Policies, Records and Grades

Graduation and Certificate Completion

Graduation, including certificate completion, is an educational milestone for students, recognizing and celebrating years of hard work.

The commencement ceremony, for degree and diploma candidates, is held on the WCTC campus in the Service Building. Detailed information is sent to students April 1 (spring graduation) and November 1 (winter graduation). The commencement program booklet goes to print on April 14 (spring) and November 1 (fall); students who have applied at that time are included in the booklet.

May Spring Graduation

Apply now. (see below)

Graduating in Summer, but want to attend the May Ceremony

Apply for May graduation. Reply to the email that you receive after you submit your application. (Let us know that you’re finishing in summer.)

December Fall Graduation

Did you complete all of your coursework in fall, 2013, but didn’t apply to graduate? Let us know.

Summer Graduation

Apply beginning July 1st.

How to Apply for Graduation

  • Log in to My Account (OIS)
  • Choose the first link, "Admissions, Registration"
  • Choose "Student Records"
  • Choose "Apply for Graduation"

How to Apply for Graduation from a prior term

  • Email us. Include your name at the time of attendance and date of birth.
  • We’ll respond within 24 business hours.

How to Order a Diploma/Certificate from a prior term

  • Contact Registration (262.691.5578 – choose option 1).
  • We will take your order over the phone. Have your credit card ready.
  • Diploma cost - $20
  • Certificate cost - $12
  • We use a third party vendor; shipping times vary

Commencement Dates

  • Spring commencement is held in May
  • Fall commencement is held in December

Check the College Calendar for specific dates.

Graduation Fees

  • For those participating in the ceremony: the cost of the cap, gown and diploma is $38.
  • For those who choose not to participate in the ceremony, diploma and certificate fees:
    • Associate degree diploma - $20
    • Technical diploma - $20
    • WCTC technical certificate - $12
  • Information on graduation fees will be sent to students via their WCTC email account. Fees are due three-four weeks prior to commencement. Please note: Effective Jan. 2, 2013, advanced technical certificate (ATC) and certificate-only students will not attend commencement.

Honors and Recognition

President's Honor List

The President's Honor List is compiled at the end of each fall and spring semester. It contains the names of students whose grade point average is 3.5 or above, based on a 4.0 scale, and complete a minimum of 12 credits per semester.

Significance of the Gold Cord

The gold cord, which is worn on the gown or cap, signifies "graduation with honors or distinction."

  • Completion of all program course requirements and an overall grade point average of 3.5 or above, based on a 4.0 scale, will result in graduation with honors.
  • Completion of all program course requirements with a grade point average of 3.85 or above will result in graduation with distinction.
  • Honors status for the commencement ceremony program is based on the GPA held at the time of the semester in which a student plans to graduate. A final graduation audit will be performed on all coursework completed once all grades are posted.
  • Certificates are not eligible for honors.

Academic Standing

Standards for Academic Success

The WCTC Standards for Academic Success define the requirements students must meet to maintain satisfactory academic progress. These standards also establish a formal process to identify, notify and provide assistance to students who fall below academic standards.

Academic Standing

WCTC calculates a student's academic standing after the end of the fall semester and the end of the spring semester. This calculation includes:

  • Semester grade point average (GPA) based on coursework completed at WCTC during the semester being evaluated.
  • Cumulative GPA based on all coursework completed at WCTC.

To remain in good academic standing, a student must maintain:

  • Minimum 2.0 Semester GPA
  • Minimum 2.0 Cumulative GPA

A passing grade is required in each program course and a minimum cumulative grade point average of 2.0 is required to meet graduation requirements in certificate, associate degree and technical diploma programs. Additional individual program requirements must be met for graduation. This may include a minimum of 2.0 course grade in certain courses as well as the cumulative GPA requirements. Students should contact their advisor for specific information regarding course and program GPA requirements.

Those who fail to meet the above requirements for good academic standing will be subject to academic warning, followed by academic probation and finally dismissal.

Grades

Grades are based upon achievement of course objectives. All credits are based on semester hours. The following grades are used in calculating both the semester and cumulative grade point average as hours attempted and earned.

(It is the responsibility of a student to drop or withdraw from a course for personal or academic reasons. A grade will be issued to students who fail to drop or withdraw from a course.)

Grade % Value Pt Value
A 95-100 4.00
A- 93-94 3.67
B+ 91-92 3.33
B 87-90 3.00
B- 85-86 2.67
C+ 83-84 2.33
C 79-82 2.00
C- 77-78 1.67
D+ 75-76 1.33
D 72-74 1.00
D- 70-71 0.67
F 69/Below 0.00

The following are included in hours attempted, but not earned:

Administrative Withdrawal (AW)

The college reserves the right to withdraw a student from a course for policy violations or extenuating circumstances. Those expelled will receive the "AW" grade for all credit courses or a "NG" grade for all non-credit courses. "AW" and "NG" grades will appear on a transcript. Refunds will be issued at the discretion of the college.

Withdrawal (W)

After the refund period, a student may withdraw from a course up to 80 percent of the course duration. A withdrawal (W) will appear on the academic transcript. The "W" grade is not included in the GPA and is not counted in credits earned toward graduation. Students who withdraw after the refund period are fully responsible for tuition and fees. Instructors will not initiate a student-requested withdrawal. An instructor may withdraw a student, up to 80 percent of course duration, for violation of course policy. An instructor will assign a "W." After 80 percent of course duration, a letter grade other than a "W" will be assigned.

Incomplete (I)

This may be assigned after the majority of course requirements are fulfilled, but circumstances beyond the student's control prevent course completion. The student (who must be passing the course) is allowed to complete the course the following semester (except summer). Faculty may approve or disapprove the request, and it is the responsibility of the student to make arrangements to fulfill all course requirements. The student must be able to complete the course with minimal intervention from the instructor.

Failure to make such arrangements and complete the requirements will result in a failing (F) grade. Those with a recorded incomplete for a course will not be eligible for honors recognition until complete grade records have been submitted. This grade may affect the student's ability to receive financial aid and/or the academic progress requirements of a financial aid award.

Not included in hours earned or attempted:

Course Audit

Only credit courses may be audited; students receive AU as a final grade. Audit students may attend class, but are not required to take examinations; they do not receive credit for the class. Tuition and fees are assessed. An audited course appears on the student's record with the grade AU and it does not count toward a degree or diploma.

To audit a course, an agreement is made between the student and the instructor. Students may elect to change from credit to audit if they adhere to the following guidelines:

  • Students may audit a course, with the consent of the instructor, during the first 50% of the semester.
  • After 50% of course duration, students may audit if they are passing the course.
  • Audit students, who wish to withdraw from a course, must contact Registration to withdraw.
  • Students must adhere to the WCTC drop policy and 80% course completion rules.
  • Students must adhere to all rules and regulations regarding attendance.
  • Audit students may not, at a later date, change to credit status.
  • Auditing a course may affect your financial aid status

Mid-Term Status

Beginning in fall 2013, students in 16-week, credit classes will receive mid-term status reports during week six:

  • Pass – The student has a “C” or higher at the six-week point
  • NoPass – The student has below a “C” at the six-week point

Students should see their instructors with questions regarding the calculation and criteria for mid-term status reports.

Mid-term grades do not appear on a transcript and are not included in hours attempted, or earned.

Non-credit/Continuing Education Classes

  • Continuing Education Classesreport either Satisfactory (S) or Unsatisfactory (U). Attendance is recorded in all courses at the conclusion of the second week.
  • Non-credit courses report only a No Grade (NG).

Grade Point Average (GPA)

The grade point average (GPA) at the end of any semester is the total number of grade points divided by the total number of credits earned. If a course is repeated, the highest grade achieved and grade points, if any, will be recorded, and the grade and any grade points will be counted in determining the eligibility for graduation. Students who repeat a course may experience an adjustment in GPA in a prior term, based on include/exclude rules.

Access to Student Records

The Family Educational Rights and Privacy Act (FERPA) is a Federal law that protects the privacy of student education records. The law allows students the right to:

  • Review their records.
  • Have their records amended.
  • Privacy of their educational records.

While there are some exceptions, a student's consent is required prior to the disclosure of education records.

Directory information, however, may be disclosed without consent from the student. WCTC defines the following as directory information:

  • Student's name, age and date of birth
  • Address, telephone number(s) and email address(es)
  • WCTC ID number
  • Citizenship
  • Residence status
  • Name, address, telephone of parent/guardian/spouse
  • Dates of attendance and academic/non-academic year in college
  • Enrollment (full- or part-time status) and academic program
  • Most recent educational agency or institution attended
  • Degree status and date conferred
  • Honors and awards received
  • Participation in officially recognized activities

Students have the right to request non-release of directory information. Students must complete a Privacy Request Form. The college will honor this request until the student revokes it in writing with the Rescind Privacy Request Form.

Please consider carefully the consequences of any decision to withhold directory information; requests from prospective colleges and employers will be refused.

Identity Theft Prevention Program

The Federal Trade Commission's Fair and Accurate Credit Transactions Act created the Red Flags Rule. This regulation requires the college to have an identity theft prevention program designed to detect, prevent and mitigate identity theft in connection with opening a covered account or existing covered account and to provide administration of the program. The college's program will:

  • Identify relevant red flags for covered accounts it offers or maintains and incorporate those red flags into the program.
  • Detect red flags that have been incorporated into the program.
  • Respond appropriately to any red flags that are detected to prevent and mitigate identity theft.
  • Ensure the program is updated periodically to reflect changes in risks to students and to the safety and soundness of the creditor from identity theft.