.

Note:

  • Withdrawing from a term drops all classes.
  • Students will only be able to withdraw from a term in which they have enrollment.
  • Students must continuously check Checklist, Student Account Holds, and Student Account balance on WINS as charges could incur during the term and shortly thereafter.
  • If the student is an international student, student athlete, receive financial aid, veteran's and/or other benefits, please meet with the appropriate official before withdrawing.  There may be legal, certification, and/or repayment penalties associated with the withdraw.
  • If students have completed one or more classes prior to requesting a withdraw for the term, the withdraw will be processed only for the remaining in-progress classes.  Completed classes and grades (including incomplete grades) will remain on your academic record.