Student Services Information

Course Loads

Each 3-credit course at Western International University represents 36 contact hours (12 hours per 1 credit). Students are expected to budget a minimum of 2 hours out-of-class study (8 hours per week) for each hour spent in class. The recommended maximum course load is two courses at a time. Students may not enroll in more than three 3-credit courses simultaneously without prior permission. This maximum includes courses taken in overlapping sessions. Students should contact their academic counselors to request an exception. All credits issued for successfully completed WIU coursework are in semester increments.

Schedule Adjustments: Drop

You must notify academic counselor of your intent to drop a course or you will be subject to full tuition costs. For students utilizing financial aid, schedule drops and withdrawals may affect your financial aid eligibility. Contact your finance counselor immediately prior to dropping any courses. Courses dropped after the third class meeting will be recorded in your permanent record with a grade of W.

To withdraw from a class, please contact your academic counselor. You do not need faculty approval to withdraw from a class. Non-attendance does not constitute an official withdrawal. No withdrawals are allowed for courses taken as an independent study.

To register for courses or make schedule changes, contact your academic counselor.

WIU reserves the right to cancel any course due to low enrollment. If you are enrolled in a course that has been cancelled, contact your enrollment or academic counselor for assistance in making another course selection.

Based upon faculty and classroom availability, additional sections will be added to courses with registrations exceeding classroom capacity. We reserve the right to transfer students to newer sections, based on date of registration.

Class Attendance

Since WIU offers non-traditional course schedules, governmental compliance requires tracking of student attendance. Three-credit courses require nine four-hour meetings, and student adherence with the WIU attendance policy is mandatory. Special instructional activities may be scheduled on weekends or at other times convenient to both students and faculty members.

Class attendance requirements are as follows:

Student must attend the first and/or second class meeting.
Students may not miss more than two class meetings in an 8-meeting course or three class meetings in a 9-meeting course. Students with excessive absences will be administratively withdrawn and will receive a grade of W. You may withdraw from a course up until the final class meeting.
Non-attendance in a course does not constitute a withdrawal.

Absences from a course may impact a student's grade, and it is important for students to understand the distinction between attendance and participation. Attendance guidelines outlined in this section present the minimum administrative requirement for a student to be eligible to receive an earned grade in a course. Instructors may refuse to confirm attendance for students who remain for only a portion of a class meeting. WIU Interactive Online^SM students are responsible for documenting attendance in conformance with directions outlined in each course syllabus. Students are encouraged to retain copies of all correspondence related to attendance compliance until the course is complete and grades are issued. Any exceptions to attendance policies require faculty recommendation and Registrar approval.

Refund Policies

All fees, including those for application, assessment, independent study, books, and labs, are non-refundable.

Students are eligible for a tuition refund under the following conditions:

Withdrawal from a course after only one attendance and prior to the third class meeting of a 3-credit course—refund 100% of tuition paid.
Withdrawal from a course after two attendances and prior to the fourth class meeting of a 3-credit course—refund of 75% of tuition paid.
There is no refund available for 1-credit courses that the student has attended.
Students who begin a program under Provisional Status pending the completion of their admission file and who are subsequently denied admission are eligible for a refund of the full tuition amount for any course in which they are currently enrolled. Tuition will not be refunded for any completed courses.
Tuition paid for a course from which the student withdraws during the refund period will remain on account to apply to the next course taken. All requests for refunds must be submitted in writing to the Finance Office. The University requires 30 days for processing.

Grades

Grades are due from faculty seven days following the final session of a completed course and can be retrieved from your MyWIU account, under the Services tab. Grade report requests will not be accepted by phone. If you would like a copy of your grade report, complete a Grade Report Request form and send to the Office of Student Records. Upon receipt of the form, grade reports will be processed within 48 hours for mailing or pick-up at the Office of Student Records. Please plan accordingly to assure the timely receipt of your grade report. Your records are confidential; therefore, we cannot fax grades or give them over the phone.

You may not be able to receive your grade if you have a financial hold on your account. Students must contact their finance counselor to resolve any outstanding balance before a grade can be released.

Incompletes

The instructor can grant an incomplete grade up to an eight week time period immediately following the end course date. Students must be passing the course and be in compliance with the attendance policy to be eligible for an incomplete. All incompletes may be assessed a penalty of one full letter grade by the faculty upon completion. An incomplete grade is permanent and will show on your record even after a final grade is provided.

Repeating Courses

Normal registration procedures are followed when students repeat courses. A new grade earned in a repeated course will be computed in the student's cumulative GPA at the appropriate undergraduate or graduate level. Students' academic transcripts will record both the initial grade and the subsequent repeat grade. One the course is retaken, R (repeat) will be posted with the initial course grade, and that grade will no longer factor into the student's cumulative GPA. The earned grade from the subsequent course will be posted as the official grade and factored into students' GPA.

Electing to repeat courses in which passing grades have been earned may adversely affect Satisfactory Academic Progress for purposes of VA Educational benefits, Financial Aid or corporate funding.

Students may not take the same course more than three times. Students who fail a required course three times will be academically dismissed from the University.

Academic Probation

If your grade point average falls below acceptable levels (2.0 undergraduate, 3.0 graduate), you are placed on academic probation. You are notified in writing by the Office of Student Records and are allowed to complete three additional courses during which your cumulative GPA must be raised to an acceptable level.

You must continue to enroll in courses applicable to your degree and may be required to repeat courses with unacceptable grades. We recommend that you meet with an academic counselor at this time. If you receive veterans' benefits or financial aid, you may continue to receive funds while on academic probation.

Academic Suspension

If you fail to clear your academic probation status during the three course probationary period, you are suspended and are not eligible for readmission for a period of one year, and then only upon evidence presented to and approved by the Director of Curriculum and Academic Affairs that you have met academic conditions. If you receive financial aid, you will not receive funding. If you are readmitted within a reasonable time frame following the year of suspension, you may return under previous catalog requirements.

Official Transcripts

The transcript is the student's academic record. Transcript and grading policies are detailed on the back of each official transcript issued by the Office of Student Records. In compliance with the Family Education Rights and Privacy Act (FERPA), transcript requests must include the student's written signature.

Transcript requests may be requested:

Online Request Transcripts Online
In Person At the WIU Office of Student Records
Fax Send a completed Official Transcript Request form to 602-383-2210.
Mail your complete form to:    Western International University
                                            Office of Student Records
                                            9215 N Black Canyon Highway
                                            Phoenix, AZ 85021

You may also write a letter including your full name, student ID or SSN, dates of enrollment, your signature and current address/phone information, and the complete address to which the transcript should be mailed.

Important information regarding your transcript order:

Online Transcript Order Frequently Asked Questions
There is a $7.00 charge for each copy of your transcript. Payment is required for processing your transcript order. Checks or money orders must be in U.S. dollars payable to Western International University.
If transcripts are to be sent to more than one address, attach a separate request form for each request.
Due to record confidentiality, official transcripts cannot be faxed.
All requests are subject to financial audit. If you have outstanding financial obligations to the University, your transcript request will be returned.
Electronic delivery of your transcript as a secure PDF document:

Requires the email address of the recipient

You must inform the recipient that your transcript will be delivered via email as a secure PDF document.

Ask the recipient to add the domain name "@escrip-safe.com" to their safe email address file.

Allow 2-3 business days to process transcript orders. Processing times may vary during peak times such as the end of the course session, quarter, or semester.
Transcript requests will not be accepted from or released to third parties without a written release from the student.

Unofficial Transcripts

Please complete the Unofficial Transcript Request form. Allow a minimum of 24 hours to process an unofficial transcript. If faxing a request, a signature must be included on the request.

Third Party Requests For Transcript

Requests will not be accepted from, or released to, third parties without a written release from the student.

Diplomas

Since courses begin monthly at Western International University, students complete degree requirements and are graduated from the University on a monthly basis. Degrees are posted as of the last day of the month in which the student was enrolled and successfully completed his/her program.

After receiving your final course grade, you must request your diploma. Students must be in good academic standing and clear any indebtedness and final fees to the University prior to the release of the diploma and official transcripts. Students utilizing financial aid must complete an exit interview available through your finance counselor.

Current students may order their diplomas through MyWIU, under the Application for Diploma link on the Services tab. Students who have been out of attendance for more than a year or who do not recall their MyWIU login information can complete a Diploma Request form and return it to the Office of Student Records. Please allow 4-6 weeks for issuing a diploma.

Prior to receiving their diplomas, students who have met all degree requirements and financial obligations and require verification of their degree completion may request a verification letter from the Office of Student Records. Click here for additional information.

Students who plan an additional program at the University must remain out of attendance for a 30-day period during degree posting.

Replacement Diplomas

To replace a lost or destroyed diploma, complete a Replacement Diploma Request form. There is a $30 fee for a replacement diploma, payable by check or money order or by calling your finance counselor.

Please note that replacement diplomas are issued in the format currently used at WIU and bear the signatures of the current University officials. The statement, "This diploma is reissued," and the date will appear at the bottom edge of the replacement diploma. Only one replacement diploma per student will be issued.

Change of Name, Address, or Telephone Number

Log in to MyWIU, or fill out the Change of Address / Telephone Number and/or Change of Name form(s) and send to the Office of Student Records. Proof of both your former name and your new name must be provided (e.g., Social Security card, state driver's license, court documents, birth certificate, marriage certificate, passport, etc.).