The Registrar’s Office is responsible for the maintenance of educational records at Western New Mexico University. Records includes, but are not limited to, student transcripts and faculty grade reports. The academic folders for undergraduate students are also maintained by the Registrar’s Office. These folders are maintained for a minimum of five years after a student last attends and then are destroyed. The academic folders for graduate students are maintained by the Graduate Office.
Use of Social Security Numbers
Western New Mexico University uses the individual student’s social security number as the student’s identification number. This number is used for record-keeping purposes only and is not to be displayed in public.
Access To and Confidentiality of Records
Under the provisions of the Family Educational Rights and Privacy Act, the following policies apply:
1. Currently enrolled students or any who have previously attended WNMU may inspect their educational records upon making an official request and obtaining an appointment to do so.
2. A student may challenge inaccuracies or misleading items. The fairness of a grade may not be challenged under this provision.
3. A student’s record is not released without written consent except to WNMU faculty and staff who demonstrate a need to know. Other exceptions include compliance with a judicial order or use in an emergency involving the health or safety of a student or other person.
4. Directory information may be released without the student’s written consent unless the student has requested that directory information be withheld. A form may be obtained at the Registrar’s Office. Directory information includes name, address, telephone listing, date and place of birth, major field of study, participation in officially recognized activities and sports, date of attendance, degrees and awards received, most recent previous educational agency or institution attended by student, and weight and height of members of athletic teams.
5. A record is kept of all persons (except WNMU faculty and staff) who are given access to a student’s records without written authorization from the student.
Transcripts
Transcripts will be issued to eligible students or to their designees, if authorized by the student, upon presentation of proper identification, a written request, and fee payment to the Registrar’s Office. A minimum of five days notice must be given for official transcripts.
Official copies of the permanent academic record may be withheld until all financial obligations to WNMU have been satisfied. These obligations include, but are not limited to, loans, fines, tuition and fees. Transcripts may also be held for non-financial reasons such as incomplete/conditional admission status or loan default.
The preferred methods of payment include money orders, credit cards (Visa/Mastercard), cashier’s check or cash. Fees are as listed below:
Official Transcript $2.00
Official Rush Transcript $5.00*
Unofficial Faxed Transcript $4.00
*Please note: Official rush transcript requests must be submitted by 10:00 am in order to be processed and available by 2:00 pm the same day. Rush requests submitted after 10:00 am will be processed and available by 2:00 pm the next business day.
Students are encouraged to review their academic records at least once a year with their advisor. Any discrepancies noted should be brought to the attention of the Registrar’s Office as quickly as possible.
Change of Name
Students may initiate a change of name for their academic records by providing appropriate documentation (at least two types of identification showing the new name) to the Registrar’s Office. Examples of such documentation are a marriage certificate, birth certificate, or court order for legal name change. One form of documentation must be a photo ID.
Change of Address
The student is expected to keep WNMU informed of his/her mailing and local address. Any change of address should be reported immediately to the Registrar’s Office.
Misrepresentation
Non-disclosure or misrepresentation in filling out applications or other WNMU records will result in disciplinary action, including possible dismissal from WNMU.
Registration
The act of registration on the part of the student is regarded as a commitment to comply with all the regulations of WNMU. In addition to the regular registration period, WNMU offers continuing students an opportunity to advance register at an earlier date to allow time for effective use of academic advising services and to permit access to classes which fill up early in the regular registration period. Advance registration for the fall semester typically begins in April, and for the spring semester in late October.
Declaration of Major (Undergraduate)
Undergraduate students are required to declare a major no later than the semester in which they complete 48 credit hours. Continued enrollment is contingent upon the declaration of a major. Students who wish to declare a major in a program that has a formal admission process such as Nursing, Occupational Therapy Assistant, Education or Social Work must be admitted to the program before declaring it as a major.
To declare a major, students complete a Declaration/Change of Major Form at the Academic Support Center. Students wishing to change their major may initiate the process from their current major department by filling out a Declaration/Change of Major Form.
Advisement (Undergraduate)
New freshmen, and transfer students, as well as students with an undeclared major are required to see an advisor before advance registering for classes. Permits to schedule classes may be obtained in the Academic Support Center for these students.
Undergraduate students who have declared a major/minor and graduate students may pick up their class scheduling forms in the Registrar’s Office before scheduling an advising appointment with their academic advisors.
Students registering for more than two courses or more than seven hours whichever is greater during any semester must have their advisor’s signature permit to schedule classes before registering at the Registrar’s Office.
Late Registration
A student should complete registration (including payment of or arrangement to pay fees) prior to the first day of classes. Although a student may register during the first two weeks of classes, classes may be closed and a full schedule may be difficult to obtain. A student is expected to make up work in the missed classes.
Late fees are assessed in accordance with WNMU regulations and must be paid by the last day of the Late Registration. Refer to the Schedule of Classes for the date when late fees begin. Students who fail to make financial commitment by census date, will be disenrolled from all classes.
Schedule of Classes
The “Schedule of Classes’’ is the official publication of the Registrar’s Office each semester. The schedule lists the semester’s course offerings, dates, times, places, and procedures for registration, along with other important information relating to the semester. Refer to the Schedule of Classes for up-to-date information each semester.
Registration Procedure
Details of the registration procedures are contained in the Schedule of Classes. Registration materials are prepared by the Registrar’s Office and distributed to students and faculty before each registration period.
Payment of Tuition and Fees
Payment of tuition and fees is required to complete registration. Instructions for payment and payment deadline dates are published in the Schedule of Classes. For specific information about tuition and fees, refer to the “Student Expenses’’ section of this catalog.
Enrollment Certification (Undergraduate)
WNMU is frequently requested to certify a student’s enrollment status as to full-time or part-time. The attached guidelines are used primarily to verify enrollment for the purpose of financial aid eligibility and loan deferments.
Course-load guidelines:
I. Academic Year
Undergraduates
a.Full-time: 12 or more credit hours per semester
b.Part-time: 1 - 11 credit hours per semester
II. Summer Session
Undergraduates
a.Full-time: 4 or more credit hours per term
b.Part-time: 1-3 credit hours per term
Changes in Enrollment
Once registered, students may change their schedules according to published procedures during appropriate periods. Procedures and deadlines are published in the Schedule of Classes. The following refer to regular semester courses:
Add. Students may add courses or change sections only through the second week of the semester (see the University Calendar).
Drop. A student may drop a course or courses without a grade through the third week of the semester (see the University Calendar). Instructors may drop a student from the class rolls when the student accumulates unexcused absences in excess of the number of credit hours offered for the course. Students who are auditing a course will be expected to attend class regularly. The instructor has the option of withdrawing a student for not attending class.
Instructors may also drop a student from the class rolls when the student has not fulfilled any prerequisite for the course.
Withdrawal. A student may withdraw from a course or all courses (see complete withdrawal from WNMU) after the third week of the semester through the eleventh week of the semester. Course withdrawals are subject to grades of W or WF to be determined by the instructor at the time of the withdrawal. The WF will be computed as a failing grade in the student’s grade-point average. Grades of W are not computed in the grade point average.
Non-attendance does not imply a withdrawal or drop from the course.
A student found insufficiently prepared to complete a regular course may be transferred to a lower level course in the same discipline prior to mid-term upon the recommendation of the course instructor and with the approval of the Vice President for Academic Affairs and the receiving instructor.
Any student attending under Veterans’ Educational Assistance must notify the Veteran’s Certifying Officer in the Registrar’s Office if making course changes which affect benefits.
Change in Grading Option
Changes in grading options (audit to grade or grade to audit) must be made during the first eight weeks. Grading option is indicated at the time of registration. The change is processed at the Registrar’s Office. It is the student’s responsibility to make certain that s/he is registered with the proper grading option. Students who wish to audit a course must have the instructor’s signature prior to registration.
Completion of Student Courses
Students are responsible for completion of all courses in which they are enrolled. Changes in enrollment must be officially recorded on WNMU records. A student not following proper course or WNMU withdrawal procedures will receive a failing grade and will be subject to tuition and fees associated with the course.
Summer Session and Short Courses
Deadlines for processing drops, adds, withdrawals, and grade options for summer and short courses vary according to the length of the course. Consult the Schedule of Classes for specific dates.
Complete Withdrawal From WNMU
Students who wish to withdraw from ALL of their courses on or after the first day of classes may do so at the Academic Support Center. A grade of ``W’’ will be awarded from the third through the eleventh week. Withdrawals initiated after the eleventh week of classes will receive grades of WF. The grade of WF will be calculated as a failing grade in the student’s grade-point average.
When students leave WNMU during a semester and do not withdraw according to the standard withdrawal procedures, they become liable for grades of F in their classes, even though they may be passing their courses at the time of leaving. Such students are responsible for tuition and fees associated with the course or courses. Students must complete the appropriate form in order to withdraw; non-attendance in class does not result in withdrawal.