Academic Policies

Credit for Work at Wheaton

The unit of credit is the semester course. One course credit (the equivalent of four semester hours of credit) is awarded upon the completion of a semester course, and up to two credits for a yearlong course. Fractional credit may be awarded for courses that involve less than a semester’s work and these fractional credits may also be divided across two semesters. These regulations govern the earning of course credits:

• At least 16 of the 32 credits must be earned in courses taken at Wheaton (“in residence”); normally these must include the last eight credits (the “senior residency requirement”). Students may, ordinarily at the time of their matriculation and before the end of their first year, seek transfer and/or advanced placement credit for work or examinations completed before enrolling at Wheaton, and all students may earn transfer credit for appropriate work completed at other regionally accredited institutions. Students planning to complete the degree requirements in fewer than eight semesters, or wishing to waive one or both semesters of the senior residency requirement, should petition the Committee on Academic Standing before they have completed 20 course credits.
• The normal semester load is four course credits (16 semester hours).  Students seeking to enroll in fewer than four credits or more than 5.5 credits must have the permission of the Committee on Academic Standing. Part-time status (fewer than three credits a semester) is only granted upon successful petition to the Committee on Academic Standing.
• At least sixteen course credits of work must be outside the field of the major.
• Both semesters of a yearlong course must be completed before final credit and a grade are earned.

Transfer Credit from Other Institutions and Programs

Wheaton College accepts transfer credits from any regionally accredited institution toward the Bachelor of Arts and Bachelor of Science degrees (B.S.N. students refer to the Nursing Student Handbook   for specific information on transfer credits), whether taught online or in person. Students can transfer up to a maximum of 16 credits from any of the four categories combined as outlined in the table below. 16 Wheaton credits are equivalent to 4 semesters of Wheaton course work. Transfer credit may be used to fulfill any optional scholars program requirement(s) under the Compass curriculum. 

Wheaton College operates on a 32-credit system. Each Wheaton credit is equivalent to 4 semester hours. The amount of credit accepted for course work taken from within other systems, therefore, will be determined by a calculation. This calculation may result in an award of fractional credit (see examples below). Also, please note that only credits transfer, not grades.                    

 *course descriptions and/or a syllabus may be requested to complete the evaluation

**reviews conducted in consultation with the appropriate Wheaton academic department chairs

• ​Since Wheaton courses are equivalent to four semester hours, ALL transfer credit is awarded credit based on a calculation.  To compute the amount of Wheaton credit that will be granted for transfer credit, the calculation is based on the total number of semester hours of credit for the bachelor’s degree at the originating institution and the number of semester hours of credit for each course.  

• The computation is as follows:
  •   # of credits at originating institution / # of credits required for a bachelor’s degree at originating institution X 32* = Number of credits awarded
    ​            
                  *(32 is the number of credits required for a Wheaton bachelor’s degree)          
     
• Example: Courses at College Z carry 3 semester hours and 120 hours are required for the bachelor’s degree at that college.  A student completes one course during the summer session for 3 semester hours at College Z.  To calculate the transfer credit that is accepted at Wheaton, divide 3 by 120 and then multiply by 32 (3/120 x 32 = 0.8 Wheaton Credit).                        

Graduation Requirements

• A student must present 32 course credits for graduation.
• A student must attain an average of 2.00 (C) for all credits earned at Wheaton to maintain good academic standing and to qualify for graduation. (Nursing students refer to the Nursing Student Handbook   for specific information academic standing)
• Among the 32 course credits presented for graduation, each student must include courses that fulfill the general requirements of the Wheaton Curriculum.  
• Each student must include among the 32 course credits presented for graduation courses that complete requirements for a major field of concentration. These are outlined in general here, but each major has its own specific requirements, which are detailed under Programs of Study by Department  . Students are expected to declare their majors by no later than the end of the fourth semester by submitting a declaration form that has been approved by the appropriate Department Chair.  This declaration form is available in WINDOW on insideWheaton.
• The major consists of a minimum of nine courses (more in some departments), at least three of which must be at the 300-level or above. Some majors require more than three advanced-level courses.
• At least half the courses in the major must be completed at Wheaton, and at least 6 course credits in the major must be among the last 16 earned (that is, normally completed in the final two years).
• A student must maintain an average of 2.00 (C) across all courses taken in the major. (Nursing students refer to the Nursing Student Handbook   for specific information on grading)

Degree Conferral Dates

Wheaton College holds one annual commencement ceremony in May, but has four degree conferral dates each year as follows:

May - degree requirements completed by end of spring semester

August - degree requirements completed by one week prior to the conferral date

October - degree requirements completed by end of summer semester

February - degree requirements completed by end of fall semester

Students completing degree requirements in the spring semester and attending the May commencement ceremony, normally receive their diplomas at the ceremony. 

Diplomas for students completing at other times of the year or those not attending the commencement ceremony will be mailed. Please be sure that your address information is up to date and accurate.

All students who have completed their degrees may participate in the commencement ceremony regardless of their degree conferral dates. 

Honors

Outstanding students may attain a variety of academic honors at Wheaton.

Dean’s List

A Dean’s List shall be compiled at the end of every semester. It shall contain the names of all those students who have completed at least three graded courses (total of 3 course credits) in that semester and whose grade point average for the semester is a GPA of 3.50 or higher.

Departmental Prizes

Students with outstanding achievements in particular areas may earn departmental prizes at Honors Convocation at the close of the academic year.

Honors in the Field of Concentration

Students may become candidates for honors in their fields of concentration at the invitation of their major departments or advisors at the end of their junior year. Candidates for honors complete at least two semesters of special or independent work beyond the usual departmental requirements and an oral examination on that work. Most students will fulfill this requirement with two semesters of senior thesis (Individual Research 500) in their senior year. Candidates must also have an average of B+ (3.33) in all courses in the major and an overall average of B (3.0). Independent majors who meet the requirements for honors will be designated Wheaton Scholars.

Latin Honors at Graduation

Students graduating under the Compass Curriculum may be granted the degree with Latin honors by completing the requirements of the Eliza Wheaton Scholars Program   AND earning the GPA designated below:

• cum laude  3.50
• magna cum laude  3.70
• summa cum laude  3.90

Honor Societies

High-ranking juniors and seniors may be elected to the Wheaton College chapter (Kappa of Massachusetts) of Phi Beta Kappa. Selected departments also nominate students to major honor societies within the discipline. Criteria vary by department.

Academic Standards

Grading

Letter grades are awarded in courses on a four-point scale as follows:

Please see “Incomplete Courses” section below for incomplete grade explanations. 

Wheaton awards grades of A+ as a commendation, but these grades award no more than 4.00 points.

In yearlong courses, a temporary grade is awarded at the end of the first semester and is replaced by a full-credit grade (most often two credits) at the end of the year. Students must complete both semesters of a yearlong course to earn a permanent grade and all credits.  

Nursing students refer to the Nursing Student Handbook  for further information on grading within the program. 

Grade/Pass/Fail

Grade/Pass/Fail is intended to encourage students to enroll in courses they might not otherwise take with minimal risk to their academic standing. Students exercising this option can set their own minimum grade for a class. If they meet or exceed that grade, they receive the grade that they earned. If they fall below the set grade (but still pass the class), they receive a “P”. Instructors are not informed that students have selected this option and will submit normal letter grades, which are then converted to “P” by the Office of the Registrar as appropriate. This grade is not computed in the GPA.  Should the student fail the course, the “F” grade is recorded and calculated in the GPA.  Departments and programs can determine whether courses receiving ‘P’ grades will count toward the major.  Department Chairs and Program Coordinators  for each program are available to review requirements. 

Students may use the G/P/F option once per semester for as many semesters as they wish until they have accumulated a total of three “P” grades on their transcript. Students may select this option up to two weeks after final registration by properly informing the Office of the Registrar. Students should not expect to be able to use this option after that deadline in order to deal with academic difficulties in a course.

In order to select this option, students should complete the G/P/F form found in WINDOW in insideWheaton.

Incomplete Courses

Beginning with the implementation of this new policy in Fall 2023, faculty may choose to award an incomplete grade due to a student experiencing exceptional extenuating circumstances only. This policy applies to all current students, regardless of class year. 

Faculty may choose to award an incomplete grade due to a student experiencing exceptional extenuating circumstances only. Examples of such circumstances include a medical emergency or a serious family crisis. An Incomplete is specifically a tool/mechanism intended to support equitable course outcomes for students who experience acute and short-term circumstances near the end of a given semester. An incomplete grade, therefore, may be awarded no sooner than 2 weeks before the end of the term, when all but a minor portion of the course work has been satisfactorily completed and the student is passing the course. The course instructor will specify precisely the nature of the work to be completed and when said work must be complete. Once an agreement is finalized, the instructor and student will complete a contract outlining the details under which the outstanding coursework will be completed. A copy of the contract will be retained by the instructor who will send a copy to the student and to the Academic Advising office. Grades of Incomplete must be accompanied by a provisional grade (e.g., IB or IC). If the student does not submit the outstanding work for the course by the deadline, the provisional grade will become the final grade. 

The deadline for replacing the incomplete with a new final grade will be at the end of the add/drop period of the subsequent semester. Any provisional incomplete grades remaining by the end of the add/drop period of the subsequent semester will automatically be converted to the provisional final grade by the Office of the Registrar. Incompletes will not be granted for summer or winter sessions. Rare exceptions may be made in cases of serious emergencies. Students on academic probation who receive incompletes are required to meet with a Student Success Advisor.

Incomplete grades will be assigned as follows:

Add/Drop Policy

Students may freely adjust their schedules during the add/drop period of each term. Matriculated students may add or drop courses via web registration during the following periods:

• 15/16 -week semester add/drop: first 10 calendar days of the term  (e.g. Fall 2023: add/drop begins August 29th, add/drop ends September 7th)

• Summer session add/drop: first 3 calendar days of the term

• Winter session add/drop: first 2 calendar days of the term

Non-matriculated students should contact the Office of the Registrar for assistance with adding and dropping courses.

Note: Full-Time students must enroll in 4 credits per term to maintain good standing progress toward degree requirements.

Course Withdrawal Policy

Students who wish to withdraw from a course after the course add/drop deadline must first meet with an academic advisor to discuss the implications of withdrawing from a course on academic progress, and attain the advisor’s approval/signature. Students will have a course “WD” (withdrawal) recorded on the transcript, and will not earn a letter grade or credit for the course.  If this action were to result in less than 4 registered courses for the term, students must petition the Committee on Academic Standing (CAS) for a reduced course-load exception.

Please refer to the academic calendar for the course withdrawal deadline. Students should regularly connect with their academic advisor when making changes to enrollments after the add/drop period to understand how these actions may impact their short and long-term academic progress, and consult with Student Financial Services (SFS) with questions on implications for financial aid.

Audit

Students may elect to audit a course (register for it without doing the work that would earn academic credit) with the permission of the instructor. Students seeking to audit a course must submit a Course Override form, signed by the instructor, to the Office of the Registrar by the audit deadline. Students may not switch a course from credit status to audit status after this deadline. The grade “AU” designates successful completion of a course as an auditor and is assigned only when the student has met the requirements of the instructor for attendance and participation as an auditor throughout the semester.

Good Standing and Normal Progress

To remain in good standing, a student must maintain at least a 2.00 (C) semester and cumulative average and maintain normal progress toward the degree. Normal progress requires that a student fall no more than two credits behind his or her class standing. Nursing students should refer to the Nursing Student Handbook  for specific information on good standing and normal progress. Class standing is defined as follows:

• Sophomore standing—8 course credits
• Junior standing—16 course credits
• Senior standing—24 course credits

Failure to meet any of these criteria could result in a range of institutional actions, from placing the student on academic probation through suspension for up to one year or academic dismissal. A student on academic probation who fails to regain good standing after one semester may be subject to suspension or dismissal by the Committee on Academic Standing. If a student demonstrates exceptionally poor academic performance, the college may suspend that student immediately, rather than first placing the student on academic probation. (For students receiving federal financial aid, please refer to the Satisfactory Academic Progress Policy in the Financial Aid section  for more specific information on the relationship between good academic standing and the aid award.)

Mid-Semester Evaluations

In their first year, student performance will be evaluated in each course at the mid-semester point; any first-year student whose work is unsatisfactory (below C level, below a C+ for Nursing students) at that time will receive a course warning, which obliges the student to meet with his or her instructor immediately. Warnings are not a part of a student’s permanent record, but provide an opportunity for students to remedy academic deficiencies at a point when positive results are still possible. Upper-class students may also receive warnings, although instructors are not required to submit warnings for these students. A student whose work is sufficiently poor as to make passing the course improbable, may be prohibited by the instructor from completing the final examination and failing in the course before the end of the semester.

Students who have been excessively absent may also receive a mid-semester excessive absence notification. A student receiving such a notice should meet immediately with the instructor to determine the impact of those absences on their grade and the probability of successful completion of the course, and to resolve any registration errors.

Students may also receive mid-semester commendations, identifying that the work they have completed, to date, is of exceptional quality. Students receiving commendations are urged to meet with their instructors and advisors to discuss further work in this area.

Academic Grievance Policy

It is the policy of Wheaton College to address student academic concerns or complaints fairly and in a timely manner. When a student has a concern about a grade given by a faculty member the department and the college have an obligation to deal with such concerns in a prompt and fair manner. Often, these complaints or concerns arise due to poor communication or misunderstandings. Whenever possible, therefore, informal procedures as outlined in Step One should be used to address the grievance. Nursing students should also refer to the Nursing Student Handbook  for additional information on grievances. 

Students can receive guidance on how to proceed with any part of the grievance process by meeting with a Student Success Advisor in Academic Advising in Kollett Hall.

Step One

When a student has a complaint about a grade based on a clear discrepancy between the grade and the course requirements as stated in the syllabus, miscalculation, or a discrepancy with a grading rubric, the student should bring the matter to the attention of the faculty member in writing within 10 days after receiving the grade, either by email or letter, to be followed if possible by a telephone or face-to-face conversation to discuss it. Upon receipt of such notification the faculty member must send a response within 10 days. If the student is not satisfied with the response, or receives no response within the 10- day period, the student is urged to contact the instructor again to request a decision. If at this point the student is not satisfied with the response, or has yet to receive one, and does not feel that they can present the concern directly to the faculty member, they may proceed to Step Two within the latter 10-day period.

Step Two

If the matter cannot be resolved through informal consultation with the faculty member, the student may take the concern or complaint in writing to the Chair of the department of the faculty member. If the complaint is against the Chair, another senior member of the department with experience as chair, selected by the Provost, will fulfill the responsibilities of the chair. If no such senior member is available, a senior member from a department in a related discipline may fulfill this role.

In all cases the chair or substitute should base their decision on clear and convincing evidence such as rubrics and other grading criteria that have been delineated in the course syllabus or other course documents, as well as on the principle that authority to determine grades through a reasonable application of such materials lies with the faculty member.

If the department chair concludes that the student’s concerns about a grade do not require further action, the chair shall issue a written statement to both parties that clearly outlines the reasons for the decision. Chairs are expected to keep records of such disputes on file.

If the department chair determines that the complaint merits further review, he or she shall separately interview the faculty member and complaining student. The Chair should render a decision and issue a report based on the evidence that he/she reviewed along with any recommendations and send a copy to the complaining student, the faculty member, and the provost. In ordinary cases it is expected that the review and written report should be completed within 20 working days of the date the complaint was filed.

Step Three

If either the aggrieved student or faculty member is dissatisfied with the Chair’s decision, they may appeal the decision to the Provost within 10 days for a final review of the matter. The appeal must be based on a perceived procedural defect in the Chair’s handling of the matter or on new evidence not available at the time of the Chair’s review. The provost shall review all the documentation that led to the Chair’s decision, along with the materials submitted by the student to the Chair. The provost shall send a copy of their decision to the student presenting the grievance, the faculty member, and the department chair. That decision shall be final and not subject to further appeal by the grieving student.

Academic Grievance Policy continued for Remote Instruction

SARA is an acronym for the State Authorization Reciprocity Agreement, which is an interstate agreement that allows colleges and universities located in a SARA member state to offer online classes in other SARA member states without needing to obtain authorization to do so from each state individually. The Commonwealth’s Department of Higher Education (DHE) serves as the Massachusetts state portal entity for SARA. Wheaton College is approved by DHE to operate under SARA in providing distance (online) education.

The Massachusetts Department of Higher Education, in its capacity as the SARA portal entity for Massachusetts, reviews and evaluates student complaints regarding distance learning programs offered by Massachusetts-based institutions that are members of SARA in accordance with 610 CMR 12.07. Complaints that should be filed as a SARA Complaint are those that pertain to distance (online) education provided by Massachusetts-based SARA institutions to students residing in other states pursuant to SARA only. Complaints about a SARA institution’s operations or activities in Massachusetts can be filed here and will be resolved pursuant to 610 CMR 2.00 or otherwise in accordance with Wheaton College’s policies.

Filing A Complaint

Wheaton College is committed to offering excellent education and student experience of the highest quality. In the event that you have a serious complaint against the College relating to distance education, students should be aware of the appropriate processes to follow. Should you have a complaint, the first step you should take is to inform the College. We want to know your concerns and would like to work with you to resolve any issues you identify. Students enrolled in online courses may submit complaints as soon as possible to Dr. Karen McCormack at provost@wheatoncollege.edu. Efforts will be made to determine the appropriate course of action, and the student will be notified within 10 days following the receipt of a complaint.

For Massachusetts Residents and Online Students Located In Non-SARA Member States And Territories 

If the attempt to resolve the complaint via internal institutional processes fails, Massachusetts residents and online students located In Non-SARA member states and territories may file a consumer complaint with the Massachusetts Attorney General’s Office (AGO) by using the consumer complaint form. The AGO consumer complaint form should be used by students who are located in:  

• Massachusetts

• Non-SARA Member States or Territories (e.g., California, Guam, etc.)

Wheaton College will not in any way retaliate against an individual who reports a perceived violation of Wheaton College policy, state, federal, or local law. Further, Wheaton College will not tolerate retaliation by any employee or student.

For Online Students Located in SARA Member States and Territories

After you have exhausted the complaint procedures made available by Wheaton College by contacting Dr. Karen McCormack at provost@wheatoncollege.edu, if your complaint has not been resolved, you may file a complaint with the DHE by using the SARA complaint form. The DHE SARA complaint form should be used by students who are located in SARA member states and territories. This includes all students who are located in SARA member states and territories for the purposes of completing out-of-state learning placements, such as internships, practica, clinical experiences, etc. in SARA member states and territories outside Massachusetts.

Additional information from the DHE’s SARA complaint website is below:

The SARA complaint process is as follows:

1. Students must first attempt to resolve their complaint using internal administrative procedures offered by the SARA institution.

2. After all administrative remedies have been exhausted with the MA-SARA institution, the student may submit a SARA Complaint via the URL below.

3. The Department shall send a copy of the complaint to the institution that is the subject of the complaint;

4. Within 30 days of the date that the Department sends a copy of the complaint to the institution, the institution must provide a written response to the student and the Department.

More information about DHE’s complaint processes can be found: DHE Complaint Policy and Process (pdf). Please note these procedures are for both academic and non-academic SARA complaints. 

Wheaton College Verification of Student Identity Policy (distance education)

All credit-bearing courses and programs offered through distance education (online) methods at Wheaton College must verify that the student who registers for a distance education course or program is the same student who participates in and completes the course or program and receives academic credit. Any of the following methods may be used for verification of identity:

1. Use of a secure login and password. Wheaton College requires all students, faculty, and staff to authenticate using a secure network account along with a complex password to access college resources, including the learning management system (Canvas). Students are required to authenticate upon logging into Canvas to access their course(s) and other systems.  Additional account protection is provided by Multi-Factor Authentication (MFA) on a number of systems. MFA adds an additional layer of security by requiring a second method of authentication, independent of the account’s password. All users with a secured network account are responsible for maintaining the security of their log-on information, including passwords and MFA devices. Sharing of log-on credentials for any purpose is not permitted.

2. Proctored activities (including exams) and other activities that require face-to- face interaction between faculty and students and minimize the possibility of academic dishonesty; and/or

3. Other technologies or practices that are effective in verifying student identification.

All methods of verifying student identity in distance education courses abide by the privacy of student information under the Family Educational Rights and Privacy Act (FERPA) of 1974, as amended. 

Any online student work, assessments or activities that are graded or contribute to a student’s grade must be submitted via a system that verifies the student’s identity as noted above.

Students must provide complete and true information. Use of any disguise or technology to conceal identity or IP addresses while accessing and/or using college resources is forbidden and considered a violation of the Wheaton College Honor Code and Community Standards. Users are responsible for any use and activity of their accounts.

Behavior or acts that violate the Student Verification Identification policy will be referred and reported to the Dean of Students Office for adjudication through the Student Conduct Process.  A responsible finding could result in the loss of privileges up to and including dismissal from the college.

Wheaton College does not charge additional fees for student identity verification. Students in an online course may be required to use a computer equipped with a web camera and headset. 

The policy applies to all credit-bearing distance courses offered by Wheaton College beginning with the admission application through to the student’s graduation, transfer, or withdrawal from the program study or college.

Background

These guidelines were designed to meet NECHE accreditation standard 4.48 and Federal requirements under Sec.  602.17(g)of the Higher Education Act of 1965.  The Code of Federal Regulations 602.17: Application of standards in reaching accreditation decisions requires institutions (g) to have methods to verify that students who register for any distance course is the same student who engages academically in the course and (h) to articulate in writing that the institution uses processes to protect student privacy and notify students of any additional fees associated with student identity verification during registration or enrollment. The Higher Education Opportunity Act requires institutions to use one of three methods to ensure a student who registers for a distance course is the student academically participating in the coursework or receives course credit:
 

• A secure log-in and passcode;

• Proctored exams; and/or

• New or emerging technologies and practices that are effective in verifying student identity

Definitions

Distance Education:

Federal Guidelines 34 CFR 600.2 define distance education as education that uses one or more of the following technologies to deliver instruction to students who are separated from the instructor or instructors and to support regular and substantive interaction between students and the instructor or instructors, either synchronously or asynchronously: (i) the internet; (ii) one- way or two-way transmissions through open broadcast, closed circuit, cable, microwave, broadband lines, fiber optics, satellite, or wireless communications devices; (iii) audio conference; or (iv) Other media used in a course in conjunction with any of the technologies listed above.

For purposes of this definition, substantive interaction is engaging students in teaching, learning, and assessment, consistent with the content under discussion, and also includes at least two of the following – (i) Providing direct instruction; (ii) Assessing or providing feedback on a student’s coursework; (iii) Providing information or responding to questions about the content of a course or competency; (iv) Facilitating a group discussion regarding the content of a course or competency; or (v) Other instructional activities approved by the institution’s or program’s accrediting agency.

Honor Code

At Wheaton, the Honor Code informs all aspects of campus life. We hold ourselves and each other to very high academic and personal standards. This mutually shared respect offers individual freedom to explore our interests and learn in an open and collaborative environment. We take great pride in our community and understand our words and actions reflect on the whole. Our Honor Code is evident in our work, our reputation and our success.

Established by students for the purpose of self-governance in 1921, The Honor Code is a commitment to the ideals of academic excellence and individual responsibility:

As members of the Wheaton community, we commit ourselves to act honestly, responsibly, and above all, with honor and integrity in all areas of campus life. We are accountable for all that we say and write. We are responsible for the academic integrity of our work. We pledge that we will not misrepresent our work nor give or receive unauthorized aid. We commit ourselves to behave in a manner which demonstrates concern for the personal dignity, rights and freedoms of all members of the community. We are respectful of college property and the property of others. We will not tolerate a lack of respect for these values.

Credit Hour Policy

This policy makes explicit the relationship between the credits assigned to an individual course and the expected work of a student completing that course, in compliance with applicable government regulations and accreditation standards. The policy applies to all credit-bearing academic courses.

For courses offered during a typical 15 or 16-week semester, the combination of scheduled instructor contact and student effort must be equivalent to at least 3 hours per week per credit hour. These guidelines are adjusted accordingly a) for shorter courses, b) as directed by external agencies such as specialized accreditors, or c) as warranted by the standards of the discipline. 

Credit assignment should be based on course-related activities regardless of how or where they take place (including online). Course-related activities are required to contribute materially to achievement of course objectives or program learning outcomes as verified by evidence of student achievement. Credit assignments may also consider the intensity of engagement with the faculty or subject matter, student responsibility for learning outcomes, and course-related learning taking place outside the classroom, including online. 

This policy provides definitions that help to ensure a measure of  consistency in the assignment of academic credit across all disciplines, while expecting that oversight of credit assignment rests with the faculty and academic administrators. 

Wheaton College’s unit of credit is the semester course. The typical undergraduate degree program requires completion of 32 course units.

Course Completion Requirements

Course Registration

Students register for courses online using our web-based system known as WINDOW. Recognizing the importance of the faculty/staff advising relationship, every student must meet with their faculty advisor in each advising period preceding course selection week. Advisors provide their advisees with advising PINs which are required for the student to access web registration. Students not registered or improperly registered may not receive credit for their work.

Students may freely adjust their schedules during the add/drop period of each term within the first 10 calendar days of the term for a 15/16 week semester, the first 3 calendar days of the term for summer session, and the first 2 calendar days of the term for winter session. Specific deadlines for choosing the grade/pass/fail grading option and withdrawing from a course are published in the college academic calendar.  

Repeating a Course

A course for which a student earned credit and a grade of C- or below may be repeated once without prior approval.  A course for which a grade of F is earned may be repeated until passed. The original course and grade remain on the transcript, but the higher grade will be used to calculate the cumulative GPA, and will appear on the record. Credit for the course will only be granted once. Repeated courses must be taken for a standard letter grade, and may not be taken pass/fail.  No more than one course for which a passing grade was previously earned may be repeated in a semester. 

Students must meet with an academic advisor to discuss the reasons for repeating the course, and to ensure it is in their best academic interest to do so. When repeating a course for which credit was previously earned, students must take a minimum of 3 credits in order to maintain full-time status.  It is the student’s responsibility to consult with Student Financial Services (SFS) to determine how repeating a course may affect their financial aid.

Nursing students should refer to the Nursing Student Handbook  section of the Catalog for specific nursing course repeat policy. 

Integrity of Academic Work

All work submitted for evaluation in a course must be completed in accordance with the standards of academic integrity in the college’s Honor Code. All dependence on the ideas or language of others in a student’s written work must be properly acknowledged and documented; students should consult their instructors whenever they are unsure of their responsibilities toward the Honor Code. The code also means that a student may not give or receive aid in completing laboratory assignments, computer programs or other work assigned in courses. The Honor Code also precludes a student from submitting the same assignment in two or more classes.

Examinations and quizzes are normally unproctored—completed without faculty present. Students are on their honor to refrain from giving or receiving aid during an exam or quiz, and are obliged by the Honor Code to report any allegations of academic dishonesty, either to the College Hearing Board chair or the dean of students’ office.

Students are required to acknowledge in writing the integrity of all work submitted and all exams or quizzes completed.

Class Attendance

Students are expected to attend classes regularly and are responsible for all work conducted or assigned in classes they miss. Individual instructors may set individualized attendance policies and enforce them. In certain classes, it may not be possible to pass the course once a student exceeds the number of allowed absences, no matter how valid the reasons for the absences. Accommodations for students who have missed classes, examinations or quizzes, labs, or deadlines for written work will be made only at the discretion of the instructor, who may require the student to have medical or other external confirmation that the accommodation is justified by circumstances beyond the student’s control.  Nursing students please also refer to the Nursing Student Handbook  for additional information on class attendance.

Student Absence Due to Religious Holiday Observance:

Massachusetts law and Wheaton College require faculty and staff to accommodate students who are absent due to religious observance and to provide them with a reasonable opportunity to make up an examination, study, or work requirement missed due to their religious observance, if such accommodation does not create an unreasonable burden.

Massachusetts General Laws Chapter 151C, Section 2B, states:

Any student in an educational or vocational training institution, other than a religious or denominational educational or vocational training institution, who is unable, because of his religious beliefs, to attend classes or to participate in any examination, study, or work requirement on a particular day shall be excused from any such examination or study or work requirement, and shall be provided with an opportunity to make up such examination, study, or work requirement which he may have missed because of such absence on any particular day; provided, however, that such makeup examination or work shall not create an unreasonable burden upon such school. No fees of any kind shall be charged by the institution for making available to the said student such opportunity. No adverse or prejudicial effects shall result to any student because of his availing himself of the provisions of this section.

Absence Policy

If a Wheaton student is unable to attend a class, due to illness and or emergency, their responsibility is to contact the faculty member directly as soon as possible.  While, in some cases (e.g. sudden illness, serious injury, etc.)  it may not be possible to make contact before class, there is no excuse for not communicating directly with your professor via Email, voice-mail, etc. as soon as possible.  Students are responsible adults and will be treated as such. If you are requesting an excused absence, your professor may require a note from a medical provider or other documentation of the extenuating circumstances. Be advised that the Health Center will not generally provide notes. You are allowed to grant permission to the Health Center (if that is where your medical care took place) to confirm to your professor(s) that you were seen there. If you will be out of class/away from campus for several days, you are still responsible for contacting all appropriate faculty members.

Final Exams

Students normally complete their final exams during the week following the last week of classes. Faculty may substitute a final research paper or some other project in lieu of an examination.

Pre-scheduled exams are offered by the instructor during the final examination time associated with that class as published by the Office of the Registrar each semester. Once a student’s registration in a class is final, he or she should identify any pre-scheduled final exam times prior to making any end-of-semester travel arrangements. Please note: The college cannot reschedule exams to accommodate family plans or holiday travel. The exam schedule is available at the beginning of each semester. Incompletes (I) may be granted only in accordance with the Incomplete Policy.

Leave of Absence

• Personal Leave of Absence: A student may petition the College for a Personal Leave of Absence for any reason other than a medical reason. Such a leave may be granted for up to two academic years (four semesters). Students wishing to petition for a Personal Leave of Absence should work with the Academic Advising Office in the Filene Center. It is the student’s responsibility to communicate with the Academic Advising Office regarding their plans to return from a Personal Leave of Absence; this includes communicating regarding extending a Personal Leave of Absence.  
• Medical Leave of Absence: A student may petition the College for a Medical Leave of Absence to tend to medical issues, including but not limited to physical health, mental health, or substance use challenges that impact their ability to be successful. Such a leave may be granted for up to two academic years (four semesters). Students wishing to petition for a Medical Leave of Absence should work with the Academic Advising Office in the Filene Center and the Dean of Students Office. It is the student’s responsibility to communicate with the Academic Advising Office and the Dean of Students Office regarding their plans to return from a Medical Leave of Absence; this includes communicating regarding extending a Medical Leave of Absence.
• Involuntary Medical Leave of Absence: The College is committed to the safety and well-being of its community members and to enabling all enrolled students to participate fully in the life of the College. While the College offers resources, support services, and accommodations to address the physical and mental health needs of students, there may be times when the College is not able to provide the level of care the student needs and will need to initiate an Involuntary Medical Leave of Absence of a student due to significant concerns regarding the well-being and/or safety of the individual student, other students, or the College community. In those situations, the College will first work with the student to see if they are willing to take a voluntary Medical Leave of Absence. If the student refuses or is unable to agree with the College’s offer to take a voluntary Medical Leave of Absence, the College will only place a student on an Involuntary Medical Leave of Absence after: (1) conducting an individualized assessment of the student based on the best available evidence; (2) considering the availability of reasonable alternatives; and, (3) offering the student the option of taking a voluntary Medical Leave of Absence.

Process for initiating a Personal Leave of Absence and Voluntary Medical Leave of Absence

Initial Considerations

Students are encouraged to consider for themselves whether a voluntary leave of absence is appropriate for their current situation. Students are encouraged to consult with the Academic Advising Office to determine what type of voluntary leave (Personal or Medical) would be appropriate given their individual situation. 

Taking a leave of absence may impact a student’s financial aid package. Students are encouraged to consult with Student Financial Services prior to seeking a leave of absence to discuss the potential impact(s) of such a leave.

For international students, taking a leave of absence may impact your visa status. International students are encouraged to consult with the Center for Global Education prior to seeking a leave of absence to discuss the potential impact(s) of such a leave.

For students in the Nursing Program, taking a leave of absence may have implications for their participation in the Nursing Program. Students in the Nursing Program are encouraged to consult with the Dean of Nursing before taking a leave of absence to discuss the potential impact(s) of such a leave.

Procedure

A student seeking to take a Personal Leave of Absence or a Medical Leave of Absence must submit the LOA/Withdrawal form and await follow-up communication from the Academic Advising Office in the Filene Center or the Dean of Students Office. 

A student may seek to take a Personal Leave of Absence or a Medical Leave of Absence at any time during the semester: 

• If such leave begins after classes have started but before the add/drop deadline for the semester, the classes will be dropped and will not appear on the student’s transcript. 

• If such leave begins after classes have started and after the add/drop deadline for the semester, the student will be withdrawn from the courses and will receive “WDs” on their transcript.

Procedures Applicable to Involuntary Leave of Absence

The Dean of Students Office will consult the College’s Behavioral Intervention Team to conduct an individualized assessment of a student and their situation before making a decision to place a student on an Involuntary Medical Leave of Absence. The individualized assessment will include, but not be limited to: (a) consulting with the student; (b) consulting with pertinent College staff, including but not limited to: the Associate Dean for Health and Wellness & Director of Counseling Center, the Dean of Advising, the Director of Accessibility Services, and the Dean of Students; (c) considering the best available evidence including but not limited to information provided by the student’s treating physician(s) and/or mental health provider(s); and (d) considering the availability of reasonable alternatives.

The Dean of Students Office will provide the student a written correspondence explaining the reasons for the Involuntary Medical Leave of Absence. The student may submit a written appeal to the Dean of Students within ten calendar days. The Dean of Students will consider the appeal and issue a final decision.  

Expectations While on Leave

While on a Personal Leave of Absence, a Medical Leave of Absence, or an Involuntary Medical Leave of Absence, a student: 

• cannot remain on campus and must remove all belongings from campus within 48 hours of the start of the leave. 

• cannot take courses at the College or another college or university without obtaining prior approval from the College. Students are encouraged to work with the Office of Advising to discuss these options during their leave of absence. 

• cannot participate in campus activities or extracurricular activities (e.g., clubs, sports, etc.).

While students on leave may visit campus as a guest and use facilities open to the public, students on leave are not permitted to enter residence halls or spend the night with peers on campus who are active students unless they are registered as a guest of a student. The general expectation is that students on leave will be away from campus during their leave.

Process for Requesting to Return from Leave of Absence      

The College expects all students who are on any type of leave of absence to maintain communication with the Academic Advising Office or the Dean of Students Office regarding their intentions of returning to the College. In order to request to return to the College from any leave of absence, a student must submit a request form. Requests to return for Fall semester are due by August 1; requests to return for Spring semester are due by December 1. 

With regard to voluntary Medical Leaves of Absence and Involuntary Medical Leaves of Absence, a student must submit the following information/documentation to the Dean of Students Office: 

1. a summary of the student’s diagnoses; 

2. Treatment type and frequency received during time away from the college

3. Current functioning and readiness to return to Wheaton including providing information regarding participating in our academic program and residential life/environment of the college (if you will be residing in college housing)

4. Plan for care upon return to campus and any contingencies (such as continued therapy, medication management etc.), and 

5. an authorization for the College to communicate with the student’s current treating physician(s) and/or mental health provider(s). 

Following receipt of this documentation, the student will need to schedule a time to meet with a member of the Dean of Students Office to discuss what was accomplished on their leave and what their plan is for their return to campus. The Medical Leave of Absence Committee - consisting of members of the Dean of Students Office, Office of Academic Advising, and Offices of Health and Counseling - will then review this information in its entirety to render a decision on the request to return. 

The Dean of Students Office will provide students returning from any leave of absence with a written correspondence of whether their petition to return from leave has been approved. Students may not return from a leave of absence until they have received a written correspondence approving their return to campus. Students returning from a voluntary Medical Leave of Absence or an Involuntary Medical Leave of Absence agree to follow the current treatment plan recommended by their treating physician(s) and/or mental health provider(s); failure to abide by such plans may result in a refusal of a request to return to campus or an Involuntary Medical Leave of Absence.   

A student not granted permission to return to campus may appeal the decision to the Dean of Students.

Withdrawals

A student may permanently withdraw from the College at any time for any reason. A student who plans to withdraw from the College permanently should complete the withdrawal form via the Academic Advising Office or the Dean of Students Office. If, after withdrawing from the College, the student wishes to return to the College, the student may apply for readmission through the Committee on Academic Standing.

Suspensions or Dismissal

If a student does not meet academic standards through the process of Academic Review following each semester, they may be placed on Academic Suspension or Academic Dismissal status by the Committee on Academic Standing.  Please refer to the policy. 

A student may be placed on College Suspension or College Dismissal as the result of the Student Conduct Process. Please refer to the Community Standards and Student Conduct Process for more information. Students who are suspended or dismissed during a semester will be withdrawn from all of their current courses and are liable for the tuition and fees of the current semester. 

Family Educational Rights and Privacy Act of 1974 (FERPA)

Scope of FERPA

The Family Educational Rights and Privacy Act (FERPA) affords Wheaton College (the “College”) students certain rights with respect to their Education Records.  The term “Education Records” means those records that are:

1. directly related to a student; and
2. maintained by the College or by a party acting for the College. 

Generally, Education Records of a student will be maintained by the Office of Registrar (the “Registrar”), the Filene Center for Academic Advising and Career Services, the Office of Student Financial Services, the Dean of Students Office and the department of the student’s major field of study.

The term “Education Records” does not include:

1. Records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record.
2. Records of the law enforcement unit of the College that are created for a law enforcement unit and law enforcement purpose.
3. Records relating to an individual who is employed by the College, that:

1. are made and maintained in the normal course of business;
2. relate exclusively to the individual in that individual’s capacity as an employee; and
3. are not available for use for any other purpose. (Records relating to an individual in attendance at the College who is employed as a result of their status as a student are education records.)

4. Records on a student who is 18 years of age or older, or is attending the College, that are:

1. Made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting in his or her professional capacity or assisting in a paraprofessional capacity;
2. Made, maintained, or used only in connection with treatment of the student; and
3. Disclosed only to individuals providing the treatment. For the purpose of this definition, “treatment” does not include remedial educational activities or activities that are part of the program of instruction at the College.

5. Records created or received by the College after an individual is no longer a student in attendance and that are not directly related to the individual’s attendance as a student. 
6. Grades on peer-graded papers before they are collected and recorded by a teacher.

Student Rights

Student rights with respect to Education Records include:

1. The right to inspect and review the student’s Education Records within 45 days after the day the College receives a request for access. To request access, a student should submit to the Registrar a written request that identifies the Education Record(s) the student wishes to inspect.  If the records are not maintained by the Registrar, it will coordinate with other College offices as necessary to make arrangements for access and notify the student of the time and place where the records may be inspected.
   1. A student will ordinarily not be provided with copies of any part of the student’s record other than the transcript, unless the inability to obtain copies would effectively prevent the student from exercising the right to inspect and review the student’s education records. In cases where copies will be provided, the department or office of the College maintaining the record in question may impose a charge for making such copies at such uniform rates as it shall determine.
   2. In general, a student may have access to confidential letters and statements of recommendation which have been generated since the student’s matriculation at the College and which are part of the student’s education records. This right, however, does not apply to such letters and statements placed in the student’s education records prior to January 1, 1975, if such letters and statements are not used for purposes other than those for which they were specifically intended. A student may, by signing a written waiver, relinquish the student’s right to inspect confidential recommendations placed in the student’s education records on or after January 1, 1975, respecting (1) admission to any educational institution; (2) an application for employment; or (3) the receipt of an honor or honorary recognition. In no case will any student be required by the College to waive a right to access of confidential recommendations.
2. The right to request amendment of the student’s Education Records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.  A student who wishes to ask the College to amend a record should write the College official responsible for the record, clearly identifying the part of the record the student wants changed and specify why it should be changed.  If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s right to a hearing re­garding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to provide written consent before the College discloses personally identifiable information (“PII”) from the student’s Education Records, except to the extent that FERPA authorizes disclosure without consent.

• The College discloses Education Records without a student’s prior written consent under the FERPA exception for disclosure to College officials with legitimate educational interests. College officials typically include persons employed by the College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); persons serving on the board of trustees; or students serving on an official committee, such as a disciplinary or grievance committee. A College official also may include a volunteer or contractor outside of the College who performs an institutional service of function for which the College would otherwise use its own employees and who is under the direct control of the College with respect to the use and maintenance of PII from Education Records, such as an attorney, auditor, or collection agent or a student volunteering to assist another College official in performing his or her tasks. A College official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the College.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC  20202

Disclosure to Others

FERPA permits the disclosure of PII from students’ Education Records, without consent of the student, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations.

Except for: (1) disclosures to College officials; (2) disclosures related to some judicial orders or lawfully issued subpoenas; (3) disclosures of directory information; and (4) disclosures to the student, § 99.32 of FERPA regulations requires the institution to record the disclosure. Students have a right to inspect and review the record of disclosures.

The College may, without obtaining prior written consent of students, disclose information from Education Records, including PII:

• To other College officials, including teachers, within the College who the College has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the College has outsourced institutional services or functions, provided that the conditions listed in § 99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(3) are met. (§ 99.31(a)(1))
• To officials of another institution where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer.  Subject to the requirements of § 99.34. (§ 99.31(a)(2)).  The College will forward such records on request or when the disclosure is initiated by the student. However, with regard to disciplinary matters, the College will disclose only information related to discipline for conduct that posed a significant risk to the safety or well-being of that student, other students, or other members of the College community.
• To authorized representatives of the U. S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§ 99.31(a)(3) and 99.35)
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§ 99.31(a)(4))
• To organizations conducting studies for, or on behalf of, the College, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§ 99.31(a)(6))
• To accrediting organizations to carry out their accrediting functions. (§ 99.31(a)(7))
• To parents of a student if the student is a dependent for IRS tax purposes (§ 99.31(a)(8)) and where a serious circumstance warrants parental notification, such circumstances may include: (1) a health or safety emergency; (2) an action taken by the College Committee on Academic Standing; (3) an action taken by the Office of the Dean of Students or College Hearing Board; or (4) the receipt of an award.
• To comply with a judicial order or lawfully issued subpoena. (§ 99.31(a)(9))
• To appropriate parties, including parents, in connection with a health or safety emergency, subject to § 99.36. (§ 99.31(a)(10))
• When the information shared has been designated by the College as “directory information” under § 99.37. (§ 99.31(a)(11))
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of § 99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§ 99.31(a)(13))
• To the general public, the final results of a disciplinary proceeding, subject to the requirements of § 99.39, if the College determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the College’s rules or policies with respect to the allegation made against him or her. (§ 99.31(a)(14))
• To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the College, governing the use or possession of alcohol or a controlled substance if the College determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))

Directory Information

The College may release “directory information” with respect to a student without the student’s consent. The College is required to give notice of the categories of information which it will treat as “directory information.” Accordingly, the College hereby gives notice that it has designated the following categories of information as directory information with respect to each student:

• name, local and permanent address, and telephone listing;
• date and place of birth;
• major field of study;
• participation in officially recognized activities and sports;
• weight and height of members of athletic teams;
• photographic and digital images;
• dates of attendance at Wheaton;
• enrollment status;
• degrees conferred, awards received, other honors and their dates; and
• other educational institutions attended.

A student in attendance at the College has the right to have directory information withheld from the public if they so desire. Each student who wants all directory information to be withheld shall so indicate by completing a form which can be obtained from the Office of the Registrar. It is important to note that such requests must be made within the first 15 days of any semester.

Release with Student Consent

Upon written consent or request by a student, the College may release information from the student’s Education Record to third parties.  A student should submit to the Registrar a written request that identifies the Education Record(s) the student wishes to transfer.  If the records are not maintained by the Registrar, it will coordinate with other College offices as necessary to make arrangements for release.  The College may impose a charge for copying a student’s records in connection with such a release.

Solomon Amendment (Release of Information for Military Recruitment)

The Solomon Amendment is a federal law that allows military recruiters to access some address, biographical and academic program information on students age 17 and older.

The U.S. Department of Education has determined the Solomon Amendment supersedes most elements of FERPA. An institution is therefore obligated to release data included in the list of “student recruiting infor­mation,” which may or may not match Wheaton’s FERPA directory information list. However, if the student has submitted a request through Wheaton’s Office of the Registrar to restrict the release of their directory information, then no information from the student’s education record will be released under the Solomon Amendment.

Definition - “Student Recruitment Information” or “Solomon Information”

1. Name
2. Address
3. Telephone
4. Age or date of birth
5. Place of birth
6. Level of education (e.g., first-year, sophomore, or degree awarded for recent graduate)
7. Academic major
8. Degrees received
9. Educational institution in which the student was most recently enrolled

Procedure for Releasing Information to Military Recruiter

1. Under the Solomon amendment, information will be released for military recruitment purposes only. The military recruiters may request student recruitment information once each semester for each of the 12 eligible units within the five branches of the service:
2. The request should be submitted in writing on letterhead clearly identifying the unit of service requesting the student recruitment information.
3. The request should specify whether the information needed is for the current or previous semester.​