University College Advising Toolbox

Policies and Procedures

Policies and Procedures

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  • Academic Advisor Change Request

    Advising is a partnership between the student and the advisor.  In this relationship there are a variety of reasons that a student might want to request a different advisor.

    Some examples include:

    • A different advising/personal style might be preferred
    • A student may be unwilling to hear a challenging message and needs to hear it from someone else
    • Expectations or assumptions on either part are interfering with optimal advising
    • A student wants more immediate responses from their advisor
    • The perception that another advisor has the student’s desired particular area of expertise
    • They might want their room-mate’s advisor

    Academic Advisor Change Form PDF

  • Academic Dismissal

    UNCW Catalogue Policy

    Academic Dismissal may result from any of the following:

    Students placed on academic probation at the end of the Fall semester will have the following Spring, Summer, and Fall semesters to reach the required 2.00 cumulative GPA. During the probationary period, students are expected to earn a term GPA of at least 2.33 each semester. Failure to do so will result in their immediate dismissal. If the student’s cumulative GPA does not reach a 2.00 by the end of the Fall semester, the student will be dismissed. Under no circumstances will a student dismissed for failure to reach the prescribed term GPA or cumulative GPA be approved to enroll at UNCW for the following Spring, Summer, and Fall semesters.

    Students placed on academic probation at the end of the Spring semester will have the following Summer, Fall, and Spring semesters to reach the required 2.00 cumulative GPA. During the probationary period, students are expected to earn a term GPA of at least 2.33 each semester. Failure to do so will result in their immediate dismissal. If the student’s cumulative GPA does not reach a 2.00 by the end of the Spring semester, the student will be dismissed. Under no circumstances will a student dismissed for failure to reach the prescribed term GPA or cumulative GPA be approved to enroll at UNCW for the following Summer, Fall, and Spring semesters.

    Term Dismissal

    Excluding students who withdraw from all courses in a semester, students who do not earn at least a 1.00 semester GPA in any regular term (Fall or Spring) are subject to Academic Term Dismissal and must appeal to the appropriate dean or director to determine academic status.

    Students seeking an appeal must submit the required documentation by the established deadline to the appropriate dean or director. Students must understand that the submission of an appeal does not guarantee that he or she will be allowed to attend. During the appeal review period, students may not attend any classes at UNCW. Academic Term Dismissal appeals may result in reinstatement, probation, or dismissal for either one or two regular semesters. Students placed on probation may be required to complete an academic contract.

    Students who choose not to appeal the Academic Term Dismissal will be automatically dismissed from the university and will not under any circumstances be permitted to enroll for two consecutive, regular semesters and any intervening Summer term.

    Advising Tips

    • At the end of each term, advisors will be sent a spreadsheet containing a list of students who are being dismissed.
    • Dismissed students will be sent an email and letter at the end of term notifying them of their academic standing.
    • Advisors are responsible for CALLING their dismissed students to discuss their standing, appeal options and future attendance.
    • The following categories of students will be dismissed:
      • University College students on probation who do not earn a minimum 2.33 term GPA will be dismissed, not permitted to appeal, and required to sit out two regular semesters (Fall, Spring) and any intervening summer.
      • University College students on probation who do not earn a minimum 2.0 cumulative GPA by the conclusion of the third probationary term will be dismissed, not permitted to appeal, and required to sit out two regular semesters (Fall, Spring) and any intervening summer.
      • University College students who are not on probation and earn a term GPA below 1.0 will be dismissed with the ability to appeal.
        • Students must submit a letter to the UC Academic Appeals Committee explaining the extenuating circumstance(s) that led to their academic deficiency and how they plan to be successful in subsequent semesters.  
        • Steps and deadlines for appealing a term dismissal are located through a web link provided to students in their dismissal notification: Steps and Deadlines
        • Appeal statuses will be updated on spreadsheet that advisors have access to in One Drive.
        • Students will be notified of decisions and next steps or stipulations if appropriate.
  • Academic Dishonesty

    UNCW Catalogue Policy

    The University of North Carolina is a community of high academic standards where academic integrity is valued. UNCW students are committed to honesty and truthfulness in academic inquiry and in the pursuit of knowledge. Any member of the university community who has reasonable grounds to believe that an infraction of the Student Academic Honor Code has occurred has an obligation to report the alleged violation. This obligation is a core value of the Honor Code and must be fulfilled by each and every member of the university. >Academic dishonesty takes many forms, from blatant acts of cheating, bribery, or similar misdeeds to the more subtle forms of plagiarism, all of which are totally unacceptable in an institution of higher learning. Reporting and adjudication procedures have been developed to enforce the policy of academic integrity, to ensure justice, and to protect individual rights. Complete details may be found in the current Code of Student Life and the Faculty Handbook 
    Code of Student Life
    Faculty Handbook

    Advising Tips

  • Academic Probation

    UNCW Catalogue Policy

    An undergraduate is automatically placed on academic probation when the cumulative GPA drops below 2.00 at the end of either Fall or Spring semester (not Summer). Students on probation are limited to a 14-hour course load during the Fall and Spring semesters and no more than 4 hours per Summer session. When a student is placed on academic probation, it is the responsibility of the student to arrange regular meetings with the academic advisor or department chair/director to consider specific academic intervention strategies. Students are removed from probation at the end of any term (Fall, Spring, or Summer) where the cumulative GPA reaches 2.00.

    Students should refer to the Scholarship and Financial Aid (OSFA) section related to Policy on Return of Title IV Funds for information about how academic probation impacts financial aid eligibility.

    Advising Tips

    • If a student is placed on Academic Probation after the Fall semester, he/she will have until the end of the subsequent Summer to raise cumulative GPA above a 2.0.
    • If a student is placed on Academic Probation after the Spring semester, he/she will have until the end of the subsequent Fall semester to raise cumulative GPA above a 2.0.
    • At the end of each term, advisors will be sent a spreadsheet containing a list of students who are on academic probation.
    • Probation students will be sent an email and letter at the end of term notifying them of their academic standing.
    • Advisors are responsible for CALLING their probation students to discuss their standing and optimal course scheduling
    • Educate student on probation and dismissal policy.
    • Complete Academic Success Agreement with probation students by end of first week of classes.
    • Have student complete Academic Intervention Self-Assessment and bring to first advising meeting of the semester.
    • Discuss challenges and pitfalls that led to probationary status and identify areas for student to work on over the course of the semester.
    • Discuss support services on campus and make referrals as necessary.
  • Advisor Guidance - Fall 2020
  • Course Repeat Policy

    UNCW Catalogue Policy

    Students who receive a grade of “C” (2.00) or better in a course may not repeat the course but may audit without credit. Students who repeat a course in which they have earned credit or for which transfer credit has been awarded, will have the status changed to audit during the term the course is repeated. Students who wish to have the grade for the course repeat show on their transcripts without the course counting in their credit total or grade point average may arrange this before the end of add/drop by submitting a Graded Course Audit Registration Form. The form and instructions are available in the Office of the Registrar.Students who receive a grade below a “C” (2.00) in a course taken at UNCW may repeat the course at UNCW. For the first three different courses repeated, the previous grade and hours of credit for the repeated course will not be used in calculating the student’s grade point average and hours toward graduation. All grades shall remain on the student’s transcript.In interpreting the policy it is to be understood that:

    1. the term “first three times” means
      1. that the policy is automatically operative for a student the first time that the student repeats a course, and
      2. that the three repeats involve three different courses;
    2. a student may go beyond three course repeats, but such repeats will not enjoy the privilege of the policy;
    3. all students will be able to enjoy the benefits of this policy irrespective of prior course repeat activity;
    4. this policy does not govern the repeating of graduate courses (see the Graduate Catalogue for the appropriate policy).

    Students enrolled in a special topics course for a grade replacement must enroll in the same topic for which they originally received an unsatisfactory grade. Grades earned in repeated courses will not be used to replace grades earned as part of a degree once it has been conferred.Note: A failing grade received owing to admitted or adjudicated academic dishonesty shall not be replaced if the course is repeated. Both the penalty grade and the new grade shall appear on the student’s transcript and count in the student’s grade point average. A student may not appeal the policy stated in this paragraph to any faculty or administrative level.

    Advising Tips

    1. A student has to take the repeat course at UNCW, either in person or online through UNCW. 
    2. A student can only use the policy to repeat three different courses.  If a student fails more than three courses and needs to repeat all of them, the system has a process for determining which courses receive the repeat code for grade forgiveness. 
      1. Repeats are processed in the order of the term in which they are registered. For courses registered within the same term, the oldest repeated course (the original attempt) takes precedence over repeats of more recent courses. For example, if a student has one repeat left, and repeats two courses in the term:

    Fall 2015     CSC 105         

    Fall 2015     ENG 201       

    Sp 2015       CSC 105        

    Fall 2014      ENG 201 *This course receives repeat forgiveness since it is older than the Spring 2015 CSC 105

    1. In the example above, if the two prior courses were taken within the same term, the system would process them alphabetically, so CSC 105 would receive the grade forgiveness.            
    2. Because of this, it is important that a student choose their repeats wisely.  Some things that should be considered – how low the grade was, how many credit hours the course is, is the specific course required of the student’s intended major, and how well they think they can do in the course the second time. 
    3. Make sure students realize they don’t have to take the course the following semester.  Sometimes students get a C- or D+ and they worry that if they don’t take advantage of repeating it the next semester, they lose that opportunity. 
    4. If a student is considering retaking a course during a summer session, make sure they have thought through the differences in taking a course over a short summer term vs. a regular semester.  Same discussion if a student is taking course online the second time (often the case during summer sessions).
    5. This is not an automatic process in the Registrar’s office so if a student’s second grade shows on their transcript before the deadline for all final grades to be turned in, the GPA will not reflect an accurate GPA.  At this time, the Registrar does an End of Term Processing (usually by the next day) that will accurately reflect the processing of repeats. 
    6. In some cases, many students feel certain they are going to fail the course before finals and often try to go ahead and sign up for the course for the following semester.  Make sure they understand that they cannot sign up for course until the first grade is posted.  Seanet will give them an error message of invalid repeat if they try to do this. 
      1. This may be a situation where it is appropriate for a student to ask for a WF (counts as an F) if they know there is no way to repair the grade with finals or end of semester projects and they want to guarantee that they can get a course that is in high demand.  To request a WF, a student needs to contact the Registrar, it can’t be done through Seanet. 

    Helpful Tools

    GPA calculator – located on Seaport and there will be one with the new degree audit system. 

    Repeat Course Screenshot

  • FERPA

    Overview

    Policy information primarily from the UNCW General Counsel website on FERPA and the Registrar’s page on FERPA FAQ’s:

    Registrar FAQ

    General Counsel FAQ


    “The Family Educational Rights and Privacy Act (FERPA) governs student education records. Under FERPA, a student may inspect his or her education records. FERPA also provides that a student's personally identifiable information may not be released to someone else unless (1) the student has given a proper consent for disclosure or (2) provisions of FERPA or federal regulations issued pursuant to FERPA permit the information to be released without the student's consent. For more information, see the U.S. Department of Education FERPA website.”

    • At UNCW, a student falls under FERPA guidelines, at the point of registration. For new students, this is usually at the completion of their orientation.
    • “Education Records” in the broadest sense, are records maintained by the institution from which a student can be personally identified. As a result, almost all of the information that UNCW maintains on student is considered a part of the education record, regardless of the format in which the information is kept. Directory information can be disclosed, as it would not generally be considered harmful or an invasion of privacy if disclosed. See UNCW’s Directory information list https:/uncw.edu/reg/records-ferpafaq.htm#DirInfo
    • “Legitimate Educational Interest” A University official has a  “legitimate educational interest” if the official is:
      • performing a task that is specified in his or her position description or by a contract agreement
      • performing a task related to a student's education
      • performing a task related to the discipline of a student
      • providing a service or benefit relating to the student or student's family, such as advising, job placement, financial aid or housing assistance
      • maintaining the safety and security of the campus
    • Parents or Legal Guardian access to records.
      • Parents and legal guardians do not automatically have access to their student’s records. Access may be granted in one of two ways:
      • The student can grant parent or guardian access to view their student information on SeaNet by assigning them as a proxy. The student has the control on what the parent or guardian has access to including course registration, viewing grades, and so on. For steps to setup a proxy please visit https:/uncw.edu/reg/students-assignProxy.htm.
      • Students can sign a FERPA form available from different departments across campus.
    • Balancing Student Privacy and School Safety
      • In an emergency, FERPA permits school official to disclose, without student consent, education records including personally identifiable information from those records to protect the health or safety of students or other individuals.

    Advising Tips

    Many UNCW departments have their own FERPA forms that cover their specific areas; these include the Registrar’s office, Student Accounts, Financial Aid, Dean of Student’s Office and different Advising Offices.

    An incorrect assumption is often made that there is a “blanket” FERPA meaning that once one is signed it covers all departments and offices across campus. Parents and students are informed of FERPA regulations during orientation.

    UC FERPA Form

  • SeaNet Proxy

    Access Information

    Undergraduate students can grant another person access to view their student information on SeaNet.  This is called granting "proxy access," and the other person is referred to as the student's proxy.  Undergraduate students can grant a Parent/Guardian. Coach, Advisor on an employer access to view their personal information on SeaNet.  Access is granted by e-mail.
    • Full-Time Status

      UNCW Catalogue Policy

      Because the university must officially respond to requests for a determination of a student’s enrollment status from outside agencies as well as university offices, the following policy is provided:

      Undergraduate Regular Term

      • Full-time status requires a minimum enrollment of 12 credit hours.
      • Three-quarter-time status requires a minimum enrollment of 9 credit hours.
      • Half-time status requires a minimum enrollment of 6 credit hours.

      Undergraduate Summer School

      • Full-time status requires a minimum enrollment of 12 credit hours across all sessions in the summer term.
      • Three-quarter-time status requires a minimum enrollment of 9 credit hours across all sessions in the summer term.
      • Half-time status requires a minimum enrollment of 6 credit hours across all sessions in the summer term.
      • Enrollment status for determining financial aid eligibility is calculated across all sessions in the summer term.

      University Calendar

      UNCW Catalogue Link

      Advising Tips

      • Inform students they must be registered for a minimum of 12 semester hours to be full time during their undergraduate career.
      • To graduate in four years, students needs to average 15-16 hours a semester and 30-31 a year
      • Averaging 15 credits a semester allows you to drop a class if needed and still be considered full-time.
      • If a student begins the semester full time (ex. 12 hours) and then “W” from a class, they will still be considered full time.
      • Drop/Add period is within one week of the start of the semester (Fall and Spring), it’s within one day of the start of summer sessions.
      • Refer students to the University calendar for important dates.
      • Students must be full time to live on campus during the fall and spring semesters. If students drop below full-time status, Housing will contact the student. If academic advisors are aware of the situation, they can help Housing & Residence Life by emailing Lesia Heltzel (heltzell@uncw.edu) to give an update on the student's academic status and CC the student on the email.
      • Scholarships may require you to be full time, Ex. SOAR
      Screenshot of Full-Time Status

      Log in to Seanet, Click Student Schedule, Click Summary Schedule

    • Grade Appeal

      UNCW Catalogue Policy

      Any student considering a grade appeal should understand that each faculty member has the academic freedom and responsibility to determine grades according to any method, chosen by the faculty member, that is professionally acceptable, communicated to everyone in the class, and applied to all students equally. However, prejudiced or capricious academic evaluation by a faculty member is a violation of a student’s rights and is the valid ground for a grade appeal.Any student who contests a course grade shall first attempt to resolve the matter with the instructor involved. Failing to reach a satisfactory resolution, the student may appeal the grade in accordance with the procedures outlined below. These procedures are not to be used in cases involving student academic dishonesty. An appeal must be made no later than the last day of the next succeeding regular semester. Grades not appealed by that time become permanent.

      1. The student shall present the appeal in writing to the chairperson of the department within which the contested grade was awarded. The written statement shall limit itself to citations of evidence pertaining to the valid ground for the appeal. By conferring with the student and the instructor, the chairperson will seek resolution by mutual agreement.
      2. Failing such resolution, the department chairperson shall transmit the written appeal to the appropriate dean who will convene the Grade Appeals Committee.

      The Grade Appeals Committee shall consist of the convening dean and five faculty members appointed by the dean. If the committee affirms the instructor’s decision, the dean will notify in writing the faculty member, the student, and the department chairperson as appropriate. If the committee supports the student’s appeal, it shall prescribe the method by which the student will be reevaluated. The grade resulting from the prescribed reevaluation is final and may not be further appealed.

      Advising Tips

      • This process is the responsibility of the student. However, students may need guidance/mentoring for how to navigate the steps and how to best communicate with faculty
        • Recommend that student collect all assignments and review syllabus
        • Recommend  student calculate grade based on course requirements and graded assignments including attendance and participation (if relevant)
        • Recommend student present this information to faculty member
        • If no resolution, submit written appeal to Department Chair as stated above
        • It is not the responsibility of the advisor to contact the instructor or calculate grades
    • Late Add/Drop Process

      UNCW Catalogue Policy:

      Late registration and drop/add occur during the first week of each academic term. The dates are limited to those announced in the university calendar and as announced by the Office of the Registrar. During this period, late registration, drop/add and audit-only students are processed.

      University Catalogue:

      UNCW Catalogue Policy

      Advising Tips:

      Students should be aware that there are risks involved when adding a course after classes have begun. Just because it is possible to add a course does not mean that doing so is a good idea. Students are responsible for any work missed in the course prior to their enrollment. If one or more class meetings have been held, students are strongly advised to speak with the course instructor prior to adding, to determine whether adding is appropriate. When students add a course at the end of the drop/add period, there may be little or no opportunity to drop the course if it proves to be a poor fit for the student’s needs.

      • Dropping after the deadline can count as a withdrawal or withdraw fail depending on the time of the semester.
      • Rule of thumb for late adds includes the idea that the student has been attending the class the entire time. Reasons for late adds could include a student attending a class, but forgetting to register for the course or special permission from an instructor, certain financial aid circumstances,
      • Director of University College requires an email from the instructor to confirm attendance and grants permission for adding the course.
      • Late Add/Drop requires a special reason and advisors/students must fill out a form available at the front desk of University College.
    • Permission Over 18 credit hours

      UNCW Catalogue Policy:

      Registration occurs immediately prior to each term and is limited to the time period specified in the university calendar and other days as announced by the Office of the Registrar. This process is for students who did not preregister or are new to the university. Classes may not be added after the last day of registration and add/drop. Degree students may take up to 18 hours without special permission. Students who have a cumulative grade point average of 3.50 or higher may be allowed, with special permission of the appropriate dean, to carry up to 21 semester hours.

       

      University Catalogue:

      UNCW Catalogue Policy

      Advising Tips:

      • Students must contact their academic advisor for permission and a form is required that must be signed by the Director of University College.
      • Students need to have a legitimate reason to take over 18 hours, not because they believe they can handle the courses or want to get ahead. Examples include being high ability (3.8 GPA or higher), double majoring, course availability, or having a graduation deadline. Usually the reason involves a combination of the previously mentioned reasons.
      • Advisors/students must fill out a form available at the front desk of University College.
    • Re-Enrollment

      UNCW Catalogue Policy:

      Former UNCW students (who left in good academic standing) who have been away from the university for at least two consecutive semesters (summer terms do not count) and wish to return to the university can apply through the Office of the Registrar by submitting the online re-enrolling application and a non-refundable $75 application fee. Any student who was away from the university for one semester and who was not in academic difficulty does not need to submit a re-enrollment application.
      Former UNCW students who had been ineligible to return to the university must apply to re-enroll through the Office of the Registrar. A non-refundable $75 application fee must be submitted to the Office of the Registrar. This fee can be taken by credit card at the time of submission of the online application or taken by the Office of the Registrar after the online re-enrolling application is completed. See Retention Dismissal and Readmission  in this catalogue.
      Re-enrolled students must register and remain enrolled in the term for which they were re-enrolled. Students who decide to resume enrollment in a term later than their re-enrollment term must submit a new re-enrollment application for the later term.
      Any student who wants to re-enroll into UNCW and who attended another college or university since their last enrollment at the university must submit official transcripts from that institution before they will be considered. A “C” average (2.00 out of 4.00 system) must have been attained on all work attempted at other institutions since leaving UNCW.
      Former UNCW students who left in good academic standing must apply for re-enrollment before May 1 for summer semester, July 1 for fall semester, and December 15 for spring semester. Former UNCW students who have been declared academically ineligible to return to the university must complete the Re-enrollment Review Process. This process has earlier deadlines, as described below.

      Advising Tips:

      • The Re-Enrollment process begins with the Office of Admissions:
    • Satisfactory Academic Progress

      UNCW Catalogue Policy:

      An undergraduate is automatically placed on academic warning, if the undergraduate does not meet Satisfactory Academic Progress (SAP).

      • Satisfactory academic progress is generally defined as completing 67% of all attempted hours (excluding transfer hours) towards the completion of his or her degree program.  This is determined by dividing the number of credit hours successfully completed, defined as having earned a D- or better, by the total number of credit hours actually attempted.
      • When a student is placed on Insufficient Academic Progress, it is the responsibility of the student to arrange regular meetings with his or her academic advisor or department chair/director to consider specific academic intervention strategies.
      Students should refer to the Scholarship and Financial Aid (OSFA) section related to Policy on Return of Title IV Funds for information about how academic warning impacts financial aid eligibility.

      Advising Tips:

      • Review screen shot below
      • Explain Satisfactory Academic Progress to students and that is calculated by dividing the number of credit hours successfully completed by the total number of credit hours attempted
      • Clarify that the credits used to determine the Financial Aid SAP ratio may vary and the consequences for not meeting SAP for Financial Aid purposes have different repercussions
      • Earning passing grades (D- or better) increases percentage
      • There is no academic impact for Insufficient Academic Progress

      Screen Shots: 

      SAP Screen

      In SeaNet:
      Click on Faculty Services tab
      Click on Advisor Menu link
      Click on Fostering Undergraduate Student Success link
    • Title IX

      Gender-based/sexual misconduct are forms of sexual harassment prohibited by Title IX, 20 USC §168(a). The University’s Title IX Coordinator is designated to assure these policies and procedures are properly followed. The Director of Title IX Coordinator is:

      Ms. Amber Resetar, Esq.
      Director of Title IX and Clery Compliance
      CB 5942 DePaolo Hall Rm 1040
      910-962-2937
      titleix@uncw.edu

       

      The Student Gender-Based/Sexual Misconduct Policy is revised for 2015-2016

      Looking for information or want to report other types of harassment? Visit the Harassment Prevention & Response resource page.

      UNCW Catalogue Policy:

      UNCW Catalogue Policy

      The Student Gender-Based/Sexual Misconduct Policy addresses:

      • Sexual Misconduct (attempted or completed)
      • Non-Consensual Sexual Intercourse
      • Non-Consensual Sexual Contact
      • Sexual Exploitation
      • Dating Violence
      • Domestic Violence
      • Stalking
      • Sexual Harassment
      • Hostile Environment
      • Quid Pro Quo Harassment
      • Other Civil Rights Offenses, When the Act is Based on Gender/Sex

      How to submit a report

      All University employees who receive a report of alleged gender-based/sexual misconduct by a student, on or off-campus, must notify Ms. Amber Resetar, Esq., Director of Title IX and Clery Compliance. In addition, all University employees are required by North Carolina law to report abuse or neglect upon a child or any disabled person.

      Faculty or staff receiving reports of gender-based/sexual misconduct must complete the online Sexual Misconduct Reporting Form.

      The reporting form must be completed within 1 business day. 

      Inform the student that they will receive direct contact from the Director of Title IX and Clery Compliance or designee with information about rights and resources.

      Three departments remain confidential resources to students: CARE: Interpersonal Violence Prevention & Response, the Counseling Center, and the Abrons Student Health Center. These departments are exempted from reporting gender-based/sexual misconduct unless the student is willing.

      Each student who reports sexual misconduct must be informed of their Title IX rights. An effective way to do so is to provide the student with a copy of:

      Additional resources can include:

      You may choose to seek further assistance by contacting the UNCW CARE (Collaboration for Assault Response & Education) office at 910-962-CARE or the CARE responder at 910-512-4821. A CARE Victim Advocate is available to consult with you and the student by phone or in person and available to help you individually with the process. 

      It is not your responsibility to determine whether an assault actually occurred or to confront alleged perpetrators. Always refer students who report possible sexual assault, relationship violence or stalking to the CARE office and/or the UNCW Police for additional information and support.

      WHAT CAN I DO FOR THE STUDENT IMMEDIATELY?

      Do’s:

      • Do provide information about how to connect with CARE by calling 910-962-CARE. The CARE responder may also be contacted 24/7@910-512-4821.
      • Do help the student to contact UNCW Police if they desire to do so @910-962-2222 or 911(EMR.)
      • Do explain your obligations as a university employee and what information you are required to report.
      • Do get information and support for yourself as a helper (especially if the student does not want to talk to anyone else) by calling 910-962-CARE.

      Don’ts:

      • Don’t ask for details. Good intentions may be experienced as intrusion.
      • Don’t tell students what they “should” or “must” do.
      • Don’t make statements or ask questions that unintentionally imply victim-blaming (“How much were you drinking?”)
      • Don’t make judgments about the student’s reactions or behaviors. It is normal for people to respond to a traumatic experience in a wide variety of ways. 

      Remember that the sooner you refer a student to CARE or other campus resources, the more effective and easier the referral process will be.

      WHAT STUDENTS NEED TO KNOW

      ADVISING TIPS

      • Contact Title IX Office, CARE and/or Campus Police if necessary
      • Remember to complete the Sexual Misconduct Reporting Form
      • Remember to deliver the report to the Title IX Coordinator within 1 business day and follow the entire reporting protocol
      • Remember to take copious notes and share the scenario with your supervisor(s) / UC Director
      • Remember to encourage the student to utilize his/her resources (e.g. CARE, Health Center, Counseling, Dean of Students, and Campus Police).  If necessary please remember to support and advocate the student by walking with him/her to the office and making a personal connection.
      • Remember to affirm the student’s feelings and overall situation.
      • Remember to attempt to empower the student by giving him/her their options
      • Remember never to promise confidentiality but rather privacy (only those who need to know will know for the sake of supporting, advocating and helping the student)
      • Remember to refrain from attempting to touch or hug the student unless they request and/or give you permission to physically touch them. (Students who have been physically violated may not want to be touched at all).
      • Remember to pay close attention to your body language and overall proximity to the student
      • Remember to follow-up with the student within a couple of days to show care / concern
      • Remember to notify your supervisor(s) and/or UC Director of any updates or changes to the student’s situation
    • University Calendar Link

Withdrawals/Withdrawing

  • Complete Term Withdrawal

    UNCW Catalogue Policy

    Advising Tips:

    • The withdrawal will always show up on the student’s transcript as a “W”, regardless of whether or not it was for extenuating circumstances. To view actual withdrawal credit total check in the Advisor menu of SeaNet under the Fostering Undergraduate Student Success link. See examples below.
    • Explain 16 credit hour withdraw limit policy to students, emphasize that is for their entire time as an undergraduate student at UNCW.
    • Refer students to the Office of Scholarship and Financial Aid to see how dropping or withdrawing a course could impact their financial aid eligibility or scholarships. . For example, some scholarships require students to be enrolled in more than 12 credits.  
    • Encourage student to speak with professor to discuss potential success in course.
    • Make sure students are aware of tutorial services, disability services (if applicable) and professor’s office hours for additional support.

    Screen Shots available at link below.

    Complete Withdrawal Screen Shots PDF

  • Course Withdrawal Limit

    UNCW Catalogue Policy:

    Excluding course withdrawals due to extenuating circumstances, students are limited to a maximum of 16 hours of full course withdrawals. Partial withdrawals will not be allowed. After the initial 16 credit hour threshold has been met, students will be required to remain in the course and subject to the grade earned at the conclusion of the semester.
    Should extenuating circumstances warrant, the grade of “WF” assigned for course withdrawals after the withdrawal deadline may be changed to a ‘“W.” Documented extenuating circumstances may include: death of an immediate family member; traumatic and unforeseen circumstances that are considered beyond a student’s control; serious emotional instability, physical injury or illness that has resulted in the student’s inability to complete academic responsibilities in a given term. Students should note that poor standing in a course does not constitute an extenuating circumstance in and of itself. Withdrawals due to extenuation circumstances are still subject to all financial aid and SAP rules and calculations.
    It is the student’s responsibility to initiate an appeal for this change by submitting a written request and supporting written documentation. The student must initiate the appeal with the associate dean who oversees the student’s major or University College director, as appropriate. The respective associate dean or University College director may approve or deny this request for a “W.” In cases where the request is denied, the student may submit, within ten regular class days of the dated decision, a written request for consideration with supporting documentation to the Committee on Withdrawal Appeals. Grounds for appeals are limited to substantive new evidence or material procedural irregularity. All decisions made by the Committee on Withdrawal Appeals are final. The written request with supporting documentation must be made as soon as possible after circumstances requiring the withdrawal. At the latest, by the last day of classes in the semester following the one for which the withdrawal is requested. A grade of “WF” that is not appealed successfully remains a permanent part of the student’s academic record.Withdrawals prior to fall 2014, will not be used towards the 16 credit hour limit.  Only withdrawals during the fall 2014 and subsequent terms will be counted towards the limit.

    Advising Tips:

    • The withdrawal will always show up on the student’s transcript as a “W”, regardless of whether or not it was for extenuating circumstances. To view actual withdrawal credit total check in the Advisor menu of SeaNet under the Fostering Undergraduate Student Success link. See examples below.
    • Explain 16 credit hour withdraw limit policy to students, emphasize that is for their entire time as an undergraduate student at UNCW.
    • Refer students to the Office of Scholarship and Financial Aid to see how dropping or withdrawing a course could impact their financial aid eligibility or scholarships. . For example, some scholarships require students to be enrolled in more than 12 credits.
    • Encourage student to speak with professor to discuss potential success in course.
    • Make sure students are aware of tutorial services, disability services (if applicable) and professor’s office hours for additional support.

    Screen shots:

    From SeaNet>Advisor Menu>Fostering Undergraduate Student Success>Select a Term>Enter Student’s ID
    Example of student with no extenuating withdrawals
    Fuss Page:
    FUSS1
    Example of where a student’s withdrawal was for extenuating circumstances, showing the W on the transcript, but not counting towards the 16 credit hour threshold: 

    FUSS2

    FUSS Page:
    FUSS3
  • Withdrawing From a Course(s) After the Drop/Add Period

    UNCW Catalogue Policy:

    Inclusive of the second through the seventh week of the semester, any student who withdraws from the university or from individual courses will receive a grade of “W” for each course withdrawal.  A grade of “W” will not affect the student’s grade point average. Beginning with the eighth week of the semester, a grade of “WF” will be assigned for each course withdrawal and will count as GPA hours. If a student is suspended after the deadline for withdrawal with a “W,” each instructor shall assign a grade of “WF” or “W” based upon the student’s academic performance prior to the suspension. Excluding course withdrawals due to extenuating circumstances, students are limited to a maximum of 16 hours of full course withdrawals. Partial withdrawals will not be allowed. After the initial 16 credit hour threshold has been met, students will be required to remain in the course and subject to the grade earned at the conclusion of the semester. A student may withdraw from an individual class or classes through the seventh week of classes, via SeaNet or by reporting to the Office of the Registrar before or on the last day for withdrawal, as indicated in the university calendar. Students attending summer sessions need to be cognizant that the withdrawal period in summer may be only one or two days. Therefore, summer school students should carefully note the last day to withdraw from classes as found in the summer school university calendar at www.uncw.edu/reg. Should extenuating circumstances warrant, the grade of “WF” assigned for course withdrawals after the withdrawal deadline may be changed to a ‘“W.” Documented extenuating circumstances may include: death of an immediate family member; traumatic and unforeseen circumstances that are considered beyond a student’s control; serious emotional instability, physical injury or illness that has resulted in the student’s inability to complete academic responsibilities in a given term. Students should note that poor standing in a course does not constitute an extenuating circumstance in and of itself. Withdrawals due to extenuation circumstances are still subject to all financial aid and SAP rules and calculations. It is the student’s responsibility to initiate an appeal for this change by submitting a written request and supporting written documentation. The student must initiate the appeal with the associate dean who oversees the student’s major or University College director, as appropriate. The respective associate dean or University College director may approve or deny this request for a “W.” In cases where the request is denied, the student may submit, within ten regular class days of the dated decision, a written request for consideration with supporting documentation to the Committee on Withdrawal Appeals. Grounds for appeals are limited to substantive new evidence or material procedural irregularity. All decisions made by the Committee on Withdrawal Appeals are final. The written request with supporting documentation must be made as soon as possible after circumstances requiring the withdrawal. At the latest, by the last day of classes in the semester following the one for which the withdrawal is requested. A grade of “WF” that is not appealed successfully remains a permanent part of the student’s academic record.

    University Calendar:

    Advising Tips:

    • Explain 16 credit hour withdraw limit policy to students.
    • Refer students to the Office of Scholarship and Financial Aid to see how dropping or withdrawing a course could impact their financial aid eligibility or scholarships. . For example, some scholarships require students to be enrolled in more than 12 credits.
    • Encourage student to speak with professor to discuss potential success in course.
    • Make sure students are aware of tutorial services, disability services (if applicable) and professor’s office hours for additional support.
    • Refer to withdrawal limit policy.

    Screen shot:

    Screen2

    Click the drop down menu in the Action column Highlight “Drop through SeaNet” Click the Submit Changes button
  • Withdrawing From a Course(s) After the W Deadline (WF)

    The instructions for withdrawing from a course(s) after the W Deadline (WF) are located at https:/www.uncw.edu/reg/withdrawalinfo.html.

    Withdrawing from a course with a failing grade (WF) can impact a student’s academic career. Academic Advisors must meet with their students to determine the impact of a WF on their student’s academic career. A WF grade is a failing grade that will count in the student’s grade point average as well as toward tuition surcharge. A WF grade appears on the student’s transcript. A student may replace the WF grade by retaking the course. After the student successfully completes the (repeat) course, the new grade will replace the old grade in their GPA and credit hour totals.  However, the WF will still appear on the student’s transcript.

    Earning a WF may affect students in other ways.  Students should research the impact this action may have in other parts of their academic career, such as financial aid eligibility, housing, scholarship eligibility etc.

    To withdraw failing, students must send an email from their UNCW email account to registrar@uncw.edu with the subject "Withdraw Failing."  In the email, students must include the following information:

    1. Name
    2. Student ID number
    3. Course subject, number, section, title, and CRN
    4. Semester
    5. Include this statement: "I have researched the possible impacts of a WF on my record and assume responsibility for all outcomes resulting from this request."

    If the student’s request does not include this information or it is not sent from their UNCW email, the student’s email will be returned for completion.

    University Calendar:

    Advising Tips:

    • Explain 16 credit hour withdraw limit policy to students (W).
    • Refer students to the Office of Scholarship and Financial Aid to see how dropping or withdrawing a course could impact their financial aid eligibility or scholarships. . For example, some scholarships require students to be enrolled in more than 12 credits.
    • Encourage student to speak with professor to discuss potential success in course.
    • Make sure students are aware of tutorial services, disability services (if applicable) and professor’s office hours for additional support.
    • Refer to withdrawal limit policy (W).
    •  
  • Withdrawal for Extenuating Circumstances

    A Withdrawal for Extenuating Circumstances is an option for students who are unable to complete their coursework for an academic term due to a situation that may include, but not be limited to:

    • Death of an immediate family member
    • Traumatic and unforeseen circumstances that are considered beyond a student’s control
    • Serious mental health issue that has resulted in the student’s inability to complete academic responsibilities in a given term
    • Physical injury or illness that has resulted in the student’s inability to complete academic responsibilities in a given term

    Steps for applying, FAQs about extenuating circumstances, and forms are found at

    https:/www.uncw.edu/uc/advising/withdrawing-ext.html

    Screen shots:From SeaNet>Advisor Menu>Fostering Undergraduate Student Success>Select a Term>Enter Student’s ID
    Example of where a student’s withdrawal was for extenuating circumstances, showing the W on the transcript, but not counting towards the 16 credit hour threshold:
     
    Withdraw screenshot
    • FUSS Page:
    FUSS screenshot