Registrar FAQ

Student Records and Registration

  • How do I access my student records, including grades and transcripts?

    • Log into the student portal and click on ‘My Grades’ or ‘My Transcript’ to see an unofficial transcript.

 

  • What is the process for registering for classes each semester?

    • • First see your advisor to discuss courses you need to register for. Your advisor must remove your hold.

      • On your scheduled day of registration log into the student portal.

      • • Under ‘Profile’ change the term to the term you are registering for. 

    • • Click the down arrow by ‘Admin’, choose ‘Registration.’

      • Choose ‘Show Filter’ to sort courses by department.

      • Click in the checkbox next to ‘Credit,’ process registration.

 

  • How can I update my personal information, such as address or phone number?

    • Log into the student portal and click the down arrow by ‘Profile’, choose ‘Edit Profile’.

 

 

  • Can I request an official transcript, and what is the procedure for doing so?

    • • All official transcripts are processed through National Student Clearinghouse.

      • In the ‘Students’ section of National Student Clearinghouse, click ‘Order a Transcript’ and it will walk you through the ordering process.

 

  • What is the deadline for adding or dropping classes each semester?

    • Deadlines for adding or dropping classes are noted on the Academic Calendar for the current school year.

 

Degree Audit and Graduation

  • How can I track my progress towards completing my degree requirements?

    • • Log into your student portal and access your ‘Degree Audit’.

      • Click on the arrow by ‘Admin’ .

      • Choose ‘Degree Audit Options’, then ‘My Degree Audit’

 

  • What is a degree audit, and how do I request one?

    • • The ‘Degree Audit’ shows all your courses needed to complete your degree, including ‘General Education Requirements’ and total hours.

      • See your advisor to review your degree audit on your student portal and discuss requirements.

      • After meeting with your advisor, send an email to the Registrar’s Office with questions concerning your degree audit and to verify your remaining requirements needed.

 

  • What are the requirements for graduation, and how do I apply?

 

  • Can I participate in Commencement ceremonies if I haven’t completed all requirements?

    • Students who need to complete no more than 12 semester hours may walk at Commencement, provided they are registered for summer classes.

 

  • How long does it take to receive my diploma after graduation?

    • • If you have completed all requirements by the May/Spring graduation date, you will receive your diploma at Commencement ceremonies.

      • If you complete your degree in August/December, your diploma will be ordered after completion of your degree is confirmed and mailed to you 6-8 weeks after.

 

Transfer Credits and Articulation Agreements

 

  • What is the process for evaluating transfer credits and determining their applicability to my degree program?

    • The Registrar’s Office reviews the transcripts and sends course descriptions out to the departments to determine the equivalency of the course.

 

  • Does the institution have any articulation agreements with other colleges or universities?

    • • Yes, Kentucky Wesleyan College recognizes completion of its General Education program for those students who transfer to Wesleyan with an Associate in Arts or Associate in Science degree from the Kentucky Community and Technical College System.

      • Kentucky Wesleyan College also participates in a Transfer Program Pathway Program with KCTCS schools.

 

  • Are there limitations on the number of transfer credits I can apply towards my degree?

    • • Students transferring from an accredited four-year college may transfer up to 90 semester hours,

      • Students transferring from an accredited two-year college may transfer up to 60 semester hours.

      • The maximum number of credit hours that can be transferred from two and four-year institutions combined is 90 hours.

      • Grades earned at other colleges will not be computed in determining students’ grade point average at Kentucky Wesleyan College.

 

Enrollment Verification and Certification

  • How can I obtain an enrollment verification for insurance or other purposes?

 

  • Can the registrar’s office certify my student status for visa or loan deferment purposes?

    • The Registrar’s office submits enrollment for students to the National Student Clearinghouse, or we can provide a Letter of Enrollment.

 

  • Is there a fee for requesting enrollment verification or certification?

    • No, there is no fee for enrollment verification or certification.

 

  • What information is included in an enrollment verification letter?

    • A Letter of Enrollment will include the student’s name, terms enrolled, and hours enrolled.

 

Academic Policies and Procedures

  • What are the institution’s policies on academic integrity and misconduct?

    • Policies on academic integrity and misconduct are listed on pages 249-250 of the Academic Bulletin.

 

  • How does the grading system work, and what do different grade symbols indicate?

    • Details on the grading system and grade symbols are listed on page 247 of the Academic Bulletin.

 

  • What is the process for appealing a grade or academic decision?

    • Details on appealing a grade or academic decision are listed on pages 252-253 of the Academic Bulletin.

 

  • Are there any specific policies regarding course repeats, withdrawals, or incompletes?

    • Repeats: A student may repeat a course in which he or she desires to improve his or her grade; but it is stipulated that the student’s higher grade in a repeated course is the one which counts in the calculation of his or her cumulative GPA and in meeting the graduation requirements of the College. A repeated course is so designated on the student’s transcript, but the previous record of his or her performance(s) in the course remains on the transcript. Repeating a course must be done at Kentucky Wesleyan to affect the GPA.

      Incompletes: Alternatively, incomplete (I) grades in all classes, with no tuition and fee reimbursement, may be more appropriate when the withdrawal is near the end of the semester and incompletes are agreed to by the instructor(s) and the student and approved by the Registrar.

      Withdrawals: See the Academic Calendar for deadlines to drop a course.

 

 

  • Can I audit a course, and if so, what are the requirements?

    • Full-time students may audit a class without charge, assuming they do not exceed 18 hours with the addition of the audit course. Audit hours do not affect a student’s enrollment status. With the permission of his or her advisor and the instructor of the course, a student may switch from credit status to audit status in a course before midterm. After midterm, the instructor, the advisor and the Dean of the College can approve such a change in status only under extraordinary circumstances. A change to audit status will not result in a change in a student’s account unless the change is made during the designated drop/add period for that semester. See pages 262-263 of the Academic Bulletin.

 

FERPA and Privacy Rights

  • What is FERPA, and how does it protect my privacy rights as a student?

    • The Family Educational Rights and Privacy Act of 1974 (FERPA) affords certain rights to students concerning their education records. FERPA provides for the right to inspect and review education records, the right to seek to amend those records, and the right to limit disclosure of information from the records. FERPA applies to all institutions that receive federal funds under any program administered by the Secretary of Education. Read our full FERPA policy here.

 

  • How can I authorize someone else to access my student records on my behalf?

    • To authorize someone to have access to your student records, please complete the FERPA Release Form found on the student portal.

 

  • What information is considered directory information and may be disclosed without my consent?

    • Directory information is information about a student that is not considered harmful or an invasion of privacy if disclosed. While FERPA protects the privacy of education records, directory information is not treated as confidential and may be disclosed by the college without student consent unless the student submits a completed and signed “Request for Non-Disclosure of Directory Information” form to the Office of the Registrar in Room 107 of the Bernard Jones Administrations Building. At Kentucky Wesleyan College, the following has been designated as directory information:

      • Student name
      • Addresses (local, permanent and email)
      • Phone number(s)
      • Date of birth
      • Declared fields of study (major(s), minor(s), etc.)
      • Status (full-time, part-time, withdrawn, graduated, etc.)
      • Dates of attendance
      • Classification (freshman, sophomore, etc.)
      • Degrees awarded, including any honors received
      • Most recent previous educational institution attended
      • Photographic, video or electronic images of students taken and maintained by the college
      • Participation in officially recognized activities/sports
      • Weight and height of members of athletic teams
      • Whether or not student is in good standing with the College
      • Name of student’s Academic Advisor

    • You can read more in pages 255-256 of the Academic Bulletin.

 

Tuition and Fees

 

  • How do I make payments towards my tuition and fees?

    • Students receive a detailed invoice approximately three weeks prior to the start of classes. The College offers two payment options:

      1. Semester payment – Full payment of the semester charges no finance charges are incurred if received in the Cashier’s Office on or before the first day of class. Cash, check, money order, E-check & major credit card payments are accepted. Convenience fees for card payments will apply. Online payments can be made at http://greatesthitrecords.com/bill-payment/.

      2. Monthly payment plan – External tuition financing plans are available to assist students and families in meeting educational expenses by offering a low-cost, interest-free payment plan for the fall and spring semesters only. To take advantage of this plan, visit our payment plan page for more information or to complete your enrollment. Payment plan enrollees will make monthly payments directly to the payment plan company per their guidelines. Students who fall behind in two monthly payments will be subject to plan cancellation and the account will be re-classified to interest baring and the semester must be paid in full by the due date.

    • Read more on pages 276-277 of the Academic Bulletin, or visit our Online Account Payment page.

 

  • Are there any payment deadlines or installment plans available?

    • Students receive a detailed invoice approximately three weeks prior to the start of classes. The College offers two payment options:

      1. Semester payment – Full payment of the semester charges no finance charges are incurred if received in the Cashier’s Office on or before the first day of class. Cash, check, money order, E-check & major credit card payments are accepted. Convenience fees for card payments will apply. Online payments can be made at http://greatesthitrecords.com/bill-payment/.

      2. Monthly payment plan – External tuition financing plans are available to assist students and families in meeting educational expenses by offering a low-cost, interest-free payment plan for the fall and spring semesters only. To take advantage of this plan, visit our payment plan page for more information or to complete your enrollment. Payment plan enrollees will make monthly payments directly to the payment plan company per their guidelines. Students who fall behind in two monthly payments will be subject to plan cancellation and the account will be re-classified to interest baring and the semester must be paid in full by the due date.

    • Read more about deadlines on pages 276-277 of the Academic Bulletin, or visit our Online Account Payment page.

 

  • Can I view my billing statement online, and how do I dispute any discrepancies?