Academic Policies

General Academic Policies

Academic Honors

There are three types of academic honors at Western Wyoming Community College: 

Honor Rolls 

Full-time and part-time degree-seeking students are eligible to earn a place on the President’s or Vice President’s Honor Roll when certain academic conditions are met in each semester: 

• President’s Honor Roll: Full-time students who complete a minimum of twelve credit hours in a given semester and achieve a term grade point average of 4.00. 

• Vice President’s Honor Roll: Full-time students who complete a minimum of twelve credit hours in a given semester and achieve a term grade point average between 3.25 and 3.99. 

• Part-time Student Honor Roll: Part-time students who have completed a minimum of twelve total institutional credit hours and six to eleven credit hours in a given semester and achieve a semester grade point average of 3.25 or higher. 

Phi Theta Kappa (PTK) and National Society of Leadership and Success (NSLS)

• PTK: Degree-seeking students who complete a cumulative minimum of twelve credit hours with a minimum cumulative grade point average of 3.5 are eligible for membership. Students must follow established Phi Theta Kappa guidelines to join the organization. Once a student is a member, a 3.25 semester GPA must be maintained to retain membership. Students who maintain eligibility for Phi Theta Kappa will be recognized at graduation. 

• NSLS: Degree-seeking students who achieve a minimum cumulative grade point average of 2.75 are invited to join NSLS. Further action from the student is required for membership, which is communicated by and completed with NSLS directly. 

Graduating with Honors

Students who have achieved minimum cumulative grade point average requirements at the time of their credential being awarded and have completed at least 50% of their applicable credits at Western will be recognized with the appropriate level of honors. Student recognition of honor achievement includes: the receipt of Honor Cords to wear at commencement, recognition during the commencement ceremony, and a designation on their official transcript. The minimum cumulative grade point average requirements are as follows: 

• Distinguished Graduate: Associate and Certificate recipients: 3.80 and above 

• Cum Laude (with honor): Bachelor recipients: 3.50 - 3.70 

• Magna Cum Laude (with great honor): Bachelor recipients: 3.71 - 3.90 

• Summa Cum Laude (with highest honor): Bachelor recipients: 3.91 and above 

Academic Standing

Students who maintain a 2.0 semester and cumulative GPA or higher are considered to be in Good Academic Standing. Students who experience academic difficulties are placed on academic alert, probation, or suspension status. These standings are designed to provide intrusive and proactive assistance to students to help them succeed academically. However, students should be aware that certain Western programs have higher minimum grade point average requirements, and the student must maintain those levels in order to remain in the program. 

Current Academic Standing status will appear on the student’s grade report and transcript record. 

Students will move through the four Academic Standings in steps: Good Standing, Academic Alert, Academic Probation, and Academic Suspension. Students will move up and down through the steps at the conclusion of each semester (Academic Standing is not calculated following the summer term) 

Good Standing

• Students who achieve a minimum term and cumulative grade point average of 2.0 or higher in the current semester and were either in Good Standing or Academic Alert statuses the previous semester 

Academic Alert 

• Students who have completed at least six credit hours in the current semester with less than a 2.0 term grade point average will be placed on Academic Alert status.  

• Students on Academic Alert must achieve a term and cumulative grade point average in the subsequent semester of 2.0 or greater to return to Good Standing 

Academic Probation

• Students who are on Academic Alert status who completed the subsequent and most recent semester with less than a 2.0 term grade point average will move into Academic Probation status 

• Students on Academic Probation who earn a minimum 2.0 grade point average in the subsequent semester will return to the previous step and be placed back on Academic Alert status 

Academic Suspension

• Students who are on Academic Probation status who completed the subsequent and most recent semester with less than a 2.0 term grade point average will move into Academic Suspension status.  

Students returning to Western on Academic Suspension status who achieve a minimum term grade point average of 2.0 will return to Academic Probation status. 

Students on Academic Suspension will not be permitted to register for classes at Western in the subsequent term. Upon returning to Western, students will remain in Academic Suspension status until the term grade point average is calculated at the end of the term. 

Appeals 

• Students who are placed on Academic Suspension who wish to appeal their suspension based on extenuating circumstances may do so through the Registrar. Their decision is final. 
• Students may only appeal their Academic Suspension status once. Students placed on Academic Suspension for a second time will not be permitted to register for classes for one term. 

Academic Forgiveness

Students may apply for Academic Forgiveness to remove complete past semesters from their GPA calculations. Students may request an unlimited number of terms to be forgiven; however, this is a one-time option for students. Students will not be granted a second opportunity to apply for Academic Forgiveness under any circumstances. To qualify for Academic Forgiveness, the student must submit the Academic Forgiveness form to the Office of the Registrar and meet the following criteria: 

• Having been absent from Western for a minimum of three years (six semesters, excluding summer term) 

• Upon returning to Western, complete one semester with a minimum of six credit hours, earning a term GPA of 2.0 or higher. 

Attending Class

Class attendance is essential for achievement in college. Therefore, students are expected to attend all class sessions for each course they are enrolled in and make up any work they miss during excused absences. If a student misses too many classes (as defined in the instructor’s attendance policy), an instructor may drop that student from the course during the drop period. Students are responsible for all course requirements from the start of the course, not from when they added a course to their schedule. Students who need their attendance record kept for any reason should notify the instructor.

Furthermore, each instructor should establish an attendance policy for each course and publish it in the course syllabus. Instructors shall consider the deadlines for adding and dropping courses and write a policy statement consistent with the College’s drop/add policy.

!!!Students must attend class or participate by 11:59 pm on the first Sunday after a class begins, or they will be administratively dropped from that class.!!!

Missing Class Because of an Emergency

Enrolled students who find it necessary to be away from college during any semester (because of illness, a death in the family, or other emergencies) should contact all of their instructors to discuss the reasons and expected period involved. Students are responsible for missed work; if the leave is too long, instructors may recommend that the student withdraw.

Class Standing

Class standing is determined by the number of semester hours completed and depends on whether a student is pursuing an associate’s or bachelor’s degree.

• Associate Degree Programs
  • Freshman - 0-29 credits
  • Sophomore - 30+ credits
• Bachelor Degree Programs
  • Freshman - 0-29 credits
  • Sophomore - 30-59 credits
  • Junior - 60-89 credits
  • Senior - 90+ credits

Course Loads

Western Wyoming Community College students may enroll as either full-time or part-time students. For financial aid purposes, a full-time student takes twelve semester hours or more, and a part-time student takes eleven or fewer semester hours. No student may enroll for more than 20 hours without being granted permission by their academic advisor and then petition for approval by the Registrar in Mustang Central. 

A credit hour equates to one contact hour per week in lecture classes and two contact hours per week in laboratory/skill classes. Each student should plan to spend at least two hours of study for each contact hour of classroom training. Course loads should be planned accordingly, as should work schedules.

Courses

Adding Courses

Students may add full semester courses during the first three class days. Shorter (block) courses have adjusted add dates. Refer to the calendar in this catalog for the exact date of the last day that courses may be added. Add courses using MyWestern, or obtain a Course Add Form from Mustang Central.

Auditing Courses (Taking a Credit Course for No Credit)

A student may audit any Western Wyoming Community College course. However, a student receives neither credit nor a grade for the course. After the first three days of class, a student taking a course for audit may not change the registration to credit, and a student taking a course for credit may not change the registration to audit. Auditing a course costs the same as taking a course for credit.

Course Prerequisites

Students should be aware of course prerequisites before registration. Prerequisites are listed in the course descriptions and the Schedule of Classes. A grade of ‘C’ or better must be earned to fulfill the prerequisite requirements. Students receiving a ‘D’ or ‘F’ in a prerequisite course may be administratively dropped from the subsequent course. 

Dropping Courses

Students may drop individual and/or all courses using MyWestern or visiting Mustang Central during the add period. No signatures are necessary, and the course will not appear on the student’s permanent record. No grades are assigned.

Following the designated add period, students may withdraw from any course up to 88% of the term in calendar days. The Registrar will determine the exact date. A grade of ‘W’ will be assigned for a withdrawal. It does appear on the student’s permanent record but is not included in the student’s GPA calculation. However, it can be considered in calculations for Satisfactory Academic Progress (see Financial Aid). Students failing to follow appropriate withdrawal procedures will receive ‘F’ grades on their permanent transcript. Students are responsible for all financial obligations to the institution. 

Following the drop deadline, a student may not withdraw from courses except in very unusual circumstances that involve severe medical, emotional, or personal problems. Emergency withdrawals are for all courses. Students must request this type of withdrawal in writing. In the case of a medical reasons, a doctor’s letter and documented extenuating circumstances are necessary. All requests will require documentation. Such instances will require the approval of the Registrar in Mustang Central and the concerned instructor. No withdrawals will be permitted during the final week of the semester or after the semester has ended. Although the instructor may initiate the following procedure, students must take full responsibility for dropping courses.

Military Call-Up

Western Wyoming Community College, in recognition of its responsibilities to its students who are members of the U.S. Armed Forces, will adhere to appropriate national and state statutes that pertain to the mobilization of these citizen soldiers. The College intends to make reasonable efforts to accommodate students and minimize the disruption of their education while fulfilling their military obligations. When a student is placed on an emergency mobilization status, and when mobilization is anticipated to exceed 15 calendar days, the student or their designee must present an official copy of their activation orders to the Vice President for Academic and Student Affairs as soon as possible after receipt of the orders. The College will try to provide appropriate accommodations that address the individual student’s unique needs.

Reference: Wyoming State Statute: W.S. 19-11-120

Final Examinations

A student who fails to take a final examination may receive an ‘F’ for that course unless previous arrangements have been made with the instructor. Due to college policy, no student may take an early final examination.

Students with more than two exams scheduled in one day may reschedule additional exams by working with the instructors.

Grades

Grading System

The College uses a standard letter grading system in which grade points are assigned to letter grades to calcuate a student’s grade point average. The chart below lists the letter grade, its meaning, and its point value:

Incompletes

The grade of ‘I’ (Incomplete) may be assigned when extenuating circumstances - such as a serious illness, family emergency, or miliary service - prevent a student from completing up to 50% of remaining coursework after the midpoint of the semester.  The student must be passing the course (with a grade equivalent to ‘C’ or higher) at the time the Incomplete is requested. 

A written Incomplete Agreement, outlining the remaining work and due date (no later than the end of the following semester), must be submitted. The student is responsible for initiating this request. Incompletes not resolved by the agreed-upon deadline automatically convert to an ‘F’ unless an instructor or School Dean authorizes an extension of no more than one additional semester. 

An Incomplete (‘I’) is not considered a final grade and therefore does not fulfill prerequisite requirements; students must successfully complete the course with a grade of ‘C’ or higher to advance to subsequent coursework.  

Incompletes must be completed with the instructor who issued the original grade.  With the following exceptions: 

• When the instructor no longer teaches at the College, the School Dean shall assign an instructor from the department area that the course was offered to complete the incomplete process. 

• The course is a self-paced, open-entry class. 

S/U Grades

Students may elect to take any course on a Satisfactory/Unsatisfactory basis by submitting a completed request form, signed by the instructor, to the Office of the Registrar by the first day of the section. A grade of ‘S’ is equivalent to a ‘C’ or better. 

’S’/’U’ grades generally do not fulfill graduation requirements unless prior approval has been granted by the School Dean(s) or, in cases of extraordinary circumstances, authorized by the Chief Academic Officer. 

’S’/’U’ grades generally do not transfer to other institutions. It is the responsibility of the student to verify with the transferring institution that a letter grade of ‘S’ will be accepted in transfer. 

When ‘S’/’U’ grades are assigned for credit by exam, AP, CLEP, extra-institutional credit, and military PE credit, they may be used to meet graduation requirements. 

*Please note: S/U grades earned during the spring 2020 semester can be applied towards graduation and will transfer to the University of Wyoming.

Grade Point Average

The grade point average serves as one means of indicating the student’s level of scholarship and is used to determine class standing eligibility for intercollegiate athletic competition and honors. The grade point average is computed with the following:

Change of Grades

Grades may be changed for the following reasons:

1. If a mistake has been made in computing or recording a grade for any student, that student should ask their instructor to submit a completed Change of Grade Form to the Registrar. Only one subsequent semester is allowed for grade changes. After that time, the grade stands as initially recorded. Under no circumstances will changes be made after the close of the following semester.
2. Students may repeat courses to raise their grades. All previous attempts remain on the student’s record, but only the grade earned in the last attempt is used to compute the grade point average, except when a grade ‘W’ is assigned in the previous attempt. Students may repeat a given course as many times as they wish, with only the final attempt used in computing the GPA. Note: Students only receive financial aid for the first repeat.

Grade Reports

Students can view mid-semester grades in their MyWestern account. Mid-semester grades are not posted on the student’s permanent academic record. These reports communicate progress with the student and faculty advisor.

Scheduling

Curriculum

Following the suggested programs as listed will guarantee that degree and certificate requirements have been met. Because fiscal and staff limitations prohibit this College from offering every course listed in this catalog every semester, students should plan to enroll in the courses outlined in the suggested programs. Courses with enrollments under eight students may be canceled for fiscal and quality of instruction reasons. Decisions about canceled courses will be made by the end of the first week of classes whenever possible. If students are concerned about whether a course will be canceled, they should contact Mustang Central staff. Specific courses are generally offered only in the fall or spring.

Shift Workers

The College offers various methods to accommodate shift workers’ schedules. Online courses, technical courses that meet multiple times on the same day, and open-entry welding or computer courses are particularly appropriate.

In addition, many regularly scheduled courses can accommodate a changing schedule, but the student should check with the instructor. Many instructors post their assignments online and have students submit homework online or via e-mail. Also, several instructors record their classes and post these online. These technologies help shift workers/students stay up to date with a course when they cannot attend. The shift worker/student is responsible for attending class when their work schedule permits and keeping up with the course and its deadlines.

Standards of Student Conduct

The College requires its students to conform to federal, state, and local laws and regulations the Western Wyoming Community College Board of Trustees set forth. The College has rules concerning a student’s conduct at the College, with other students, and with College property. The regulations ensure proper and responsible behavior for the benefit and safety of all. See College Policies and Procedures on Western’s website for details on the Standards of Conduct.

Cheating and Plagiarism

All Western Wyoming Community College students are assumed to understand the terms ‘cheating’ and ‘plagiarism’. At the instructor’s discretion, the discipline for cheating and plagiarism in any course may range from assigning an ‘F’ for the assignment to dismissal from the course with a final grade of ‘F’.

Because of the nature of specific specialized programs (i.e., health science students deal with the safety and well-being of hospital patients), cheating and plagiarism may result in not only an ‘F’ in the course but immediate dismissal from the program. Specific procedures are addressed in the handbook of each of these specialized areas.

Students who feel an instructor has unfairly dismissed them may appeal the decision through the College’s due process procedures.

Appropriate Student Behavior in the Learning Environment

One of the College’s goals is to See Issues from Multiple Perspectives. Therefore, part of a course may involve hearing and reading perspectives different from one’s own. Everyone in class has a right to learn and express views in a comfortable environment. Students are expected to consider others’ rights to hear, express their ideas, and participate in the class. College policy 5420A states, “The College can immediately suspend or dismiss a student for disciplinary reasons if the college considers the student’s actions detrimental to its educational purposes.”

Students with concerns about behavior in and out of the classroom should contact the Dean of Students.

Use of Drugs and Alcohol

The College prohibits the possession, manufacture, use, or distribution of alcoholic beverages and/or illicit drugs on its property or as a part of any student activity supervised or sponsored by the College.

The College sponsors drug and alcohol awareness programs for students and the community and offers counseling and referrals for students with dependency problems.

Student’s Right of Due Process

The College assures students the right to due process. Students have a right to an appeal hearing when they are suspended or dismissed from the college, they cannot resolve an academic grievance with a teacher, they are evicted from housing, or when some other disciplinary action is taken. The full policy can be found under Policy 5430B.

Student Complaint Process

Western Wyoming Community College has a well-developed complaint process for students with academic and behavior issues. The procedure applies to students regardless of where they attend Western, including all distance and online students. All student concerns are handled through an internal process overseen by the appropriate Vice President: Academic Complaints (VP for Academic Affairs); Student Complaints (VP for Student Affairs).

Academic Complaints

Students with issues with instructors, course grades, or other matters related to the course requirements may pursue a complaint process through Policy 5430B. A copy of the full policy can be found on the college website at westernwyoming.edu. The policy and procedure provide a step-by-step process for addressing concerns. A full copy of the process can also be found in the Student Handbook.

Non-academic and Behavioral Complaints

Students with classroom behavior (their own or other students) or other problems related to interaction with support offices and faculty and staff may pursue a complaint process through Policy 5430C. A copy of the full policy can be found on the college website at westernwyoming.edu. The policy and procedure provide a step-by-step process for addressing concerns. A full copy of the process can also be found in the Student Handbook.

A copy of this information will be sent to students annually as a reminder about the process they must follow in case of a concern.

Academic Grievance

Complaints About Areas of Instruction

The College has a grievance procedure available to hear students’ academic complaints. The procedure ensures that a student’s complaint is heard promptly, equitably, and informally. 

Hopefully, the conflict can be resolved in the initial steps of the process when the student discusses the matter with the instructor, the School Dean, and the Vice President of Academic Affairs. However, after these meetings, the student may present the case to an Academic Grievance Committee if the grievance is unresolved. 

The student must submit a written statement of the complaint to the School Dean or Vice President of Academic Affairs no later than 45 calendar days after the end of the semester in which the grievance occurred. Students may not pursue grievances after this time limit. 

Non-Academic Grievance

Complaints About Unfair Treatment

The College has a grievance procedure available to hear student complaints about unfair treatment, including suspension and dismissal from the College. This non-academic grievance procedure ensures that students are treated fairly with due process.

Due process ensures the student that the College is not arbitrary in its actions. In all cases, due process requires that students know the charges against them, have the opportunity to refute them, and have the right to appeal. Once confronted with the charges and the College’s decision, students may appeal this decision to the Student Services Appeals Board. This board safeguards these rights and strives to interpret various college policies relating to student conduct fairly and reasonably.

The entire policy may be found in the student handbook on the College website at westernwyoming.edu or by contacting the Dean of Students.

Computer Use

Western Wyoming Community College believes computers are essential to today’s educational environment and provide students and community members with access to college computers and networks. Access is a privilege and requires that individual users act responsibly. College staff may monitor the use and access of Western Wyoming Community College computers.

Appropriate Use

Western takes a broad approach to accessing computers and networks. However, users should remember that college-owned computers are for educational purposes. Use of computers for online chatting, accessing material that does not support the educational function or infringes upon the rights of other users, and game playing is monitored and may be prohibited. Illegal downloading of music, video, or software is not permitted. Acceptable use of Computing Resources policy (2180A) can be found at westernwyoming.edu.  westernwyoming.edu.

Transcripts

Official transcripts of the student’s academic record at Western Wyoming Community College may be obtained. Each official transcript has a small fee required; payable to National Student Clearinghouse. All requests are made online using the National Student Clearinghouse link at https://tsorder.studentclearinghouse.org/school/select. Transcripts should be sent directly to other colleges or universities, employment opportunities, etc. However, official transcripts can be given to the student and stamped as Issued to Student.

Unofficial transcripts can be issued to students for their use.