Registrar
UW-Whitewater Registrar Policies

Policies

General

The notifying of instructors and arranging of make-up work in cases involving absence of students from class are the responsibility of the student. A student who is absent should notify instructors by phone or in person of the absence as soon as possible. If contact with instructors cannot be made directly, the student should see that a note is placed in each instructor’s mailbox, explaining the nature of the situation and inquiring about the effect of the absence on the student’s course work. If that is impossible, the student should call the academic departments involved.

In serious situations where the student is incapacitated and temporarily unable to perform the aforementioned responsibilities, family members may contact the Dean of Students Office (262-472-1533) for assistance with these matters. The Dean of Students Office would then provide notification (not verification) of the absence to the instructors involved. However, arrangements for make-up work, make-up exams or possible assignment adjustments are entirely the responsibility of the student. The Student Health Service and the Dean of Students Office do not provide excuses for absences from class due to illness.

If students have questions or need consultation regarding specific situations, they are encouraged to contact their instructors or the academic department involved.



Commencement is held at the end of the fall and spring semesters. All your coursework (including co-ops, internships, study abroad, and student teaching) must be completed and showing on your record within 30 days from the end of the term in order for your degree to be awarded.

Although your attendance is optional, we strongly encourage you and your family to attend this important ceremony and celebrate the achievements of our new graduates.

August graduates please note (undergraduates only): If you are an undergraduate completing your coursework in the summer session, you will have an August graduation date. Effective Spring 2017, you will have the option to participate in either the May or December commencement ceremony. Please note, August graduates who wish to walk with University Honors must participate in the December ceremony.


Students who wish to audit courses must obtain the audit registration form from the Registrar's Office, acquire the instructor's written approval (and, in some cases, the department's), and return the completed form to the Registrar's Office by the published deadline to add classes. Students are required to complete the "Terms & Conditions for Enrollment/Credit Agreement." Instructions regarding to complete this agreement are at: http://www.uww.edu/adminaffairs/sfs/forms/termsconditions.pdf. Students registering for audit courses may do so on a space available basis and cannot change the courses to graded basis during the term of enrollment. Off-campus courses, College of Business and Economics courses, and Distance Education courses cannot be audited. Auditing of Art department courses may be limited.

Audit-Only Enrollees

  • Wisconsin residents will pay 30% of the normal per unit resident academic fee and non-residents will pay 50% of the normal non-resident fee per the fee chart. No audit fees will be assessed disabled Wisconsin residents who are receiving federal old age survivors and disability insurance benefits (OASDI) under 42 USC 401 to 433, or Wisconsin residents age 60 or over. 
  • Students must contact the Registrar's Office prior to the start of term regarding their intent to register. Students will be registered (with instructor permission) beginning the week immediately prior to the start of the term.
  • Any special course fees other than the normal tuition charges will be assessed and paid by the student.
  • An audit grade symbol (X) will be recorded on the academic record provided the instructor reports satisfactory attendance.
  • Access to University services will be limited to the library and to non-segregated fee funded activities of the University Center. A special identification card for audit-only students will permit this limited access.
  • Regent, University, and Student Government regulations applying to other students will apply equally to audit-only enrollees.
  • Students having a disability for which they would like to request a reasonable accommodation to assure access to campus programs, activities and services should contact the Office of Students with Disabilities for more information.

Audit and Credit Combination Enrollees

Students who are taking a combination of courses for regular credit and for audit will pay the regular fees for all units based upon the fee chart. The following stipulations will also apply:

  • Students wishing to audit courses must obtain the audit registration form from the Registrar's Office, acquire the instructor's written approval, and return the completed form to the Registrar's Office.
  • No credit will be granted for the course, but an audit grade symbol (X) will appear on the academic record provided the instructor reports satisfactory attendance.
  • The audit course may be repeated for credit in another term.
  • Audits do not count as units for veterans' benefit certification, financial aid consideration or verification of full-time status.

Auditing Workshop


The grade point average is based on the computation of conventional letter grade units attempted and conventional letter grade honor points earned. It is computed by dividing the honor point total by the total number of units attempted. For example, if students attempted 16 units of work and received a B in each course, they would receive 48 honor points which would give them a grade point average of 3.00.

The general quality of a student's work is expressed in terms of the grade point average (GPA). This is the total number of grade points earned divided by the total number of GPA credits. The highest possible average is 4.000 or an A in every subject. Grade point averages are not rounded.

UW-Whitewater's grade point average recorded on your official transcript is based solely upon credits earned or attempted at UW-Whitewater on a regular graded basis. Even though you may receive credits for coursework taken elsewhere, such transfer credits are not counted as part of the GPA at UW-Whitewater. Credits granted by examination or UW-Whitewater credits taken on an audit, satisfactory/no credit, or pass/fail grading basis also are excluded from the official UW-Whitewater's grade point average.

Credits transferred internally between curricular tracks within the University of Wisconsin - Whitewater will carry grade point value and count as UW-Whitewater's credit for repeat purposes.

If you are returning to UW-Whitewater and have not previously earned your undergraduate degree, your cumulative GPA will continue from your last point of enrollment. If you have previously earned your undergraduate degree, you should apply as a "Second Degree" student. Your credits and GPA will start over with the courses you take upon your return, and your original record cannot be altered.


Graduate students who enroll in undergraduate level courses, and undergraduate students who enroll in graduate level courses, will be registered for such courses with a grade basis of Course Non Career. Grades earned will be part of the student's official academic record but the student will not earn course credit toward his/her undergraduate or graduate level program. These grades will not be computed into the student's term or cumulative grade point average. 


FERPA is the federal Family Educational Rights and Privacy Act that sets forth requirements regarding the privacy of student records. FERPA governs the release of student education records maintained by the University and access to these records.

Students are afforded certain rights concerning their education records, including:

    • the right to inspect and review the education records
    • the right to seek to have the records amended
    • the right to have some control over the disclosure of the information from the records

FERPA Information


For the purposes of fee calculation and enrollment verification, UW-Whitewater considers a graduate student to be registered on a full-time basis when the student is enrolled in at least nine (9) UW-Whitewater units during a fall or spring term and at least five (5) UW-W units during the summer term. An undergraduate student is considered full-time when he/she is enrolled in at least twelve (12) UW-W units during a fall or spring term and at least six (6) UW-W units during the summer term.

Please check with Financial Aid for federal regulations for enrollment.


Students are held responsible for keeping an accurate record of their progress toward graduation. The Advisement Report (AAR) is available to students online through their WINS account.

Students are responsible for meeting the degree requirements in effect at the University of Wisconsin-Whitewater at the time of declaration of their current major unless they interrupt their attendance at Whitewater by an absence of four or more consecutive academic sessions (including summer), in which case upon re-entry they will be subject to the requirements in effect at that time.

Students may elect to satisfy any newer set of requirements by contacting the advising location of their major. Permission of their dean is required if, due to extenuating circumstances, students wish to satisfy a set of requirements earlier than the academic year indicated on the AAR.

Students who have not completed their degree requirements within eight years may be held to satisfy newer requirements deemed appropriate by the dean of the college in which they are enrolled.






Each term, all faculty and course instructors will verify attendance (or non-attendance) for all students enrolled in each of their courses and report it through the Student Information System (WINS).  When a student earns an F grade or otherwise stops attending, the faculty member or instructor will indicate the last date of the student's attendance in WINS on the final grade roster.

Attendance, in this case, is defined as academically related activities including but not limited to physically attending a class where there is an opportunity for direct interaction between the instructor and students; submitting an academic assignment; taking an exam; completing an interactive tutorial, or participating in computer-assisted instruction; attending a study group that is assigned by the school; participating in an online discussion about academic matters; and initiating contact with a faculty member to ask a question about the academic subject studied in the course.

Frequently Asked Questions

Do I need to verify the student is attending each day? No. You only need to verify that each student was in attendance at least once during the first three weeks of the term. Attending at least once establishes that the student began attendance in the course.

How do faculty report attendance? An attendance roster will be available in WINS for each course. By default, students will be pre-assigned as “attending” on the roster. Instructors will need to update the roster by indicating which students (if any) were not in attendance at any time during the first three weeks of the Fall and Spring terms. After completion of the first three weeks of the term, instructors will be given another five business days to submit their course rosters.

How do I verify attendance in any class? A student is considered to be attending if they do any one or more of the following: are in attendance face-to-face when you take roll, complete a quiz or any assignment face-to-face or online, complete an online learning activity, post a message to an online discussion board, view a video or lecture online, send an e-mail communication about the course to the instructor. Note: A simple log-in to the course management system or online course is not adequate to determine attendance.

Does this policy apply to all types of courses? Yes, it applies to any credit-bearing course where any student might potentially receive financial aid. The policy includes independent studies, thesis, internships, labs, field experience, online courses, etc. The instructor must verify student attendance based on course participation. This may include: submission of an assignment for the course, contact with the student about the placement/field experience/student teaching, verification from the site supervisor that the student is working at that location, face-to-face verification of the student at the placement/field experience/student teaching, other examples previously cited

What about shorter terms? Attendance must be verified for shorter terms as well. For each type of shorter term or session (e.g., Winterim, Summer, 1st or 2nd 8-weeks of Fall or Spring, etc.) the period for instructors to verify attendance will be up to the last day to add a course for that term.

What are the consequences for not submitting attendance verification? Students whose attendance is not verified during the first three weeks of a regular semester may lose Title IV federal financial aid funds if they are attending the course but not verified by the instructor. Students not in attendance will be contacted by the Registrar, Financial Aid or other offices to ensure they are enrolled and attending or not.


A student with extenuating circumstances that merit an appeal for a late add or late drop may petition for such at the department of the course. The approval of the course instructor, the chair of the course, and the dean of the college of the course is required for a late add, and the approval of the course instructor, the chair of the course, and the dean of the college of the student’s major is required for a late drop. (Important note: for a late drop, if the student is a veteran, international student, or a student athlete, related signatures as noted on the form are required).


The chairperson of the major or minor department may waive a required course within the major/minor if mastery of the course content can be demonstrated; however, other coursework must be completed to meet the minimum unit requirement for the major/minor.

A required course from a department other than the major or minor can be waived or substituted by (1) the dean of the college of the degree, if the course is in the college or degree requirements; (2) the Assistant Dean for Letters and Sciences, if the requirement is in General Education or U.S. Racial/Ethnic Diversity; or (3) the department chair of the course, if the requirement is in the Communication and Calculation Skills area. In selected cases, departments may waive a course in their own department based upon high school background or departmental exam.

Students may not take for credit any course for which they have received a waiver, nor may they take for credit any course in the same department that is a prerequisite for a course that has been waived (e.g., if a student has been waived from MATH 143, he may not take MATH 141 for credit).

Waiver of any course does not reduce the total number of units required for graduation.


All instructional staff of on- and off-campus classes are expected to meet during their scheduled final exam period. All comprehensive final exams shall be administered at the prescribed time during the final exam period. For those classes where there is no final exam, the time prescribed during the final exam period shall be used as a regular class meeting. Exception to meeting classes during the exam period requires specific written approval in advance from the college dean.

The general schedule will be available via PDF around the beginning of the given term. Due to the amount of department requested changes, the specific final exam schedule in WINS will not be available to view until after the tenth day of classes for the term.

No student shall be required to take more than two comprehensive final exams on the same day. Any student with more than two comprehensive final exams scheduled on the same day who want to reschedule the excessive exam(s) must make arrangements with the instructors involved. If the student and instructors are unable to reach mutual agreement about alternate arrangements, the student must notify the Chair of Department by the seventh (7) week of the term. The Chair of the Department shall arrange times as necessary with instructors involved and shall notify the student of the arrangements by the eleventh (11) week of the term. This policy covers only comprehensive final exams given during the final exam period. Common exams cannot be reschedule.


Undergraduate

Effective Fall 2007, students at UW Whitewater may pursue two undergraduate degrees concurrently - provided that the degree programs reside in two different colleges (e.g., BA - Letters and Sciences and a BBA - Business and Economics). Students must complete all requirements for both programs, including degree, major and unique requirements; the major from either degree may be used in place of any minor required in the other degree (e.g., the business major from the BBA degree may replace the minor requirement in the BA - Letters and Sciences degree). If all the requirements are completed concurrently, both degrees will be conferred for the same term. (Note: students pursing dual degrees are not exempt from the UW System surcharge for credits in excess of 165.) Students who wish to pursue programs leading to two degrees to be conferred in the same term should declare their intent with the Graduation Examiner in the Registrar's Office no later than the term in which they will have earned 90 credits.

  • The writing requirement fulfilled for one college is also fulfilled for the other - two not required.
  • Degree requirements may share, meaning one course can fulfill degree requirements from two colleges.

If you are going to be completing a dual degree, please fill out and submit the form for the college of your secondary major.


Incomplete Grade -- Use of the Grade "I"

If a student has been doing satisfactory work until near the end of a term, and then because of illness or other unavoidable circumstances has been prevented from completing the work, the instructor may give the student an "Incomplete" and extend the privilege of completing the work by a later date. Instructors are responsible for entering the grade of "I" on the grade roster. In no case should the "Incomplete" be given to students who, through their own fault, failed to complete the requirements of a course on time or who failed to report for the final examination as scheduled.

By action of the Faculty Senate, when a faculty member issues an incomplete, a contract must be made with the student specifying the work needed to complete the course and the date by which the work is to be submitted. Your contract needs to be submitted to the Registrar's Office, contracts are available from your department ADA's and the Registrar's Office.

For undergraduate students the grade change forms must be submitted to the Registrar's Office no later than one full week before the start of exams for the next term (excluding summer and winterim). However, the faculty member may assign a shorter period of time. NOTE: THE DEADLINE IS AUTOMATICALLY A MAXIMUM OF 30 CALENDAR DAYS FOR ALL STUDENTS PLANNING TO GRADUATE IN THE TERM FOR WHICH THE "I" GRADE HAS BEEN ISSUED. The "I" grade will carry 0 honor points and will not be computed in the G.P.A.

If a grade change is not received by the deadline, the "I" grade will automatically be changed to an "F" grade, unless a default grade was entered on the Incomplete Contract, with both the semester and the cumulative grade point averages adjusted accordingly. (See Section IV-E for grade changes after the deadline). A blank default grade will also lapse to an "F" grade.An "F" grade may not be changed back to an "I" grade.

Faculty may extend the make-up deadline by submitting a new contract form with a specified date in writing to the Registrar's Office at least one week prior to the termination of the make-up period, either defined by the date specified on the contract or before the deadline outlined above.

A grade of NN is recorded by the Registrar's Office when an instructor does not report a grade for a student officially registered for the course. The student must take the initiative to remove or change any IP, I, or NN grades. The grading symbol for audit is X. This grade is not calculated in the grade point average and no credit is earned in courses registered under this option. 



Fall/Spring:

An undergraduate student's academic standing determines the maximum number of units in which he/she may enroll in a fall or spring term. Students admitted on academic probation or students with less than a 2.00 cumulative grade point average may enroll for a maximum of 15 units. New freshman with both a high school percentile rank and an ACT or SAT score below the 50 percentile are limited to 15 units. Students with a 2.00 cumulative grade point average or above may register for a maximum of 18 units. Exceptions to the number of units in any of the above circumstances require permission of the dean of the student's major.

Summer:

The unit restriction standard is the maximum of one unit per week for each of the three and six week sessions, with the exception that a student may enroll simultaneously in one three and in one six week course. During the summer term, students are limited to a total of 12 units. Requests for overloads made by undergraduates require approval of the dean of the student's major.


The University of Wisconsin System Board of Regents Excess Credits Policy requires that resident undergraduate students who earn more than 165 credits toward their first undergraduate degree pay a surcharge for all credits beyond 165. The surcharge will approximately double the tuition that resident undergraduates pay and will be applied to students in the term following the one in which they reached the earned unit limit.

The Excess Credits Policy covers all earned credits from UW-Whitewater as well as earned credits from other UW System schools or Wisconsin Technical College System (WTCS) schools that are accepted toward the first baccalaureate degree. Units transferred from other colleges outside the UW System or the WTCS do not count toward the 165 credit limit. In addition, advanced placement, retroactive credits, credits by examination, and remedial credits do not count toward this limit. If a student has already been awarded a bachelor’s degree from an accredited institution, they are exempt from the tuition surcharge. A student may appeal for an exception to this policy only after the student has earned a minimum of 145 credits, not including credits in progress.  The student should submit the appeal packet, including the Excess Credit Appeal Form and a personal statement, to the Registrar's Office no later than 30 days before the start of the term in which the Excess Credits surcharge will be billed.  

See the Excess Credit Appeal Form (165 Credit Appeal) for additional information. Students who have questions about the policy should contact their college advisor.


Grading System Policy

NOTE FOR GRADE ROSTER PURPOSES ONLY: “FX” and "NCX" grades are to be given to students who fail the course due to NO attendance.  “FS” and "NCS" grades are to be given to students who fail due to STOPPING attendance anytime during the semester, including exam week.  A Last Date of Attendance MUST be entered for all "FS" and "NCS" grades.  These grades will show as an “F” on the student grade reports and transcripts.


Special permission is not needed to enroll for a course on a satisfactory/no credit basis. The S/NC option may be selected by using WINS. See Course Add and Drop, Grade Basis Change, and Refund Deadlines in the Schedule of Classes for each semester for last day to add or change to S/NC. The S/NC stipulations are as follows:

  • The S/NC option will be limited to a maximum of fifteen (15) units in an undergraduate degree program. Developmental courses (e.g., MATH 40 or ENGLISH 90) that do not count toward the minimum credits necessary for graduation and credit courses offered only on an S/NC basis are not included in the fifteen unit limitation.
  • Courses that are used to fulfill a student's major/minor requirements, lower/upper BBA degree requirements, any College of Business and Economics course attempted by a BBA student, and General Education core courses may not be taken on an S/NC basis unless the course is offered only on an S/NC basis by the department. Proficiency, General Education options, unique major/minor, and elective courses may be taken on an S/NC basis.
  • The S/NC option is available to any student without regard to grade point average or class standing. The decision to take a course for S/NC must be recorded on WINS by the deadline published in the Schedule of Classes. After the deadline to change the grading basis, the S/NC basis will not be changed to a conventional grade basis or vice versa.
  • Satisfactory (S) is the equivalent of a grade of C or better (C- is not acceptable). The S will be recorded on the academic record but it will not be computed in the grade point average. Course work that does not merit a C or better will be graded NC. The NC grade will appear on the academic record but the course credits will not be counted in earned credits or the grade in the grade point average.
  • The S/NC option cannot be used to repeat a course taken for a conventional (e.g., ABCDF) grade. Veterans should refer to the VA Educational Assistance section of either the Schedule of Classes or the University Catalog, or check with the Veterans Certifying Official in the Registrar's Office.

*Awarded in Fall and Spring terms only*

Undergraduate students having earned a 3.400 or above term grade point average with no grade below C (e.g., C-, D+, D, D-, F, I, NN, or NC), will be granted Term Honors for that term. To be considered for Term Honors, students must have successfully completed a minimum of 12 unit hours of work for the term, at least 9 of which must have been taken on a regular/conventional letter grade basis.


Graduating undergraduate seniors who have demonstrated scholastic achievement as defined below by the cumulative University of Wisconsin-Whitewater GPA only (excluding transfer grades) may receive one of the following three categories of graduation honors:

Summa Cum Laude 3.850 or above
Magna Cum Laude 3.600 to 3.849
Cum Laude 3.400 to 3.599

For honors to be acknowledged in the commencement program, students must attain the minimum required UW-Whitewater cumulative grade point average before entering their final term and have earned 48 units (counting the final term of enrollment) at UW-Whitewater. Honors maintained and/or earned through the final grading period will be noted on the academic record and on the diploma. It is the student's responsibility to ensure that the 48-unit minimum and the GPA requirements are satisfied.

Students may earn graduation honors in a second degree if one of the following two requirements is satisfied:

  • Completing a minimum of 48 units at UW-Whitewater with a UW-Whitewater cumulative grade point average that meets the requirements as defined for graduation honors above; or
  • Earning a second degree by completing less than 48 units at UW-Whitewater, but having earned the first degree at UW-Whitewater. Students may qualify for graduation honors if both the grade point average of the second degree itself and the grade point average of the first and second UW-Whitewater degrees combined meet the graduation honors requirement.


Students may fulfill the requirements for an additional major or minor after receiving their degree from the University of Wisconsin-Whitewater if the following conditions are satisfied:

  1. The major/minor course and GPA requirements in effect at the time of declaration of intent must be completed.
  2. Course credits used to satisfy the requirements of previous major(s) or minor(s) may not be used, with the exception that credits used in a minor may be used when expanding the minor into a major.
  3. The major/minor transfer course limitation may not be exceeded.
  4. The course selection must be approved by the department chairperson. A major or minor will not be awarded to a student who has not earned a degree at UW-Whitewater.
  5. After successful completion of major or minor, the major or minor department will notify the Registrar’s Office and a transcript note will be added to the student’s academic record.


Students who have received their first degree at the University of Wisconsin-Whitewater may earn a second degree provided that it is not the same as the first degree (e.g., a student whose first degree is a Letters & Sciences BA could not receive a second Letters & Sciences BA degree but would be eligible for a Letters & Sciences BS or Arts & Communication BA). The first degree will be considered to have satisfied all Communication and Calculation Skills, University (General Education), U.S, Racial/Ethnic Diversity, and minor (if any) requirements. Students must complete all other degree and major requirements; credits used to satisfy major requirements in the first degree may not be used to satisfy major requirements in the second degree (credits used in a minor or minors may be applied to the new major). Students must complete a minimum of 30 credits at UW-Whitewater after the date of conferral of the first degree, and a minimum of 25% of the major course credits must be completed at UW-Whitewater.

Students who have received their first degree at another institution may earn a second degree at UW-Whitewater following these same regulations, except that the second degree may be the same as their first degree (e.g., a student who has received a Letters & Sciences BS degree at another institution may earn a second Letters & Sciences BS degree at UW-Whitewater).


Graduate

Graduate students are allowed to repeat at most two courses in their degree programs. Courses may be repeated only once. When a course is repeated, the original course and grade remain on the transcript; however, the last grade and credits earned replace the original and are the only ones used in computing the overall grade point average and the grade point average in the major or emphasis. Students who have been dropped from a degree program may not use the course repeat process to gain readmission into that degree program.

A course taken for undergraduate credit may not later be changed to graduate credit. Courses taken for undergraduate credit may not be retaken for graduate credit, although exceptions may be granted by the degree program coordinator when the field of knowledge has changed to the degree that the course content has changed substantially from the first time the student took the course to the present. Graduate courses may not be retaken unless indicated otherwise in the Graduate Catalog.


In-Progress Grade -- Use of the Grade "IP"

In courses designed to extend beyond the term of registration, e.g., thesis research, instructors may assign a grade of IP to indicate "in progress" toward completion. In courses not designed to extend beyond the term of registration, instructors may assign a grade of I to indicate a student's course work was incomplete due to documented extenuating circumstances. Neither IP nor I grades are calculated into the term or cumulative grade point averages. An I grade is accompanied by a signed contract in which the instructor specifies the work to be completed by the student. An IP or I grade is replaced by a regular grade when the course work is completed. The grade point average for the term in which the course was registered, as well as for subsequent terms, and cumulative grade point averages will then be retroactively computed using the regular grade replacement. A regular grade cannot be changed to an IP or I on a temporary basis. With the exception of 799 Thesis Research, course work must be completed within one calendar year from the time the IP or I grade was assigned. Students may petition instructors for extensions of this deadline. Instructors granting extensions will then inform the Registrar's Office. The Registrar's Office automatically changes an IP or I grade to an F when the work has not been completed by the deadline.

A grade of NN is recorded by the Registrar's Office when an instructor does not report a grade for a student officially registered for the course. The student must take the initiative to remove or change any IP, I, or NN grades. The grading symbol for audit is X. This grade is not calculated in the grade point average and no credit is earned in courses registered under this option. 


Fall/Spring:

A graduate student in good standing may register for up to 15 units, while a student on probation may not take more than 12 units. Graduate Assistants must register for at least nine, and no more than 12, graduate units. Up to three units of individual studies may be taken in a term. Requests for exceptions to these limits must be made in writing to the Graduate School.

Summer:

The unit restriction standard is the maximum of one unit per week for each of the three and six week sessions, with the exception that a student may enroll simultaneously in one three and in one six week course. During the summer term, students are limited to a total of 12 units.

Overload requests by graduate students must be approved by the dean of the School of Graduate Studies and Continuing Education. Note: Graduate students may not carry more than 3 units of individual studies in a single term. Not more than 4 units in individual studies, not more than 6 units of special studies, and not more than a combined total of 9 units of individual studies, workshops, and special studies may be applied toward the completion of a degree. Departments retain the prerogative of allowing fewer than 9 of these types of units to apply toward their respective graduate degrees.


Incomplete Grade -- Use of the Grade "I"

If a student has been doing satisfactory work until near the end of a term, and then because of illness or other unavoidable circumstances has been prevented from completing the work, the instructor may give the student an "Incomplete" and extend the privilege of completing the work by a later date. Instructors are responsible for entering the grade of "I" on the grade roster. In no case should the "Incomplete" be given to students who, through their own fault, failed to complete the requirements of a course on time or who failed to report for the final examination as scheduled.

By action of the Faculty Senate, when a faculty member issues an incomplete, a contract must be made with the student specifying the work needed to complete the course and the date by which the work is to be submitted. Your contract needs to be submitted to the Registrar's Office, contracts are available from your department ADA's and the Registrar's Office.

Graduate students grade change forms must be submitted to the Registrar's Office no later than one full week before the start of exams within a maximum of one year. However, the faculty member may assign a shorter period of time. NOTE: THE DEADLINE IS AUTOMATICALLY A MAXIMUM OF 30 CALENDAR DAYS FOR ALL STUDENTS PLANNING TO GRADUATE IN THE TERM FOR WHICH THE "I" GRADE HAS BEEN ISSUED. The "I" grade will carry 0 honor points and will not be computed in the G.P.A.

If a grade change is not received by the deadline, the "I" grade will automatically be changed to an "F" grade, unless a default grade was entered on the Incomplete Contract, with both the semester and the cumulative grade point averages adjusted accordingly. (See Section IV-E for grade changes after the deadline). A blank default grade will also lapse to an "F" grade. An "F" grade may not be changed back to an "I" grade.

Faculty may extend the make-up deadline by submitting a new contract form with a specified date in writing to the Registrar's Office at least one week prior to the termination of the make-up period, either defined by the date specified on the contract or before the deadline outlined above.

A grade of NN is recorded by the Registrar's Office when an instructor does not report a grade for a student officially registered for the course. The student must take the initiative to remove or change any IP, I, or NN grades. The grading symbol for audit is X. This grade is not calculated in the grade point average and no credit is earned in courses registered under this option.


Grading System Policy

NOTE FOR GRADE ROSTER PURPOSES ONLY: “FX” and "NCX" grades are to be given to students who fail the course due to NO attendance.  “FS” and "NCS" grades are to be given to students who fail due to STOPPING attendance anytime during the semester, including exam week.  A Last Date of Attendance MUST be entered for all "FS" and "NCS" grades.  These grades will show as an “F” on the student grade reports and transcripts.


Academic Probation

Students in degree programs who fail to maintain at least a 3.00 overall grade point average for all graduate work completed at UW-Whitewater are placed on academic probation. A student on academic probation must attain at least a 3.00 overall grade point average within the next 12 graduate units attempted at UW-Whitewater (including courses that are repeated) in order to be returned to good standing status. Failure to accomplish this will result in the student being dropped from the degree program with ineligibility to take further graduate work in that degree program.


The University of Wisconsin-Whitewater has a limited number of graduate assistantships for selected full-time graduate students. To be eligible for consideration, individuals must be enrolled in a graduate degree program at UW-Whitewater in good standing status. Graduate assistants must register for at least nine graduate credits, but no more than 12 credits, each semester.


Students have seven years in which to complete their degree program. The seven years are measured from the beginning of the term for which they are admitted at UW-W. In the case of students transferring courses into their UW-W degree program, the seven years begins in the term of the first course to be included in the degree. These include courses completed as a non-candidate for degree student or in a prior graduate program.

International students are afforded the same amount of time, however, they need to comply with visa requirements while they are residing in the United States. Specifically, for those on F-1 and J-1 student visas, this means maintaining a full course load (generally nine credits) per academic semester.

Based upon good cause, students may request an extension of this time limit. Such requests should be made in writing, should include the reasons for which the request is being made, and should be directed to the student's degree program coordinator. Requests for extensions not exceeding two additional years will be considered and acted upon by the faculty of the degree program or the degree program coordinator. Requests for extensions beyond two additional years will be considered, with the recommendation of the program coordinator, by the School of Graduate Studies. Requests for extensions beyond those additional two years will be considered only in cases of extreme and unavoidable hardship; such requests must also be acted upon by the Committee on Exceptions to Graduate Policy, and must carry the endorsement of the degree program coordinator. All student requests for extensions are reported by degree program coordinators to the Graduate Studies Office on the appropriate form.



  • Graduate students registered for a course on a pass/fail basis will receive either a grade of S or F.
  • A grade of S denotes the student has passed the course; a grade of F indicates failure.
  • Grades of F count in computing grade point averages; S grades do not count. Instructors decide what constitutes a grade of pass for their courses.
  • Workshops may be taken on a pass-fail basis. Other courses made available by departments on a pass-fail only basis are so indicated in advance in the Course Offerings portion of the Schedule of Classes.
  • Since the decision whether a course taken on a pass-fail basis will count in a degree program rests with the major or emphasis department or college, students should attain appropriate permission prior to taking a course pass/fail.

In cases where exception to graduate school policies or other regulations seems justified, a student should follow this procedure:

  1. Request for specific exception to graduate school policy is presented by the student in writing to the graduate program coordinator of his/her program. This request should include clearly stated reasons that may justify an exception and should be submitted to the program at least 30 days before the term for which the request would be effective.
  2. The graduate program (or academic department) will forward the student's request and the program's recommendation regarding the request to the School of Graduate Studies.
  3. The School of Graduate Studies will convene the Committee on Exceptions to Graduate Policy for consideration of the request. (The Committee is made up of one graduate faculty representative from each of the four colleges and one graduate student representative.) Students will be notified of the Committee's decision within one week.
  4. Actions by the Committee on Exceptions to Graduate Policy are binding. Decisions may be appealed to the Provost, in writing, within thirty days of the student being notified of actions/decisions. However, the Provost isn't authorized to overturn a decision made by the Committee. The Provost can only request the Committee reconsider the decision.

Requests for exceptions involving college or department policies, procedures, or other academic matters, including those that supersede graduate school policy, will be resolved by the appropriate unit within the college. Such appeals are initiated by students through their advisers. Since NCFD students are not assigned an adviser, they may appeal directly to the college or department where the problem occurred. In either case, appropriate appeal procedures will then be followed as established by the individual college or department within the college.