Graduate Academic Policies

Academic success, a goal that Western wants all students to achieve, can be measured in many ways. This section identifies and explains the standards that Western has established as measures of academic success and indicates the policies and procedures that apply to students who fail to meet the standards. The Office of Academic Affairs, in consultation with the faculty Academic Policies Committee, the Graduate Programs Committee, and the Faculty Senate, is responsible for the developing and implementing of these academic standards and policies.

Unit of Credit

Western Colorado University uses the semester hour as the basic unit of credit. Semester credits assigned to a course are based on the specific learning objectives and the expected outcomes. The University’s assigned semester hours are consistent with the federal definition of a credit hour and the Colorado Commission on Higher Education’s established minimum class times for credit courses. The minimum expectation for one semester credit is one hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks of seminars and lecture-based classes. An equivalent amount of work is required in laboratories, internships, practica, on-line, studio work, and other academic work leading to the award of credit hours.

Contact Hour Guide

To establish a statewide approach for reporting FTE student enrollment, CCHE and IHEs have established criteria for assigning credit hour values to courses since 1985. This guide identifies the typical relationship between base contact hours, credit hours and types of faculty involvement.

Base Contact Hour: The Base Contact Hour represents a standard measurement of student academic engagement in a course. Per the US Department of Education, “a student is expected to be academically engaged through, for example, classroom attendance, examinations, practica, laboratory work, internships, and supervised studio work. In the case of distance education and correspondence education, academic engagement would include, but not be limited to, submitting an academic assignment; taking an exam, an interactive tutorial, or computer-assisted instruction; attending a study group that was assigned by the institution; contributing to an academic online discussion; and initiating contact with a faculty member to ask a question about the academic subject studied in the course. Merely logging into the electronic classroom does not constitute academic engagement.”

Semester System Term:  One contact hour (chrs) = 50 minutes. A base contact hour is 750 minutes. This translates to a minimum of fifteen 50-minute hours per semester.

Contact/Credit Hour Conversion Table I

contact/credit hour conversion table ii
 

Direct Instructional Time and Student Directed Learning

For classes offered with either full or partial online components of instruction and student learning, the Colorado Commission on Higher Education’s established minimum expectations for credit courses apply, as defined above. ‘Direct faculty instruction’ is defined as ‘Direct Instructional Time’ and ‘Out-of-class student work’ is defined as ‘Student Directed Learning’. Due to the distinct blended learning models of most graduate programs, specifics of Direct Instructional Time and Student Directed Learning are determined by each graduate program, consistent with the federal definition of a credit hour and as monitored by the Higher Learning Commission.

Course Numbering System

500-599 Level Courses: Courses at this level are non-degree, professional development-oriented, and may not be used to satisfy graduate degree requirements.

600-699 Level Graduate Courses: Courses at this level are intended for graduate degree-seeking students. They are more than an extension of the baccalaureate education; they are qualitatively different, and, at a minimum, students should be required to undertake original scholarly/creative activity, assume greater responsibility for mastering the subject matter, and develop close working relationships with professors. It is assumed that students taking 600-level graduate courses have acquired the ability to use language and information sources effectively and engage in analytical thought and creative processes.

Academic Load

Full-Time Status

Full-time enrollment for graduate students in the fall and spring semesters is defined as a minimum of nine (9) credit hours. Enrollment up to 15 credit hours does not require special approval. Enrollment exceeding 15 credit hours requires submission of a course overload petition.

Full-time enrollment during the summer semester is defined as a minimum of six (6) credit hours. Enrollment up to nine (9) credit hours does not require special approval. An additional three (3) credit hours may be taken for student teaching, internship, or other on-the-job credit. Enrollment exceeding 12 credit hours requires submission of a course overload petition.

A course overload petition requires a minimum grade point average of 3.50 and must be approved by the student's advisor, program director, and the School of Graduate Studies. If the cumulative grade point average is below 3.50, approval from Academic Affairs is additionally required.

Part-Time Status

Graduate students enrolled in fewer than nine (9) credit hours in the fall or spring semesters are classified as part-time.

Graduate students enrolled in fewer than six (6) credit hours in the summer semester are classified as part-time.

Requirements for International Students 

International students must comply with all regulations related to their visa status. F-1 visa holders enrolled in fewer than nine (9) credit hours during the fall or spring semesters must submit a request to Western's SEVIS Coordinators. F and J visa holders are not required to enroll during the summer semester under federal immigration regulations; however, if the summer semester is the first semester of an academic program, six (6) credit hours are required to maintain visa status.

Graduate Course Load and Student Status for VA Students*

Student status for VA Benefits is based on a semesterly course load. Western offers several academic sessions of varying lengths. Any combination of credit hours pursued across multiple academic sessions in the fall and spring semesters must total 9+ credit hours to qualify for full-time benefit levels, 6.75 credit hours for three-quarter time benefit levels, 4.50 credit hours for part-time benefit levels, and 2.25 credit hours for quarter-time benefit levels.  

Any combination of credit hours pursued across multiple academic sessions in the summer semester must total 6+ credit hours to qualify for full-time benefit levels, 4.50 credit hours for three-quarter time benefit levels, 3-credit hours for part-time benefit levels, and 1.50 credit hours for quarter-time benefit levels. 

The table below does not apply to Federal Student Aid. If you are applying for Federal Student Aid, there is a different enrollment status standard for determining aid eligibility. See Full-Time and Part-Time definition above.

WCU VA Academic Load Fall and Spring Semester Parts of Term

Fall and Spring Semester Parts of Term	Academic Load	Graduate Student Status	Rate of Persuit
Full Term Session	9+ Credit Hours	Full-time	100%
	6.75 Credit Hours	Three-Quarter Time	75%
	4.50 Credit Hours	Part-time	50%
	2.25 Credit Hours	Quarter-time	25%

WCU VA Academic Load Fall and Summer Parts of Term

Summer Semester Parts of Term	Academic Load	Graduate Student Status	Rate of Persuit
Full Term Session	6+ Credit Hours	Full-time	100%
	4.50 Credit Hours	Three-Quarter Time	75%
	3.00 Credit Hours	Part-time	50%
	1.50 Credit Hours	Quarter-time	25%
10-week Session	6+ Credit Hours	Full-time	100%
	4.50 Credit Hours	Three-Quarter Time	75%
	3.00 Credit Hours	Part-time	50%
	1.50 Credit Hours	Quarter-time	25%

*The university does not have access to military records and cannot determine eligibility. All eligibility and payment questions should be directed to the Department of Veterans Affairs by calling 1-888-GIBILL-1.

GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government website at http://www.benefits.va.gov/gibill.

Registration

Advising 

All graduate students are assigned an academic advisor or faculty mentor within their degree program. Graduate advisors and faculty mentors provide support in developing educational plans and achieving academic and career objectives, including guidance on course selection and academic progress. Students are responsible for understanding program requirements and enrolling in courses that satisfy them. 

Course Descriptions

Course descriptions provide a summary of the course content. If there is a prerequisite that must be met before a student may register for the course, this information is stated in the course description. Prerequisites may include specific courses, class standing, primary program of study, and other requirements. If there is a co-requisite course in which a student must be registered, this information is also stated in the course description.

Variable Credit Courses 

Variable credit courses are offered for a range of credits determined by the graduate program and published in the catalog and course schedule. These courses may include independent study, directed study, research, practicum, internships, thesis, and capstone projects. Learning objectives, academic requirements, and expected outcomes must be clearly defined by the faculty instructor and student before the coursework begins.

Students must register for variable credit courses before starting the related studies or work. Work completed before registration will not count toward required course credit hours.

Students must be enrolled in the appropriate number of credits during the term when the studies or work begin. Variable credit coursework counts toward the student’s academic load for that semester.

Requests to change variable credit registration after work has started may be considered through a petition in extenuating circumstances. The petition requires approval from the course instructor, program director, and the School of Graduate Studies.

To register for a variable credit course, students must submit a completed and signed Variable Credit Course form to the School of Graduate Studies. Some disciplines may have additional requirements for registering in variable credit courses. Substituting variable credit courses for required courses in the degree is at the discretion of the graduate program.

Internships

Internships, residencies, and place-based learning opportunities are integral elements of some of Western’s graduate degree programs. Learning outcomes, number of credits, and specific details of each placement are defined and assessed by each specific program. 

Students must be registered before beginning an internship, residency, or other place-based learning hours; any hours completed prior to registration will not count toward course credit.

Auditing Courses

General Auditing Policy

Students in good academic standing may broaden and deepen their educational experience by auditing courses. Auditing permits the student to attend a course without being required to complete exams and assignments. An audited course is not graded and does not carry academic credit, nor does it satisfy any degree or program requirement. Students auditing a course will receive a “No Credit (NC)” on their transcript. Audited courses are treated as part of a student’s course load for the purposes of determining Western Colorado University course load limits only. Regular tuition and fees apply for audited courses, but audited courses are not eligible for financial aid. A student may audit no more than 6 credit hours per semester.

It is highly recommended that students considering auditing a course discuss this decision with their academic advisor and ensure that it will not disrupt the student’s progress towards a degree or negatively impact their financial aid. Some courses are not conducive to auditing, and auditing a graduate course is on a space-available basis and requires approval from both the course instructor and the graduate program director prior to registration. All students who audit courses may be required to pay certain costs directly to third-party providers to participate in course activities. Students auditing courses are encouraged to inquire about additional course fees or costs before participating.

The decision to audit a course must be made at the time of registration, and students may not change from audit to credit or from credit to audit after a class has begun.

Veteran Auditing Policy

Western invites veterans to audit 600-level courses tuition-free, on a space-available, no-credit basis, with approval from the instructor, Graduate Program Director, and School of Graduate Studies. Eligible veterans should contact the School of Graduate Studies for admission assistance and to coordinate registration in the appropriate course section.

The 6-credit hours per semester limit does not apply to veterans auditing courses under this policy. Veteran students auditing courses will be charged a fee of no more than ten dollars ($10) per course for up to three audited courses each academic semester. For any additional audited courses beyond three in an academic semester, veteran students are responsible for all associated tuition, course, activity, and materials fees.

Veteran students who audit courses may be required to pay certain costs directly to third-party providers to participate in course activities. Students auditing courses are encouraged to inquire about additional course fees or costs before participating.

The decision to audit a course must be made at the time of registration, and students may not change from audit to credit or from credit to audit after a class has begun.

Undergraduate Student Petition to Enroll in a Graduate Course 

Actively enrolled undergraduate students who demonstrate academic readiness for graduate-level coursework, and are not provisionally admitted to an accelerated bachelor’s to master’s program, may enroll in graduate courses with permission from the course instructor, academic advisor, graduate program director, and the School of Graduate Studies. A qualified student may take graduate coursework as a non-degree seeking student without being fully and officially admitted to a graduate credential granting program.

Permission to enroll in a 600-level course does not constitute or imply admission to the graduate program. Enrolled students will be charged the graduate program's per credit tuition and fees. It is not possible to take 600-level coursework for no credit or to audit the class for lower tuition rate.

Upon formal admission to a graduate program, students may apply up to nine credits of graduate-level coursework toward a graduate degree and up to four credits toward a graduate certificate, with program approval.

Graduate-level coursework may not be used to satisfy undergraduate degree requirements.

Add/Drop

After classes have begun in a 16-week semester, students may add an open class without petition until 5 p.m. on the fourth day of the semester. After the fourth day and until the end of the official drop period, students may add a course only with approval by the instructor. The add deadline for any course that meets for less than 16 weeks is two days. Exceptions will be considered on a case-by-case basis, subject to approval by the student’s academic advisor, the program director, and the School of Graduate Studies. The student is responsible for understanding and communicating with the instructor, understanding course policies, and understanding any consequences of adding a course after the first class meeting. In extenuating circumstances, the student may add a course after the drop deadline with instructor and program director approval.

Students may drop a course during the first 15% of the class meetings. This rule applies for classes that meet for a full semester and for classes that meet in sessions shorter than a full semester. (Note the difference between this policy and withdrawal from individual courses policy.)

Western Colorado University faculty reserve the right to drop students from class rosters if they miss the first class meeting or online assignment. Not all instructors require attendance the at first class meeting, but many do. Students are strongly encouraged to attend all first class meetings. If circumstances prevent attendance at the first class session or completion of the first online assignment, the student must contact each instructor to request that their seat be held.

Certificates

A graduate certificate is a formal collection of courses that together form a specialized, coherent program of study offered by one or more academic unit(s). As such, a graduate certificate is distinct from a master’s degree in providing continuing education for professionals or enhancing the educational programming for graduate students. All graduate certificates should enhance existing programs, not take their place, and sufficient resources must exist to support the certificate program.

Certificate Requirements

A graduate certificate is an academic credential granted by Western Colorado University. Students that wish to earn a graduate certificate must follow the requirements of admission, complete approved graduate-level coursework, apply to receive the credential and enroll in at least one graduate-level credit during the term in which the certificate is awarded and posted to the transcript.

1. The total number of credits required for a graduate certificate may vary by academic discipline but must require a minimum of nine (9) credit hours.  
2. Graduate certificates may include courses that are a part of an academic program, explicitly created for the certification, or cross-listed courses. 
3. Courses for a graduate certificate must be 600-level or above. A minimum course grade of B- is required to earn credit toward the certification. 
4. Students may use Western graduate certificate coursework and credits to fulfill some requirements for a Western graduate degree with the approval of the relevant academic disciplines and School of Graduate Studies.
5. Specified courses may be required for more than one graduate certificate. In that circumstance, the credit hours associated with such a course may contribute to only one of the graduate certificates. Additional graduate-level coursework, approved by the academic unit and the School of Graduate Studies, must be completed to meet the credit hour requirement of the second or subsequent certificate.  
6. Students may not use credits earned at another institution to meet the requirements of a Western graduate certificate. 
7. Students must complete the requirements for a graduate certificate during the five (5) year period after initial enrollment. The period begins with the first course taken toward the certification. Credits taken more than five (5) years before initial enrollment in a graduate certificate program will not be counted toward certificate requirements.  
8. The Office of the Registrar verifies the completion of certificate requirements and posts the certificate to student transcripts. Western’s third-party diploma/certificate service issues students a paper certificate upon completion. 
9. The relevant shared governance structure must approve all changes to certificate requirements. 

Graduate Degree and Non-Degree-Seeking Students

1. Graduate certificates are designed for students who have earned a bachelor’s degree or equivalent. 
2. Currently enrolled Western graduate students may complete a graduate certificate that enhances their career.  
3. Degree-seeking graduate students may add a certificate before completing degree requirements by meeting admission and/or completion requirements for the desired certificate. 
4. International students (J or F visa students) may pursue certificates only as degree-seeking students.  
5. Non-degree-seeking students may pursue a graduate certificate with the approval of the academic disciplines offering the certificate as long as the applicant has at least a bachelor’s degree or equivalent from an accredited institution. 
6. For non-degree seeking or post-baccalaureate students, graduate-level credits earned at Western less than five (5) years before formal admission to a graduate certificate program may be applied toward the certificate, with approval of the academic unit and School of Graduate Studies, provided that at least half of the credit hours required for the certificate are earned during or after the semester in which the student is admitted to the certificate program.

Grades

For the purpose of calculating a student’s grade-point average, numerical values are assigned to letter grades on the following scale:

Grades and GPA

Grade	Grade Points
A	4.000
A-	3.670
B+	3.330
B	3.000
B-	2.670
C+	2.330
C	2.000
C-	1.670
D+	1.330
D	1.000
D-	0.670
F	0.000

Grade-Point Average

To obtain grade points earned in a course, multiply the number of credits per course by the number of points for the grade earned in the course. A minimum grade of B- in each course applied to a degree program is required. A minimum of a 3.0 grade-point average is required for graduation. Credits transferred from another institution must have been earned at the equivalent of a 3.0 GPA or above, and are not calculated in the Western grade-point average (GPA).

Other Grades Assigned

At the discretion of the faculty member teaching the course, a student who is unable to complete a course for reasons beyond the student’s control (e.g., illness) may be assigned an “Incomplete” (IN). It is expected that the student has completed more than one-half of the course work at an acceptable level at the time of the request for an “Incomplete.” The student and the faculty member must agree upon a plan for the completion of the work within a time period not to exceed one calendar year. When faculty give an "Incomplete," they must designate the student’s existing grade in the course, the work to be completed for the “Incomplete” to be removed, and also indicate the grade that will be automatically given after one year if the work is not satisfactorily completed.

 A grade of “Technical Failure” (TF) indicates that the student discontinued participation in the course without official approval. A “TF” is assigned 0.000 grade points and is calculated into the student’s cumulative GPA. 

Some courses or projects are intended to last longer than one semester. Such courses may be designated by the graduate program at the time of registration and will be given an “In Progress” designation at the end of the semester.  The “In Progress” (IP) designation can be used for a maximum of one year, at the end of which a grade must be assigned.

Grades of “IN”, “IP” and “W” are not counted in the computation of a student’s GPA.

Probation and Dismissal

When a graduate student’s course grade is below a B- in any graduate course, the student and the program director will be notified and the university places the student on academic probation. In order to be removed from probation, the student must retake the course to replace a grade lower than a B-. In the semester following placement on probation, the student’s grades in each course must be at least a B-, and the student must maintain an overall 3.0 GPA. If the student fails to meet these standards, the program may dismiss the student at the conclusion of that semester. Dismissal is permanent. Provisionally admitted 3+2 students are subject to graduate academic policies during year four of the undergraduate program.

In extenuating circumstances, the student may appeal by following the Academic Due Process for Students which is defined at the end of the Academic Policies section of this catalog. Dismissal may occur prior to probation in situations deemed egregious by faculty, the program director, and Academic Affairs. Egregious circumstances may include but are not limited to: involvement in criminal or illegal activity; unprofessional or unethical behavior; continuous ineffective performance in a residency or practicum; or earning less than a B- in multiple graduate courses in the same semester. Any formal grievance must be filed within six months of the dismissal, as outlined in the Formal Grievance Procedure.

Active Status & Periods of Non-enrollment

To maintain active status, graduate students must register in at least one graduate course per semester. Graduate students who leave Western Colorado University before earning their degree and wish to return (after a semester or more) must complete a Readmission Application. 

Before departure from Western, students with on-campus housing must contact Residence Life. Students with financial aid should contact the Office of Financial Aid for exit counseling. Students should discuss departure plans with their academic advisor.

Withdrawal from Individual Courses

After the official Add/Drop period, students may initiate a course withdrawal action on their academic record. A grade of “W” will be recorded, which does not affect the student’s grade-point average (refer to the sections on Grades and Grade-Point Average that follow).

Students may not withdraw from a course after two-thirds of the scheduled class time has been completed; in such cases, a final grade will be assigned and will affect the student’s grade-point average. Specific withdrawal deadlines are published on the Office of the Registrar website.

Course instructors may also withdraw a student for reasons such as inadequate academic progress or attendance, academic dishonesty, or disruptive behavior.

Withdrawal from the University

Students who wish to withdraw from the University may do so at any time during the semester. Withdrawals from courses shorter than one semester (16-weeks), may be granted up to and including the last day of class. If a course has concluded before a withdrawal is processed, a grade is recorded. Students must contact the graduate program director and the School of Graduate Studies for approval to officially withdraw from the University.

A medical withdrawal may be requested when a student has a documented health or mental health condition preventing completion of the semester. A student who wishes to withdraw under a medical withdrawal must withdraw from all in-progress classes. Students must contact the Office of Student Affairs to initiate a medical withdrawal.

After the official Add/Drop period, but before the withdrawal deadline, a student wishing to withdraw entirely from the University will be given a grade of “W” for all courses except variable-credit courses. Once two-thirds of the scheduled class time in any given course has been completed, a student wishing to withdraw from the University will be given a “W” grade for each course.

Withdrawal from Variable Credit Courses

After 15 percent of the course has been completed, a student wishing to withdraw from the University when enrolled in a variable credit course (i.e., special topics, independent studies, internships, etc.) must receive the approval of the graduate program director. If a student obtains this authorization, a grade of “W” or “WF” may  be assigned; a “WF” may be assigned if the student is failing the course at the time of withdrawal.

Withdrawal in Absentia

If illness, injury, or other circumstances prevent a student from being on campus to request withdrawal from the University in person, the student may notify the School of Graduate Studies.

Prior to departure from Western all students should check out by contacting applicable departments. Students that live in on-campus housing must contact Residence Life. Students with financial aid must contact the Office of Financial Aid for exit counseling and should not register for courses in a future term.

Re-entry

Graduate students in academic good standing who have been withdrawn from the University for one or more  semesters, but fewer than five calendar years, who wish to return must submit a Readmission Application to the School of Graduate Studies.

Catalog Year

A student’s program requirements effective date is determined by the Catalog of the year in which they enter as a degree-seeking student. 

During the five years after initial enrollment as a graduate degree-seeking student, students may elect to satisfy requirements specified in a Catalog more recent than the one under which they entered. Students must notify the School of Graduate Studies of the effective date they want used for the evaluation of their credit, provided they complete all degree requirements within five years.

A student who does not complete all degree requirements within five years must meet all the requirements of the Catalog in the year in which they apply for graduation. The respective program director and Academic Affairs must approve any exceptions to this policy.

Degree Completion

Master’s students must complete all degree requirements within five years of initial enrollment as a graduate degree-seeking student.

Every candidate for a graduate degree must earn a minimum of 21 credits from Western Colorado University. This 21-credit minimum must include the final credit earned toward the degree. With program approval, students may transfer up to 9 graduate credits at the 600 level or above from Western or other accredited institutions. See the Transfer Credits section for requirements and limitations.

Degree Plan and Culminating Requirements

Students must complete an approved degree plan that includes one of the following culminating requirements:

Comprehensive Examinations

Students must earn a minimum of 30 semester credits as part of a graduate degree program and must successfully complete the comprehensive examination as prescribed by the respective graduate program before the degree will be conferred. The delivery format and evaluation process for the examinations are established by the graduate program prior to student registration in the program. A faculty committee will be established to evaluate student performance on the examinations.

When a comprehensive examination is given, the following rules apply:

• Students must be registered when they take the examination.
• The examination is to be given by the student’s faculty committee and must be consistent with the requirements established by the specific graduate program.
• A majority of the committee must approve the examination.
• The examination may be oral, written, or both.
• A student who fails the comprehensive final examination may retake the examination only once (dependent upon the respective graduate program’s requirements).

Thesis

Students must earn a minimum of 30 semester credits of graduate work, including at least three thesis credits. A faculty mentor is assigned to guide the student’s thesis. If the thesis is not completed at the end of the term in which the student is registered, an Incomplete (IN) grade or a Failing (F) grade may be reported.

Graduate Capstone

Students must earn a minimum of 30 semester credits of graduate work, including at least one capstone credit. The capstone may take various forms depending on the program and is facilitated by the student’s graduate mentor. The number of capstone credits required is determined by the specific program. If the capstone is not completed by the end of the term in which the student is enrolled, a grade of Incomplete (IN) or Failing (F) may be assigned. 

Continuous Enrollment During Culminating Work

Students who have completed all other coursework and degree requirements must continue to enroll in at least one 600-level graduate credit hour during any semester/summer term in which they are actively completing a thesis or graduate capstone project. This includes, but is not limited to, working with Western faculty or the use of Western facilities. The number of credits a student must enroll in is at the discretion of each program.

Students who do not complete all degree requirements within the five-year period are subject to the Catalog Year policy.

Graduation Requirements

The Higher Learning Commission requires a minimum of 30 credit hours for master’s degrees. Graduate students must complete the total number of credits required by their specific master’s degree program, which may exceed the 30-credit hour minimum.

Graduate certificate candidates must complete all required credits in residence at Western.

Application for Awarding of Degree

Students must submit an Application for Graduation to the School of Graduate Studies within the first two weeks of the semester in which they expect to complete all degree requirements.
Degrees are awarded within 25 working days after the last day of the semester in which all degree requirements are completed, and final grades are recorded.

If requirements are not completed and grades recorded within this period, the degree will be awarded in the subsequent semester in which all requirements are fulfilled and grades are recorded. In such cases, students must notify the School of Graduate Studies and submit a new Application for Graduation. 

Degree Audit 

Students are responsible for fulfilling all academic requirements. The University supports students in tracking their academic progress by providing an advisor or faculty mentor, access to permanent records, and the Academic Progress Report, an online advising and graduation audit tool. All required course substitutions and graduate transfer credits require approval from the student’s advisor and graduate program director before submission to the School of Graduate Studies for final processing.

The School of Graduate Studies conducts degree audits during the term a student plans to graduate and authorizes students for graduation. The Office of the Registrar certifies completion of requirements for awarding the credential.

Commencement

Students who meet all graduation requirements and are eligible for a degree are encouraged to participate in commencement.

To participate in commencement, students must have six or fewer credits remaining and be registered for those credits in the upcoming summer or fall semester.

Students must be in good standing and confirm their participation in commencement through the Application for Graduation. 

The Office of the Provost/Academic Affairs reviews exceptions and special consideration requests.

Academic Integrity

As members of the academic community, students are expected to recognize and uphold standards of intellectual and academic integrity. The University assumes, as a basic and minimum standard of conduct in academic matters, that students will be honest and that they will submit for credit only the products of their own efforts. Both the ideals of scholarship and the need for practices that are fair require that all dishonest work be rejected as a basis for academic credit. They also require that students refrain from any and all forms of dishonorable conduct in the course of their academic work. Dishonest work may include, but is not limited to, the following infractions:

Plagiarism. Presenting another person’s work as one’s own, including paraphrasing or summarizing the works of another person without acknowledgment and the submitting of another student’s work as one’s own, is considered plagiarism. Plagiarism frequently involves a failure to acknowledge in the text, notes, or footnotes the quotation of paragraphs, sentences, or even a few phrases written or spoken by someone else.

Cheating on Examination. Giving or receiving unauthorized help before, during, or after an examination is considered cheating. Examples of unauthorized help include the use of notes, texts, or “crib sheets” during an examination (unless specifically approved by the instructor).

Unauthorized Collaboration (“Collusion”). Submission for academic credit of a work product, or a part thereof, represented as being one’s own, which has been developed in substantial collaboration with assistance from another person or source, is a violation of academic honesty. It is also a violation of academic honesty to knowingly provide such assistance. Collaborative work specifically authorized by an instructor is allowed.

Falsification. It is a violation of academic honesty to misrepresent material or fabricate information in an academic exercise or assignment (e.g., false or misleading citation of sources or the falsification of the results of experiments or of computer data).

Multiple Submissions. It is a violation of academic honesty to submit substantial portions of the same work for credit more than once without the explicit consent of the instructor(s) to whom the material is submitted for additional credit.

Consequences of Violations. Violations of academic integrity may result in the following: a grade of F or a zero for the assignment, an F for the course, withdrawal from the course, or suspension or expulsion from the University. Serious violations of academic integrity are reported to the Office of Academic Affairs.

Academic Due Process for Students

US Department of Education Program Integrity Regulations Complaint Process

Pursuant to the United States Department of Education’s Program Integrity Rule, Western is required to provide all prospective and current students with the contact information of the state agency or agencies that handle complaints against post secondary education institutions offering distance learning or correspondence education within that state. Students are encouraged to utilize the institution’s internal complaint or review policies and procedures through the Office of Student Affairs or Office of the Provost prior to filing a complaint with the state agency or agencies. The link below provides a list of contacts from each state in which a student may file a complaint.

https://nc-sara.org/state-portal-entity-contacts/

To file a complaint against a Colorado institution of higher education, forms can be found here:

https://cdhe.colorado.gov/filing-student-complaint

It is the objective of these procedures to provide for the prompt and fair resolution of the types of problems described herein which students may experience at Western.

Definitions

Complaint. An informal claim by an affected student that a faculty member or an academic administrator has violated, misinterpreted, or improperly exercised his/her professional duties.

Complainant. An affected student who makes a complaint.

Grievance. A written allegation by an affected student that a faculty member or an academic administrator has violated, misinterpreted, or improperly exercised his/her professional duties. The grievance should include the possibility of a remedy.

Grievant. An affected student who files a grievance.

Respondent(s). The faculty member(s) and/or academic administrator(s) identified by the affected student as causing or contributing to the complaint or grievance.

Grievance Committee. A committee composed of one faculty member selected by the grievant, one faculty member selected by the respondent, and three faculty members selected by the Provost/Vice President for Academic Affairs (or assignees).

Time Limits. When a number of days are specified herein, they shall be understood to exclude Saturdays, Sundays, holidays, University vacation days, and other days when the University is not in session and holding classes.

Academic Administrator. Professional personnel of the University, other than teaching faculty, who are in positions to make academic decisions affecting students, including but not limited to, department chairs, program directors, Dean of Graduate Studies, Associate Vice President for Academic Affairs, Vice President for Academic Affairs, and the President.

Informal Complaint Procedure

The complainant shall discuss the problem with the respondent(s). If the problem is not mutually resolved at this time, the complainant shall confer with the immediate supervisor(s) of the respondent(s). This usually will be the program director of the graduate program to which the respondent(s) is assigned. If satisfactory resolution is not achieved, the complainant must confer with the Dean of Graduate Studies. If satisfactory resolution is still not achieved, the complainant must confer with the Vice President for Academic Affairs.

Formal Grievance Procedure

If the complaint is not suitably resolved, the student has the right to file a grievance with the Vice President for Academic Affairs within six months of the time that the grievant could or should have known of the action which is the basis of the problem. This written allegation shall indicate what has already been done to resolve the complaint. Preservation of relevant documents and of precise records of actions taken is advantageous. The Grievance Committee shall be formed under the supervision of the Vice President for Academic Affairs, and a hearing shall be scheduled within 15 days after that officer receives the written grievance from the grievant. The Grievance Committee shall hear testimony from the grievant, the respondent, and whomever else it deems appropriate. Within 15 days after completion of the hearing(s), the Grievance Committee shall submit its findings to the Vice President for Academic Affairs for implementation as for academic affairs for implementation as deemed appropriate by that officer. A copy of the finding of the committee and of the implementing decision of the Vice President for Academic Affairs shall be given to the grievant and the respondent. The grievant may withdraw the grievance at any point in the proceedings by doing so in writing to the Vice President for Academic Affairs. The Vice President for Academic Affairs may grant an extension of the time limit for good cause.

If the grievance has not been resolved satisfactorily after the above procedures have been completed, the grievant is advised that he/she may appeal to the President of Western Colorado University, and ultimately, to the Board of Trustees.