Student Records

FERPA

As custodian of student records, and in compliance with the Family Educational Rights and Privacy Act of 1974, as amended (FERPA), WSC assumes the trust and obligation to ensure full protection of these student records.

Student records maintained by WSC fall into two general categories: directory information and student educational records.

Directory information (as defined under the provisions of FERPA) may be released publicly in printed, electronic, or other forms at the discretion of the personnel of this institution.

DIRECTORY INFORMATION includes:

1. Name (all names on record)
2. Address (all addresses on record)
3. Email address (WSC email address only)
4. Phone number (all phone numbers on record)
5. Height, weight, and photos of athletic team members
6. Major field of study (all declared majors)
7. Minor field of study (all declared minors)
8. Class level
9. Dates of attendance
10. Enrollment status
11. Names of previous institutions attended
12. Participation in officially recognized activities and sports
13. Honors/awards received
14. Degree earned (all degrees earned)
15. Date degree earned (dates of all degrees earned)
16. Photographic, video, or electronic images of students taken and maintained by the institution

Under FERPA, students have the right to request that directory information not be made public by notifying the Records Office. Students should be aware that information might be collected for use in publications in advance of printing. In order to effectively suppress release of directory information, students must restrict their directory information by the tenth day of the term and not reverse that restriction during the term. Students must personally contact the Records Office to restrict release of directory information.

Campuses receive many inquiries for directory information from a variety of sources including, but not limited to, prospective employers, other colleges and universities, graduate schools, licensing agencies, government agencies, news media, parents, friends, and relatives. Students should consider very carefully the consequences of their decision to withhold the release of any or all directory information items. Campuses have no responsibility to contact students for subsequent permission to release directory information after it is restricted. Campuses will honor student requests to withhold directory information until the student specifically and officially requests to lift these restrictions. To reverse existing directory restrictions, students must personally contact the Records Office.

EDUCATIONAL RECORDS are those records which are directly related to a student and maintained by this institution or by a party acting for this institution. These records include any information from which students can be individually identified, and have not been previously defined as public directory information.

Under the laws of FERPA, WSC will not disclose information about current or former students nor permit inspection of their educational records without the expressed, written consent of the student. Current and former students will be permitted to inspect and review their own educational records, to the exclusion of their parents and/or guardians. This applies to all students enrolled at WSC, regardless of age.

Specific exemptions do apply to the release of educational records. These exemptions include the following situations:

1. Parents of students, who are dependents, as defined under tax code must be permitted to inspect and review the educational records of the student.
2. Educational records must be disclosed pursuant to lawfully issued subpoenas or court orders.
3. Educational records may be disclosed if knowledge of personal information contained in these education records is, in fact, deemed necessary by institutional personnel to protect the health or safety of the student or other person.

Academic Transcripts

In compliance with FERPA, transcripts will not be issued to a third party without prior written consent of the student.

Official academic transcripts, including the Registrar’s signature and the College seal, will be mailed to third parties only after a written signed request from the student has been received by the Records Office.

Transcript requests received from students with liabilities to WSC (financial or other) will not be honored until all liabilities are satisfied.

Grading System

At the close of an academic term, each instructor reports a letter grade indicating the quality of a student’s work in the course. Honor points are assigned for each semester hour of credit earned in the course, according to the following grading system:

Grade Point Average (GPA) will be calculated by dividing total honor points earned by total hours attempted. Total hours attempted include hours for which letter grades of “A,” “B,” “C,” “D,” and “F” are recorded.

Academic Honors

PRESIDENT’S HONOR ROLL
At the completion of each semester, full-time students who have earned a GPA of 3.80 or greater for that semester will be named to the President’s Honor Roll. This academic honor will be recorded on students’ transcripts.

DEAN’S LIST
At the completion of each semester, full-time students who have earned a GPA of and between 3.50 - 3.79 for that semester will earn Dean’s List Honors. This academic honor will be recorded on students’ transcripts.

GRADUATION HONORS
Graduates who achieve an institutional academic average of 3.80 or greater will graduate with high honors. Those with an institutional average of and between 3.50 - 3.79 will graduate with honors. Graduate honors will be recorded on students’ transcripts.

Academic Standing

ACADEMIC SUSPENSION AND PROBATION POLICY
The purpose of the Academic Probation and Suspension policy is to support a successful learning experience at Williston State College. Its intent is to alert students to a potential academic problem and to encourage early corrective action. Students who do not maintain minimum academic requirements will, at the end of the term in which they fail to meet the minimum standards, be placed on academic deficiency as indicated in the procedure below.

ACADEMIC PROBATION
Academic Probation will be issued to students with an Institutional GPA below a 2.00.

ACADEMIC SUSPENSION
Academic Suspension will be issued to students on academic probation whose institutional GPA remains below 2.00 at the end of the next term in which he or she enrolls. Students suspended for academic reasons are not eligible to enroll in classes for a minimum of one semester following the suspension.

Incomplete

An incomplete grade may be assigned to the student who has been in attendance and has done satisfactory work up to a time within four weeks of the close of the course, and whose work is incomplete as a result of extenuating reasons. An Incomplete Grade Reporting Form detailing the work to be completed, expected completion date, and grading standard is to be signed and dated by both the instructor and the student. The form is to be submitted to the Academic Records Office by the grade submission deadline for the semester in which the course was taken.

An incomplete must be completed within four weeks of the close of the semester in which the grade was received. Extensions beyond the standard administrative conversion deadlines require department chair approval, and may not exceed two incomplete conversion cycles (8 weeks total). For developmental courses, these time frames may be longer. Please see the instructor for details.

A Grade Change Form to change the grade is submitted prior to the administrative conversion deadline set by the College.

The student is completely responsible for the completion of the course. Work not completed within the approved time period will be assigned zero credit, and a final grade computed and submitted to the Registrar by the instructor of the course. Grades not changed within the aforementioned time frame will lapse to a grade of “F.”

Credit is awarded and academic standing is determined upon receipt of the changed grade.

Withdrawal

For a standard 16 week semester, a “W” will appear on the permanent academic transcripts of students who withdraw from any class after the last day to add or drop a course. The last day to drop a course without a record is the 10th calendar day in the fall term and the 11th calendar day in the spring term. Withdrawal dates for sessions less than 16 weeks in length are set proportionately.

S-U  Grading

Grades of “S” or “U” rather than the traditional grades of “A” through “F” are used at WSC according to the following regulations:

1. Grades of “S” shall be awarded to students whose grades would have otherwise been “A,” “B,” or “C.” A grade of “U” shall be awarded to students whose grades would have otherwise been “D” or “F.”
2. A maximum of 15 S/U credits may be applied toward program completion requirements for any certificate program, Associate in Applied Science, Associate in Arts, or Associate in Science degrees. Approval of the department chair is required for 13 or more S/U credits.
3. Some courses, as approved by the WSC Curriculum Committee, will be offered for S/U grading only. (See course descriptions at back of catalog for grading information.)
4. Students electing to enroll in a course for S/U grading (other than those referred to in #3 above) should secure the approval of the course instructor and his or her academic advisor before enrolling in the course.
5. Students electing to enroll in a course for S/U grading (other than those referred to in #3 above) are cautioned that they may encounter difficulty when attempting to transfer these credits to another institution or when changing programs.

The S/U grading option must be chosen on or before the seventh day of instruction.

Pre-College Grading

Some courses, as approved by the WSC Curriculum Committee, will be numbered lower than 100-level or deemed developmental in nature. These courses will not be counted in GPA Calculations, nor will they count toward total credits successfully completed for graduation purposes. Individual course descriptions should be consulted at the back of the catalog for grading information.

Audit

Students enrolled in college classes as auditors have a status and responsibility in class distinctly different from those taking the course for credit. Auditors are not required to participate in the oral or written work of the class. They take no examinations. They will receive no credit for the course. They are identified as auditors on official class lists. Auditors may not later establish credit in an audited course by taking a special examination; the course must be repeated in residence to earn credit. An audit fee for courses available for audit is not less than one half of the per credit hour resident tuition charge for the course. Tuition is waived for senior citizens (65 or older) electing to audit courses; however, the student is still responsible for fees.

Repeating Courses

With the exception of a limited selection of courses, students may not receive credit for the same courses more than once. (Students should consult their academic advisors for information on courses that may be repeated for credit.)

Enrolling in a course a second (or subsequent) time will nullify the credit(s) and grade earned for previous enrollment(s). Repeated courses will be noted on student academic transcripts, and only the most recent grade and credit(s) will be used toward program requirements and in calculation of total credits and GPA.

Grade Appeal

A student with a grievance about an academic circumstance (e.g. grading, testing, quality of instruction, etc.) that the student believes to be unfair or unwarranted may file an academic grievance according to the guidelines found in the WSC Student Code of Conduct. For a complete description of the grade appeal process, please consult the WSC Student Code of Conduct.

Academic Standards

To remain in good academic standing, students must maintain a 2.00 GPA (C) or higher. Students in good academic standing will be eligible to continue their studies and/or to graduate upon completion of all required courses.

This academic standards policy is intended to support a successful learning experience at WSC. Its intent is to alert students to a potential academic problem and to encourage early corrective action.

Students who do not maintain minimum academic requirements will, at the end of the term in which they fail to meet the minimum standards, be placed on academic deficiency status as indicated below.

Academic Probation will be issued to students with an institutional GPA below 2.00.

Academic Suspension will be issued to students on academic probation whose institutional GPA remains below 2.00 at the end of the next term in which he or she enrolls. Students suspended for academic reasons are not eligible to enroll in classes for a minimum of one semester following the suspension.

Suspended students may appeal the suspension within seven days of the suspension notice and by following the procedure outlined in the Academic Standing Letter.

Students allowed immediate re-enrollment through the suspension appeal process may be required to repeat selected courses, and/or enroll in a limited number of courses and credits.

Grade Forgiveness

A currently enrolled WSC student may request to exclude all grades earned in selected full semester(s) completed at WSC from GPA calculations if he or she has not completed an associate degree, diploma, or a certificate and time has lapsed five or more years from the semester for which Grade Forgiveness is requested.

A student may only exercise the option of Grade Forgiveness once. Courses completed in a semester granted Grade Forgiveness cannot satisfy academic requirements.

Students considering Grade Forgiveness will consult with the Academic Records Office to be counseled on proper procedures and receive the Grade Forgiveness form. Students may request the Grade Forgiveness form from the Academic Records Office by email: wsc.records@willistonstate.edu or visiting Stevens 105C. If all elements of the completed request comply with policy, the Academic Records Office will record necessary Grade Forgiveness information on student record. If not, the Academic Records Office will counsel the student on the appeal process. Grades will be excluded from calculating the student’s GPA, however, the courses and grades will remain on the student’s transcript. Student appeals are made following procedures outlined in Section VIII of the WSC Student Code of Conduct.

Graduation

Candidates for degrees must formally apply for graduation. Spring graduates must complete the application by March 22nd. Applications for graduation are available online at willistonstate.edu/graduation.

Degree requirements are based on the catalog under which the student began full-time study. A student who discontinues enrollment on a fulltime basis for one or more calendar years is required to meet program requirements as defined in the current catalog and/or as approved by the program coordinator. Although faculty advisors are available to assist students in program planning, the student is ultimately responsible for program completion.

Commencement exercises are held once each academic year at the completion of spring semester. Students who complete requirements during the fall, spring, or summer session are encouraged to be recognized for their achievements at the annual graduation ceremony.

Tuition & Fees

All US residents are charged the state resident rate. The international rate is 175% of the resident rate. Please visit the WSC website for current tuition and fees at http://www.willistonstate.edu/Future-Students/Financing-Your- Education/Cost-of-Attendance.html.

Tuition and fees are due in full at the beginning of each semester by the payment deadlines. Deadlines are available on the College online calendar. Billing statements are emailed prior to the fee deadline.

All WSC charges can be viewed online from your Campus Connection account. To view your charges:

1. Sign in to CAMPUS CONNECTION
2. Go to STUDENT CENTER
3. Click Financial Account tile
4. Click “Account Summary”
5. VERIFY your charges for accuracy

Non-native state residents may be eligible to obtain North Dakota residency through an application process, with documentation of proof of residency. Applications are available online and reviewed by the Student Accounts Office.

Students may not be allowed to enroll in new term until their current term charges are paid in full.

PAYMENT OPTIONS

1. Electronic check or credit card via Campus Connection: Campus Connection > Financial Account> Pay online Now
2. In-person in the Student Accounts Office in Stevens Hall 204B between 8:30AM and 3:30PM
3. Mail to (non-foreign accounts): Student Accounts, 1410 University Ave., Williston, ND 58801
4. Credit Card payments via phone: 701.774.4299 between 8:30AM and 3:30PM

Non-resident Tuition Regulations

If a student is not a North Dakota resident, but he or she wishes to declare residency for tuition purposes, that student must contact the Student Finance Office. Students will be asked to complete an Application for Resident Student Status found at www.willistonstate.edu/NDresidentappeal. Information provided on the application will provide the basis for residency determination for tuition purposes.

The following guidelines are condensed from the SBHE policy on resident tuition, as defined in NDCC Section 15-10-19.1. Under this policy, a resident student for tuition purposes is defined as:

1. A person whose custodial parent, guardian, or parents, have been a legal resident of North Dakota for 12 months immediately prior to the beginning of the academic term;
2. A person 18 years of age or older who has been a legal resident of North Dakota for 12 months immediately prior to the beginning of the academic term;
3. A person who graduated from a North Dakota high school;
4. A full-time active duty member of the armed forces or a member of a North Dakota national guard unit;
5. A spouse or a dependent of a full-time active duty member of the armed forces or a member of a North Dakota national guard unit;
6. A spouse or dependent of an employee of any institution of higher education in the state;
7. The spouse of any person who is a resident for tuition purposes;
8. Any other person who was a legal resident of this state for at least three consecutive years within six years prior to the beginning of the academic term; or
9. A child, spouse, widow, or widower of a veteran as defined in NDCC section 37-01-40 who was killed in action or died from wounds or other service-connected causes, was totally disabled as a result of service-connected cause, died from service-connected disabilities, was a prisoner of war, or was declared missing in action.

Payment, Refund, & Withdrawal Regulations

Payment Plan
WSC offers Payment Plan options for tuition, fees, room, and board charges after financial aid has been applied. This program offers students the opportunity to spread their payments over three or four monthly installments, depending on which payment plan option is chosen. For Payment Plan option #1, online enrollment is open through the third week of enrollment. Payment Plan option #2, online enrollment is open through the 7th week of enrollment. Payment plans are not available during the summer session. Please visit the Student Accounts office for more details.

REFUND OF TUITION AND FEES WHEN DROPPING A CLASS AND CLASS CHANGES
Any student who drops a class during the first 8.9% of the class days of a term will receive a 100% refund of tuition and fees for the credit hours of the class or classes dropped. After the first 8.9% of the class days have passed, no refunds are available for course drops. However, classes of the Same or fewer credits may be substituted when added prior to the 8.9% deadline for the dropped class at no additional tuition and fee charge.

REFUNDS FOR WITHDRAWING STUDENTS
Any student who withdraws (i.e., drops all classes for the current term) shall receive a refund of tuition and fees according to the refund schedule in effect for the term. The amount of the refund is based on the date of the withdrawal. Refunds for withdrawals are processed at the following percentages based on the number of class days completed compared to the total number of class days in the term.

Please note that students will only be refunded for the classes that they were enrolled in at the time of withdrawal. No refund consideration shall be given for previously dropped classes. Also, if a class is added after the 100% refund dates, and subsequently dropped, no refund is available for that course regardless of date dropped.

FINANCIAL LIABILITIES
Students with unsettled financial liabilities to WSC will have a HOLD placed on their academic record. This hold will prevent the student from receiving grade reports, and/or diplomas at the completion of the academic term. Transcript requests will also be denied until all financial obligations are met.

Form 1098-T

IRS Form 1098-T is an information return which reports qualified education expenses paid during the calendar year. Grants or scholarships processed by WSC are also required to be reported on this form. The information on the form is intended to assist students with their tax return preparation. Students should consult their tax advisor to determine their specific tax responsibilities concerning Form 1098-t.

The IRS has approved the electronic delivery of Form 1098-T. Consent is automatically established at time of enrollment and applies to current and future years. To revoke Consent for electronic receipt, students will need to visit with the Financial Service Office. Students will need to access the 1098-T form in via their student account in Campus Connection, please follow the navigations below:

1. Go to WSC’s website:
2. Click on Campus Connection
3. Enter you Campus Connection login credentials
4. Select the Financial Account Tile
5. Click View 1098-T
6. Select the form you wish to view by tax year

Financial Aid

Through federal financial aid programs and local resources, WSC provides financial assistance to students in the form of grants, scholarships, loans work study opportunities, fee waivers, or any combination of the above.

FEDERAL FINANCIAL AID
The student application to request federal financial aid is the Free Application for Federal Student Aid (FAFSA) available at www.studentaid.gov/h/apply-for-aid/fafsa.

To be considered eligible for federal financial aid programs, students must be enrolled in an eligible program, be a U.S. citizen or eligible non-citizen, demonstrate satisfactory academic progress, be free from default on any U.S. Department of Education loan and be registered with the Selective Service (males only).

Federal Pell Grants are available to all students who qualify based on financial need, regardless of enrollment status.

Federal Supplemental Educational Opportunity Grants (SEOG) are provided to a limited number of students with financial need. Students must be eligible for the Federal Pell Grant.

Federal Work Study provides flexible part-time employment to students with financial need. Positions and responsibilities vary and may be oncampus, off-campus, major related, or community service based.

Federal Direct Subsidized Loans are student loans in which the federal government pays the interest on the loan while the student is in school. Repayment and interest begin six months after the student graduates, leaves school, or drops below half-time enrollment.

Federal Direct Unsubsidized Loans have the same benefits and interest rates as the federal Direct Subsidized Loan, however, the student is responsible for the interest while in school.

Federal Direct PLUS Loans repayment of principal and interest begin 60 days after the loan is applied to your account. Parents may borrow up to the cost of education, less other financial aid the student receives.

SCHOLARSHIPS
WSC scholarship applications are completed annually online. Applications can be completed by visiting: http://www.willistonstate.awardspring.com/. Scholarship applications for fall 2024 semester have priority deadline of March 15, 2024 and a final deadline of August 31, 2024.

Students must maintain a 2.0 GPA and be enrolled full-time to be eligible for any WSC scholarships.

GAINFUL EMPLOYMENT
Gainful Employment regulations provide students and consumers with the information they need to make good education related choices. To review this information, please visit: www.willistonstate.edu/gainfulemployment

Satisfactory Academic Progress

SASTISFACTORY ACADEMIC PROGESS (SAP) POLICY
A student has the right to appeal the disqualification of their financial aid eligibility by completing a Satisfactory Academic Appeal Form. Please indicate the reason for your appeal and follow the instructions. Incomplete appeals that lack the appropriate documentation will be denied.

SAP STANDARDS ARE EVALUATED IN THE FOLLOWING THREE CATEGORIES:

Minimum Grade Point Average (GPA)

• Students are required to maintain a minimum cumulative GPA of 2.0 at the conclusion of each semester based on all WSC and transfer undergraduate credits.
• Students receiving a GPA of 0.0 (an F or U in all courses attempted) will automatically be placed in Financial Aid Disqualification. Remedial courses are not counted in a student’s GPA calculation.

Completion of Attempted Credits

• Students must successfully complete a minimum of 66.667% of the cumulative attempted credits.
• Attempted credits include any credits students are enrolled in as of each semester’s census date (the last day to drop a full semester course and receive a 100% refund; approximately the tenth calendar day of fall or spring term or fifth calendar day of summer term) and any credits added after the census date. Credits dropped or withdrawn from after the census date and failed credits are considered attempted but not completed.
• Successfully completed credits include those courses in which a student receives a passing grade (A, B, C, D, P, or S). Credit hours that are not considered successfully completed include all courses with a grade of F (Failed), I (Incomplete), W (Withdrawn or dropped), or U (unsuccessful).
• The percentage is calculated by dividing the total number of successfully completed credits by the total numbers of credits attempted.

Maximum Time Frame

• Students must successfully complete their degree within 150% of the published number of credits needed to complete their program of study. The maximum number of credits includes all prior credits attempted while attending Williston State College as well as any credits attempted at other colleges or universities whether or not federal financial aid was received while completing those credits.
• Students who are approaching the maximum attempted credit hour limit will receive a Financial Aid Information Service Indicator on Campus Connection to warn them that they are close to reaching this limit.

Review and Notification Process
At the end of each semester, SAP will be evaluated for all students. Students will be notified of their SAP Information, Warning, or Disqualification status via email or postal mail and a service indicator will be posted on their Campus Connection