Academic Advising Handbook

Academic Progress Advising 

• Early Alert Process
• Campus Health Services
  • Accident Report
• Address Changes
• Enrollment Changes
  • Dropping a Course
  • Adding a Course
  • Course Section Changes
  • Dropping a WITC Program
  • Changing Programs
• Enrollment Verification
• Mid-Semester Grade Advising
• Grading Policies
  • Grading and Grade Point Average
  • Grade Rosters
  • Grade Reports
  • Incompletes
  • Academic Standing
  • Academic Probation
  • Academic Suspension
  • Challenging a Grade

Early Alert Process

Student referrals or "early alert" referrals are initiated by the instructor. An instructor may initiate the early alert process for a variety of reasons. Concerns such as attendance problems, academic performance, difficulty getting along with other students, etc. are easily observed and documented by instructors. Students may also confide in their instructors if they are having problems in their classes or in their personal lives (abusive situations, financial difficulties, drug and alcohol problems, etc.).

Referrals should be made as soon as you recognize that a student is in need of assistance. The earlier that concerns can be identified, the sooner a plan of action can be created to assist the student. Timely referrals can be essential to the success and retention of students.

Upon the receipt of a referral form, the Student Success Center counselors at your campus will initiate a contact with the student to discuss the area(s) of concern. As the referring instructor, you may be asked to meet with the counselor and the student.

The actual outcome of referring a student will vary depending on the nature of the concern. For example, a student having difficulties in a specific class may be referred to tutoring services provided by the Student Success instructors. A student who cannot attend school because of childcare difficulties may be referred to the Financial Aid advisor in an attempt to obtain additional resources to pay for childcare. Counselors may determine that a student is in need of services provided by an agency outside of WITC and will assist the student in making the appropriate contacts.

Campus Health Services

Health and wellness services are provided on each campus by a registered nurse to assist students with physical and emotional health problems. Students are welcome to stop in the Health Service Office as needed and no appointment is required. Some of the services offered are treatment of minor illnesses, first aid, screenings, resources and referrals. Check the Health Service web page for more information. The Health Service nurses are also actively involved in the Alcohol and Other Drug Abuse program and can help students with problems in these areas. Students and staff are welcome to stop in at anytime.

Accident Report – A college injury and/or accident report should be completed any time an accident or injury occurs. This includes:

• Accidents or injuries at WITC locations that involve students, staff, or campus visitors.
• Accidents or injuries involving WITC students and staff who are engaged in college-sponsored activities while away from a WITC location.

Address Changes

Students should be encouraged to record any change of address information with Student Services. This will insure that students receive any WITC mailings, including their grade reports and diplomas, in a timely manner. Address change forms are available at the campus Information Center or Student Services office.

Enrollment Changes

Dropping A Course – Current WITC policy allows a student to withdraw from or "drop" a course at any time up to 80 percent of the course length. Students wishing to drop a course must complete a WITC Section Change Form, obtain the signature of the course instructor, and clear all financial obligations with WITC. They should also be directed to meet with the campus Financial Aid advisors. Financial Aid advisors will advise the student on the potential impact of dropping a class (or classes) on their graduation plans or financial aid eligibility.

The official drop date (used to calculate refunds and the impact on a student’s academic record) is the date the student signs and turns in the completed WITC Section Change Form. (Please refer to the WITC Student handbook for detailed information on the current refund policy.) Book returns and refunds are subject to the individual bookstore policies.

A student can withdraw from course within the first 20 percent of the course without a "W" appearing on their transcript. After that, a "W" will appear on the student’s transcript up to 80 percent of the course length. Students who do not withdraw will receive a terminal (A-F) grade after the 80 percent date is past.

Exceptions and extenuating circumstances to the above rules are approved and/or denied by the faculty member teaching the course. Instructional Deans may be involved in this decision in the absence of the faculty member. Academic advisors should assist students throughout the semester to minimize the need for these exceptions.

Adding a Course – Students may add courses to their schedule by completing a WITC Section Change Form. Courses can be added during the late registration period at each campus or within seven calendar days from the start of the course, providing that vacancies exist in the course. Students who add a course after the start date are required to make up any work that they have missed.

Course Section Changes – The WITC Section Change Form is also used for course section changes. The student essentially drops one course and adds another. As in adding a course, there must be a vacancy in the course the student wishes to "add." Section changes require approval of the instructors involved.

Dropping a WITC Program – A student who completely withdraws from WITC coursework must meet with a Student Success Center counselor and complete a WITC Section Change Form. The student’s WITC program will be considered terminated, and the student will need to re-apply to WITC at such time that he or she decides to return.

Changing Programs – Students are required to complete a new WTCS Application for Admission to change their enrollment from one WITC program to another. The student’s acceptance into the new program will be contingent on the existence of vacancies in the program.

The student must also complete an additional "admissions" interview with a WITC counselor. Depending on a student’s original COMPASS scores, the student may be required to re-take the assessment and achieve higher scores before being admitted into a different WITC program.

Student Services and WITC Instructional Deans will assist the student in determining which completed courses will be accepted for credit in the student’s new program. The student’s academic progress report should be updated to reflect all changes.

Enrollment Verification

Students who need official verification of their enrollment status for insurance purposes or any other reason must submit a written request allowing WITC to release this information. The student’s signature is required for release of information. Requests for enrollment verification will be handled through the campus Student Services office.

Mid-Semester Grade Advising

Instructors are encouraged to meet with their students at any time throughout the semester to discuss the student’s progress in their coursework. If a student is encountering difficulty in their classes, you are encouraged to take action as soon as the difficulties are noted (see "Early Alert Process," page 20)—don’t wait until mid-semester!

A more formal approach to advising may be taken at mid-semester, although this process currently varies between the WITC campuses. Additional information regarding how your campus handles mid-semester or mid-course grade advising can be obtained by contacting the campus Student Services office.

Grading Policies

Grading and Grade Point Average – Instructors should meet with their students during both the fall and spring semesters to discuss their academic progress, to include a grade calculation of work completed to date. Individual letter grades are assigned to all courses at their completion (except courses being audited by a student).

A student’s grade point average (GPA) is computed by multiplying the point value assigned to each letter grade by each course’s credit value. The total point values divided by the total number of credits per semester equals the student’s GPA. Letter grades are given the following grade point values:

Letter Grade	Grade Points	Numerical Grade
A	4.00	95-100
A-	3.67	93-94
B+	3.33	91-92
B	3.00	87-90
B-	2.67	85-86
C+	2.33	83-84
C	2.00	80-82
C-	1.67	78-79
D+	1.33	76-77
D	1.00	72-75
D-	0.67	70-71
F	0.00	0-69

Grade Rosters – Grade rosters will be distributed to all instructors prior to the last day of classes in each term (semester or summer session). Instructors have one week after the last day of the semester to compute, record, and turn in their completed grade rosters to the Student Services office.

Grade Reports – WITC grade reports are mailed to all students (to their current mailing address) in a timely manner after the completed grade rosters are collected. It is important that students update their address records with Student Services at any time their information changes.

Incompletes – A student may be issued a grade of "incomplete" at the instructor’s discretion. Incompletes should be given only if the student will be able to complete the course within the first six weeks of the following semester. It is the responsibility of the student to make arrangements with the instructor to complete the course requirements. A spring term incomplete may be completed during either the summer or fall semester. If the student does not complete the requirements in the allowed time, the incomplete will become a failing (F) or unsatisfactory (U) grade unless additional time is requested in writing and approved by the instructor. It is extremely important that the advisor and the student seek the input of WITC counselors and Financial Aid advisors in making this decision!

If it can be determined that an incomplete grade is the best option for the student, the student and the instructor should meet and make arrangements for the student to complete the requirements of the course.

At the end of the six-week time period, the student must be given a terminal (A-F) grade. To record a grade for a student previously given an incomplete, the instructor files a WITC Grade Change Form with the Student Services office.

Instructors or students having questions regarding incompletes should talk with a WITC counselor or the Student Services Dean at their campus.

Academic Standing – To maintain good academic standing, a student must earn a cumulative grade point average of 2.0 at the end of each semester. Cumulative GPA is calculated using all courses, regardless of completion date, that point to a student’s current active program(s).

Academic probation and suspension policies pertain to students who have completed 12 or more credits, regardless of their program status (assigned or unassigned).

Faculty and advisors are encouraged to meet with students who have not completed twelve credits to work on success issues. WITC does not want these students "falling through the cracks."

Academic Probation – When a student’s cumulative GPA falls between 1.00 and 1.99, the student is placed on academic probation for the following semester. A student placed on probation is required to meet with a WITC counselor before registration can be completed. At this meeting with the counselor, an Enrollment Agreement will be completed which may limit the student’s enrollment during the probationary semester. The student may also be encouraged to seek the services of the Student Success Center in an effort to improve academic achievement.

In order to regain good academic standing, the student must earn a minimum cumulative GPA of 2.0. A student will remain on probation until a cumulative GPA of 2.0 is achieved.

Academic Suspension – A student will be suspended from enrolling in credit courses for either of the following conditions:

1. A student has failed to attain a 2.0 or higher semester GPA at the end of the probationary semester. (A semester is defined as fall or spring sessions when a student is enrolled in six or more credits, or summer session when a student is enrolled in three or more credits.)
2. A student has earned a cumulative GPA of less than 1.0 at the end of a semester.

A student who has been suspended is ineligible to enroll in credit courses for a specified period of time, however, the student may enroll in remedial coursework or study skills classes during this time. A first suspension is for a period of one semester. The summer session does not count as a semester for suspension purposes.

A student who wishes to re-enroll at WITC after suspension must reapply. Readmission cannot be guaranteed. A readmitted student will be placed on academic probation.

Failure to achieve a semester GPA of 2.0 at the end of the "readmit" semester will result in a second suspension. The length of the second suspension will be for one semester.

A suspended student may request a review by the Student Services Dean. If extenuating circumstances can be identified, the Student Services Dean may recommend reinstatement.

Challenging a Grade – Please refer to the WITC Student Handbook for the current academic appeals procedure. A student may initiate this procedure if they feel they were graded unfairly.

Prior to the initiation of the academic appeals process, the student is required to meet with the course instructor to discuss the grade that was given. If an agreement cannot be reached at this meeting, either the student or the instructor may initiate the appeals process. An academic appeal must be filed, in writing, within six weeks following the end of the semester.