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Office of the Registrar
Records and Registration
The Registrar’s Office is responsible for the maintenance of educational records at Western New Mexico University. Records include, but are not limited to, student transcripts and faculty grade reports. The academic folders for students are also maintained by the Registrar’s Office. These folders are maintained for a minimum of five years after a student last attends and then are destroyed.
Access to, and Confidentiality of Records
As electronic data and on-line systems make student data more readily available on campus, the issue of who legally and ethically should have access to the data presents itself. The following reflects the Western New Mexico University policy regarding access to student data:
1. The University permits the release of a student’s records to school officials at the university who have a legitimate educational interest in the student;
A school official is defined as a person employed by the institution in an administrative, supervisory, and academic, research, or support staff position. Also, included are persons under contract to the institution to perform a special task, such as an attorney or an auditor;
A school official is determined to have a legitimate educational interest if the information requested is necessary for that official to perform appropriate tasks that are specified in his/her position description or by a contract agreement or to perform a task related to a student’s education or a task related to the discipline of the student or if they are involved in providing a service relating to the student or the student’s family such as health care, job placement or financial aid;
2. Students can access their own data for informational purposes. This policy does not override other policies which require students to follow specific procedures to obtain their data i.e., transcript requests, student records folder review, etc.
In order to assist faculty and staff in interpreting this policy, the following guidelines are presented:
· A student’s advisor can access the academic information required to provide accurate and effective academic advisement. The advisor may not release the information to a third party. The information is for the purposes of working with the student only;
· An instructor may access the record of a student to determine if the student has the proper prerequisites as stated in the course schedule or catalog for the course they are teaching. The information may not be released to a third party;
· Administrative and support staff assigned responsibilities for working with students in general may access the data appropriate to perform their job in an accurate and effective manner;
· Because of the nature of the student information database (BANNER), faculty and staff may have the capability of accessing data on students who are not assigned to them as advisees. In order to be in compliance with privacy regulations, data retrieval should be restricted to advisee’s information only or as stated in number 2 above. If in talking with a student, he/she gives consent to the review of his/her records by the faculty or staff member, the member may review the records in the student’s presence;
· Directory information may be released without the student’s written consent unless the student has requested that directory information be withheld. A form may be obtained at the Registrar’s Office. Directory information includes name, major field of study, participation in officially recognized activities and sports, date of attendance, degrees and awards received, most recent previous educational agency or institution attended by student, and weight and height of members of athletic teams;
· A record is kept of all persons (except WNMU faculty and staff) who are given access to a student’s records without written authorization from the student.
The “Class Schedule’’ is the official publication of the Registrar’s Office each semester. The schedule lists the semester’s course offerings, dates, times, places, and procedures for registration, along with other important information relating to the semester. Refer to the Class Schedule for up-to-date information each semester.
Once registered, students may change their schedules according to published procedures and deadlines. Procedures and exact deadlines may be found at http://fuse. wnmu.edu:8080/webtm/sched.jsp should be referred to by students. The following refers to regular semester courses:
Add or Change - Students may add courses or change sections only through 6.25% of the course (Example: For a 16 week course the end of the first week). Procedures and exact deadlines are published in the Schedule of Classes and should be referred to by students. Beginning the first week of class instructor permission is required to add a course or change sections. For tuition costs, see the “Student Expenses” section of the catalog.
Completion of Courses - Students are responsible for completion of all courses in which they are enrolled. Changes in enrollment must be officially recorded on WNMU records. A student not following proper course or WNMU withdrawal procedures will receive a failing grade and will be subject to tuition and fees associated with the course.
1. A student may drop a course or courses, without a grade, through 6.25% of the course (Example: For a 16 week course the end of the first week). Students are not required to obtain the Instructor permission/advisor to drop a course or courses during the first week. Procedures and exact deadlines are published in the Schedule of Classes and should be referred to by students. (Note: If a student is dropping to zero credit hours, a Complete Withdrawal must be completed. See section on “Withdrawal” below.) For the tuition refund policy, see the "Student Expenses" section of the catalog.
2. An instructor may drop a student from the class roll, without a grade, through 6.25% of the course (Example: For a 16 week course the end of the first week) when the student accumulates unexcused absences in excess of the number of credit hours offered for the course.
3. An instructor may drop a student from the class rolls, through 6.25% of the course (Example: For a 16 week course the end of the first week) when the student has not fulfilled the prerequisite for the course.
1. A student may withdraw from a course, with a grade of “W”, after the first week (6.25%) of the semester through the eleventh week (68.75%) of the semester (Example: for a 16 week course the beginning of the second week). Grades of “W” are not computed in the grade point average.
2. An instructor may withdraw a student from the class rolls, with a grade of “W” for non-attendance, after the first week of the semester, through the eleventh week (68.75%) of the semester.
3. A student may withdraw from all courses through the 11th week of class with grades of “W” unless grades have already been earned and assigned. A student who is withdrawing from all courses must do so by logging into their Mustang Express Account. The Complete Withdrawal link is under the Student Services tab. (See Complete Withdrawal from WNMU in the "Student Expenses or First-Year Experience Office" sections of this catalog).
1. A student found insufficiently prepared to complete a course may be transferred to a lower level course in the same discipline prior to the completion of the first week upon the recommendation of the course instructor and with the approval of the receiving instructor.
2. Any student attending under Veterans’ Educational Assistance must immediately notify the Veteran’s Certifying Officer in the Registrar’s Office if making course changes which affect benefits.
Grading Option Changes
Changes in grading options (audit to grade or grade to audit) must be made during the first eight weeks. Grading option is indicated at the time of registration. The change is processed at the Registrar’s Office. It is the student’s responsibility to make certain that s/he is registered with the proper grading option. Students who wish to audit a course must have the instructor’s signature prior to registration.
Non-disclosure or misrepresentation in filling out applications or other WNMU records will result in disciplinary action, including possible dismissal from WNMU.
Payment of Tuition and Fees
Payment of tuition and fees is required to complete registration. Payment includes paying your account in full, setting up on a payment plan, payment in full by a Third Party agency, or having sufficient financial aid to cover your total charges. Instructions for payment and payment deadline dates are published in the Schedule of Classes. For specific information about tuition and fees, refer to the “Student Expenses’’ section of this catalog.
Details of the registration procedures are contained in the Class Schedule link on-line. These details are prepared by the Registrar’s Office and are posted on-line before each registration period. The act of registration on the part of the student is regarded as a commitment to comply with all the regulations of WNMU. Advance registration for the summer/fall semester typically begins mid-March, and for the spring semester in mid-October.
A student should complete registration (including payment of or arrangement to pay fees) prior to the first day of classes. Students may register during the first week of classes; however, classes may be closed and a full schedule may be difficult to obtain.
A student is expected to make up work in the missed classes.
Late fees are assessed in accordance with WNMU regulations. Refer to the Schedule of Classes for the date when late fees begin. Students who fail to make financial commitment by the deadlines published in the Schedule of Classes will be disenrolled from all classes.
The Instructor permission(s) will be required for the initial registration or re-registration from disenrollment if the class is closed. Completion of Courses. Students are responsible for completion of all courses in which they are enrolled. Changes in enrollment must be officially recorded on WNMU records. A student not following proper course withdrawal or complete withdrawal procedures will receive a failing grade and will be subject to tuition and fees associated with the course.
Change of Address
The student is expected to keep WNMU informed of his/her mailing and local address. Any change of address should be reported immediately to the Registrar’s Office. A student may also change his/her address via Mustang Express.
Change of Name
Students may initiate a change of name for their academic records by providing appropriate documentation. A copy of the student's Social Security Card showing the new name is required, to the Registrar's Office, along with a photo ID.
Use of Social Security Numbers as Student ID
At the time of Admissions and Financial Aid application, WNMU will capture the student’s Social Security Number. Federal law requires students to provide a Social Security Number so that it may be included on an information return prepared by the institution, 1098T. The Social Security Number is used for record-keeping purposes only and is not displayed in public. Once entered, a student will be given a Generated ID. The Generated ID will be used as the individual student’s identification number.
Summer Session and Short Courses
Deadlines for processing drops, adds, withdrawals, and grade options for summer and short courses vary according to the length of the course. Consult the Schedule of Classes for specific dates.
Transcripts will be issued to eligible students or to their designees, if authorized by the student, upon presentation of proper identification and/or a written request. Students may request their transcript through a secure portal, https://www.studentclearinghouse.org/secure_area/Transcript/to_home.asp?t=120348&LoginHome=to_home.asp. WNMU will not release transcripts without prior payment.
Official copies of the permanent academic record may be withheld until all financial obligations to WNMU have been satisfied. These obligations include, but are not limited to, loans, fines, tuition and fees. Transcripts may also be held for non-financial reasons such as loan default.
The preferred methods of payment include money orders, cashier’s check, if request is mailed in or credit/debit card for on-line request. Fees are as listed below:
Fax Transcript (unofficial). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $5.00
Official Transcript . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $5.00
Transcripts ordered on-line have an additional processing fee. . . . . . . . . . $2.25
*Please note: Processing time for all requests is 2 business days from the receipt of the request, plus U.S. deliver time. During peak times such as finals week, end or beginning of semester processing time is 5-10 business days from the receipt of the request.
Students are encouraged to review their academic records at the end of each semester in which they are in attendance. This may be done through Mustang Express, click the Student Tab, and click the Student Records link. Any discrepancies noted should be brought to the attention of the Registrar’s Office as quickly as possible.
WNMU Office of the Registrar
PO Box 680 Silver City, NM 88062
Phone: 575-538-6118 Fax: 575-538-6093