Academic Regulations and Policies
Last updated July 15, 2026
Requirements for Graduation
Degrees
Kentucky Wesleyan College offers the degrees Associate of Arts, Associate of Science, Bachelor of Arts, Bachelor of Music, Bachelor of Music Education, Bachelor of Science, and Master of Business Administration.
Each student is responsible for reading and observing all rules and regulations in the catalog and in the Wesleyan “Student Handbook” and, with his or her advisor, establishing a plan to complete degree requirements.
A candidate for the Associate’s degree must meet the following requirements for graduation:
- File an application for a degree with the Registrar upon completion of 45 semester credit hours.
- Complete, with cumulative Kentucky Wesleyan College GPA of 2.0 or higher, a minimum of 60 semester hours of acceptable academic work.
- Meet the College’s residence requirements. The last 15 semester credit hours for degree credit must be taken in residence at Kentucky Wesleyan College, unless a student receives permission to waive the rule.
- A minimum of 25 percent of the semester hours required for the degree must be taken at Kentucky Wesleyan College, unless a student receives permission to waive the rule.
- Students who need to complete no more than 12 semester hours may walk at graduation, provided they are registered for summer classes. The date of graduation will be after all requirements are completed. Diplomas will be issued after all requirements are completed and students have applied for graduation.
- Graduates must have all course work completed, and final grades must be submitted within 14 days of the end of the semester. If courses are not completed within this time frame, the graduates’ completion date will be moved to the next potential date of graduation.
- A student may use any Academic Bulletin from date of enrollment through eight (8) years from date of last enrollment, provided the student’s program has not been changed by an outside agency. Students must notify the Registrar in writing if they change their Bulletin.
- A student must fulfill all financial obligations to Kentucky Wesleyan College and complete appropriate exit interviews and forms for student loans.
- Students that owe a balance to Kentucky Wesleyan College may walk at commencement, but they will not receive a diploma or an official transcript until their balance is cleared, and any applicable exit loan counseling is complete.
A candidate for the Bachelor’s degree must meet the following requirements for graduation:
- File an application for a degree with the Registrar upon completion of 90 semester credit hours.
- Complete, with cumulative Kentucky Wesleyan College GPA of 2.0 or higher, a minimum of 120 semester hours of acceptable academic work.
- Complete the course requirements in the General Education Program.
- Complete all disciplinary or cross-disciplinary requirements in the major with a minimum cumulative Kentucky Wesleyan College GPA of 2.0.
- Complete a minimum of 39 upper-levelsemester credit hours earned in courses numbered in the 300 or 400 levels.
- Meet the College’s residence requirements. The last 30 semester credit hours for degree credit must be taken in residence at Kentucky Wesleyan College, unless a student receives permission to waive the rule.
- A minimum of 25 percent of the semester hours required for the degree must be taken at Kentucky Wesleyan College, unless a student receives permission to waive the rule.
- Candidates for degrees who have not completed all requirements by the conclusion of the spring semester may walk at commencement, provided the student needs to complete ≤12 semester hours and are registered for the necessary summer courses. Degrees will only be conferred after all requirements have been completed. Diplomas will be issued after all requirements are completed and students have applied for graduation.
- A student may use any Academic Bulletin from date of enrollment through eight (8) years from date of last enrollment, provided the student’s program has not been changed by an outside agency. Students must notify the Registrar in writing if they change their Bulletin.
- Students majoring in Medical Laboratory Science complete three (3) years of science, support courses and all General Education requirements at Kentucky Wesleyan College. Upon successful completion of 12 months of clinical course work and training at an accredited school, they receive the B.S. degree from Kentucky Wesleyan College (total: 120 hours).
- Kentucky Wesleyan College, in conjunction with ABET accredited engineering schools, offers a 3+1 program in engineering. A student choosing this program would complete the pre-engineering program at Kentucky Wesleyan and then transfer to an accredited engineering school. Students in pre-engineering complete 91 hours (about three years) of math and science courses, and all General Education requirements at Kentucky Wesleyan College. Upon completion of the pre-engineering program at Kentucky Wesleyan, students transfer to an accredited engineering school to finish their engineering degree. To complete a science degree at Kentucky Wesleyan College, students transfer back from the engineering school the necessary courses to complete a science major and a total of 120 hours.
- Additional courses may be required at Kentucky Wesleyan for some engineering and science degrees.
- Some students in pre-pharmacy, pre-physical therapy, physician assistant, and pre-optometry complete their degree at Kentucky Wesleyan College before attending their respective professional school. Other students in these pre-professional programs, however, are accepted into the professional component after three (3) years at Kentucky Wesleyan. They receive a Bachelor of Science degree from Kentucky Wesleyan College after completing their first year at professional school and the submission of an official transcript from the professional school (total: 120 hours).
- Students must fulfill all financial obligations to Kentucky Wesleyan College and complete appropriate exit interviews and forms for student loans.
- Students that owe a balance to Kentucky Wesleyan College may walk at commencement, but they will not receive a diploma or an official transcript until their balance is cleared, and any applicable exit loan counseling is complete.
- Graduates must have all course work completed, and final grades must be submitted within 14 days of the end of the semester. If courses are not completed within this time frame, the graduates’ completion date will be moved to the next potential date of graduation.
To be eligible for a second Bachelor’s degree a student must earn a minimum of 30 additional semester credit hours and complete the requirements in the 2nd major, in residence at Kentucky Wesleyan College.
- Combined credit in both degrees must add up to at least 150 semester hours.
- Completed a general education as part of the first degree earned and submit official transcripts for evaluation.
- A minimum GPA of 2.0 in the second degree and the new major.
- Participate in baccalaureate and commencement services
At Kentucky Wesleyan College, it is the sole responsibility of the student to meet all requirements for graduation under any degree program.
Academic Honors
A student is eligible for the Dean’s List when he or she has attained a 3.50 GPA in a given semester, carries a minimum of 12 semester hours, and does not receive a grade of “F”’ in any course taken during the semester.
Students enrolled in directed teaching shall be eligible for the Dean’s List provided:
- The student was on the Dean’s List the previous semester.
- The student is enrolled for a minimum of 12 hours, including directed teaching.
- The student achieves a passing grade in directed teaching.
Graduating students are eligible to receive academic honors at graduation if they meet the following criteria:
- Those who earn an average of at least 3.50 are recommended for a degree cum laude.
- Those who earn an average of at least 3.70 are recommended for a degree magna cum laude.
- Those who earn an average of at least 3.90 are recommended for a degree summa cum laude.
- All semester credit hours taken at Kentucky Wesleyan College are counted in determination of honors.
Ceremonial recognition of honors is based on cumulative GPA as calculated at the end of the semester preceding the Spring commencement ceremony. That recognition may, however, be revoked if the student’s final cumulative GPA falls below the thresholds noted above. Honors recognitions are noted on the student’s official transcript and on the diploma.
Honorary fraternities include Alpha Phi Sigma, criminal justice; Alpha Psi Omega, dramatics; Delta Omicron, music; Phi Mu Alpha, music; Lambda Iota Tau, modern literature; Psi Chi, psychology; and Alpha Chi, scholarship. Honor Societies include Chi Alpha Sigma, academic achievement for student athletes. Order of Oak and Ivy, all around achievement, the Brown Scholars Society and Sigma Beta Delta, business.
All students earning a degree at Kentucky Wesleyan College are responsible for being familiar with the academic policies and procedures outlined in this catalog.
Course Load
Kentucky Wesleyan College operates on a semester system. Full-time enrollment requires a minimum of 12 semester hours. Students wishing to take more than 18 semester hours, which is considered an overload must obtain written permission from their advisor and Division Chair by submitting the ‘Overload Request Form’. An overload tuition charge applies. The maximum number of semester hours a student may enroll in is 21.
Summer Term Courses
Summer term courses are taught in a traditional face-to-face or online mode. Students may enroll for up to two (2) courses for a total of six (6) or seven (7) semester hours per term. A maximum of two (2) online courses may be taken during each of the seven (7) week summer terms. Students may take a combination of traditional face-to-face and online courses during the summer, but only a maximum of 12 hours may be taken without receiving permission from the Provost. Students at Kentucky Wesleyan may take courses in the summer either at Kentucky Wesleyan or at other regionally accredited colleges or through the Acadeum Consortium. If students plan on taking a course at another regionally accredited college, they must complete a Visiting Student Form, available on the Registrar tab on PantherNet (https://intranet.kwc.edu/registrar/). This Form ensures that students are taking the right courses to fit their programs. An official transcript must be sent back to Kentucky Wesleyan College to the attention of the Registrar for students to receive credit. Only grades of “C” or higher will transfer. These grades will not affect a student’s GPA. Any student who has matriculated at Kentucky Wesleyan College can take a maximum of 12 semester hours at other institutions to be applied toward a degree program at Kentucky Wesleyan College.
Academic Year
The Academic Year at Kentucky Wesleyan College begins in August when the Fall semester begins and ends after the second Summer session ends in the following year (usually August).
Credit Hours
Kentucky Wesleyan College adopts a standard definition of the credit hour to ensure academic rigor, consistency across programs, and compliance with federal regulations and accreditation requirements. This policy applies to all credit-bearing courses, undergraduate and graduate, regardless of delivery modality.
Federal Definition of a Credit Hour
Kentucky Wesleyan College’s definition of a credit hour is based on the U.S. Department of Education’s definition, which states:
A credit hour is an amount of student work defined by an institution, as approved by the institution’s accrediting agency or state approval agency, that is consistent with commonly accepted practice in postsecondary education and that reasonably approximates not less than:
- One hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks for one semester hour of credit (or the equivalent amount of work over a di4erent period of time); or
- An equivalent amount of work as required above for other academic activities established by the institution, including laboratory work, internships, practica, studio work, field experiences, independent study, and other academic work leading to the award of credit hours; and
- Permits institutions, in determining the amount of work associated with a credit hour, to take into account a variety of delivery methods, measurements of student work, academic calendars, disciplines, and degree levels.
Kentucky Wesleyan College Credit Hour Definition
At Kentucky Wesleyan College, one semester hour is defined as:
- One hour of classroom or direct faculty instruction (defined as a 50-minute instructional period), or the equivalent for laboratory work, internships, practica, studio work, field experiences, independent study, and other academic work leading to the award of credit hours, plus a minimum of two additional hours of student work per week, for approximately 15 weeks in a traditional semester.
For each credit hour awarded:
- Total classroom or direct instructional time should equal at least 750 minutes per semester.
- Students should complete at least 1,500 minutes of additional academic work outside of direct instructional time.
Faculty are expected to design assignments, assessments, and learning activities that reflect these minimum expectations and to provide appropriate guidance regarding student workload.
Credit Hour Examples
- Full semester:
- 50 minutes of direct instruction per week
- 100 minutes of additional student work per week
- Half semester:
- 100 minutes of direct instruction per week
- 200 minutes of additional student work per week
Three-Credit Course
- Full semester:
- 150 minutes of direct instruction per week
- 300 minutes of additional student work per week
- Half semester:
- 300 minutes of direct instruction per week
- 600 minutes of additional student work per week
Four-Credit Course
- Full semester:
- 200 minutes of direct instruction per week
- 400 minutes of additional student work per week
- Half semester:
- 400 minutes of direct instruction per week
- 800 minutes of additional student work per week
Condensed and Accelerated Courses
Courses offered in condensed or accelerated formats must provide an equivalent total amount of instructional time and student work as required in a traditional semester. In these formats, instructional sessions may meet more frequently and/or for longer periods of time. The total required minutes of instruction and student work are distributed across the abbreviated term.
Responsibility and Oversight
Primary responsibility for ensuring compliance with the credit hour policy rests with the faculty, who design and deliver courses. Faculty must ensure that course syllabi and instructional plans clearly document the required instructional time and student work.
Oversight is provided through:
- Departmental and program-level curriculum review processes
- The Academic Policy Committee and appropriate academic governance bodies
Final responsibility for ensuring that scheduled course sections meet minimum contact hour requirements rests with the College and Academic Affairs.
Equivalent Instructional Activities and Substantive Interaction
Instructional activities that substitute for traditional classroom instruction must maintain the academic integrity of the credit hour and include meaningful faculty guidance and engagement.
In distance education and hybrid courses, Kentucky Wesleyan College recognizes substantive interaction as equivalent to classroom or direct instruction. Substantive interaction involves engaging students in teaching, learning, and assessment consistent with course content and includes at least two of the following activities:
- Providing direct instruction
- Assessing or providing feedback on student coursework
- Responding to questions or providing information related to course content
- Facilitating group discussions related to course content
- Other instructional activities approved by the College or relevant accrediting bodies
Examples of other approved instructional activities may include project-based learning, supervised field experiences, site visits, and structured engagement with professionals or community partners.
Repeating Courses
A student may repeat a course in which he or she desires to improve his or her grade; but it is stipulated that the student’s higher grade in a repeated course is the one which counts in the calculation of his or her cumulative GPA and in meeting the graduation requirements of the College. A repeated course is designated on the student’s transcript, but the previous record of his or her performance(s) in the course remains on the transcript. Repeating a course must be done at Kentucky Wesleyan to improve the GPA.
Transferring Classes from Other Colleges
Any student who has matriculated at Kentucky Wesleyan College can take a maximum of twelve (12) semester hours at other institutions to be applied toward a degree program at Kentucky Wesleyan College. Excluded from this rule are Kentucky Wesleyan College sanctioned courses such as studies abroad, internships and any courses taken through the Kentucky Wesleyan College/Brescia exchange program. This rule may be waived by the Provost.
Class Attendance
Each student is expected to attend all classes, labs, and other course-related activities for which she/he is enrolled. No student may attend a course for which she/he is not officially registered. Non-attendance in a course does not result in an automatic drop. See the Academic calendar for deadlines to add or drop a course or withdraw from college.
The attendance policy for each class is determined by the instructor and is stated in the course syllabus. It is the student’s responsibility to know the policy on attendance for each course in which she/he is enrolled.
Consistent class attendance and participation are essential to academic success. Poor class attendance/participation is a major issue in academic failure. Institutional norms related to courses which have an attendance policy are unexcused absences should not exceed twice the number of classes per week. This means that a student would be permitted four (4) unexcused absences in a class that meets every Tuesday and Thursday, six (6) unexcused absences in a class that meets every Monday, Wednesday, and Friday, and one unexcused absence in courses that meet once per week. When unavoidable absences occur, the student should explain the circumstances as soon as possible to the instructor.
For instructors who have attendance policies, when it is determined the number of absences has reached the level where any additional absences would prevent the student from attaining the objectives of the course, this judgment should be communicated to the student with the warning that any further absences during the academic term will result in an automatic dismissal from the course and a grade of “E” failure for non-attendance will be awarded.
Students enrolled in an online course (ODC or OL) will need to complete an academic activity during the add/drop period to remain enrolled in the course. An academic activity is defined as the following:
- submission of academic assignments
- submission of exam
- student participation in interactive tutorial or computer-based instruction
- student participation in study group by posting
- student participation in discussion forum
Students who do not complete one of the activities above will be removed from the online course. If a student has an extenuating circumstance for not completing an academic activity, documentation will be submitted to the Director of Online Learning for determination.
Absences Due to Illness or Weather-Related Issues – Students should contact their instructors at the earliest opportunity, preferably prior to the class meeting. Individual instructors will use their own discretion when choosing to excuse or not excuse an absence.
Absences Due to Emergencies – Students should notify the Provost’s Office (270 852-3117). Instructors will be contacted but it is the student’s responsibility to arrange any make-up work. The instructor in each course is responsible for arranging for the administration of any deferred examination.
Absences while representing Kentucky Wesleyan College – Due to athletic travel and/or competitions, academic activities, i.e., conference attendance, music competitions, field experiences, etc., are excused absences. Students must notify their instructors at the earliest possible opportunity of the class conflict with an approved College event. It is the sole responsibility of the student to consult with their instructors to determine the arrangements for any missed work. In all cases, students are expected to follow the policies outlined by the instructor in the course syllabus.
There may be additional class attendance requirements related to academic, athletic, or extracurricular activities participation. Please consult the instructor, student athlete handbook and coach, or extracurricular supervisor as appropriate.
Drop/Add Procedure
Drop/Add Procedure Students may add Practicums, Internships, and Independent Research courses through the last day of the drop/add period of the semester of the internship. Second term online classes may be added through the drop/add period for Online Term II. After the drop period is over, students may still withdraw from a course two weeks before the end of classes, earning a grade of “W”. Students who fail to withdraw from a course before the deadline stated in the academic calendar will result in the instructor assigning the grade earned. To withdraw from a course, go to the following link on PantherNet (https://intranet.kwc.edu/registrar/) and complete the ‘Withdraw from a Course Form.’
Students who withdraw from school before the withdraw date stated in the academic calendar must submit the proper withdraw paperwork will be granted the grade of ‘W’ in all courses. To withdraw from Kentucky Wesleyan College, go to the following link on PantherNet (Request for Withdrawal from KWC – Kentucky Wesleyan College) and submit the ‘Request for Withdrawal from KWC’.
Final Exams
No away co-curricular events can be scheduled during final exam week, including weekends. No home co-curricular events can be scheduled on the day or evening a final exam is scheduled.
Withdrawal from the College
KWC Withdrawal Policy & Financial Adjustment Schedule
Effective for Fall 2026 and Spring 2027 Terms
All students withdrawing from Kentucky Wesleyan College on or after the first day of the semester will be charged a $100 processing fee.
1. Purpose
This policy outlines the procedures and financial implications for students who withdraw from Kentucky Wesleyan College before the completion of a term. It ensures compliance with federal regulations and institutional policies related to tuition, fees, and housing charges.
2. Official Withdrawal Process
To officially withdraw, a student must:
- Complete the Withdrawal Form from the Registrar’s Office: Request for Withdrawal from KWC – Kentucky Wesleyan College
- Conduct an exit interview with the Office of Academic Affairs or Student Life
- Return all college property (e.g., keys, ID cards, books)
- Notify Residence Life if living in campus housing
The official withdrawal date is the date the student initiates the withdrawal process. Failure to properly withdraw means the forfeit of all rights to an adjustment of charges and a grade of ‘F’ may be recorded for all courses.
3. Tuition and Fee Adjustments
Refunds are based on the number of calendar days completed in the semester.
Fall 2026 – Tuition Refund Schedule
| Withdrawal Period | Tuition Refund |
|---|---|
| Aug 25 – Aug 31 | 100% |
| Sep 01 – Sep 07 | 75% |
| Sep 08 – Sep 14 | 50% |
| Sep 15 – Sep 21 | 25% |
| Sep 22 – Sep 28 | 0% (No Refund) |
Spring 2027 – Tuition Refund Schedule
| Withdrawal Period | Tuition Refund |
|---|---|
| Jan 11 – Jan 17 | 100% |
| Jan 18 – Jan 24 | 75% |
| Jan 25 – Jan 31 | 50% |
| Feb 01 – Feb 07 | 25% |
| Feb 08 – Feb 14 | 0% (No Refund) |
Adjustments are based on the number of calendar days completed in the semester.
Fall ONLINE I/II 2026, Spring ONLINE I/II 2026, Summer ONLINE I/II 2026 Tuition Refund Schedule
Fall ONLINE I 2026 Tuition Refund Schedule
| Withdrawal Period | Tuition Refund |
|---|---|
| Aug 25 – Aug 28 | 100% |
| Aug 29 – Sep 02 | 75% |
| Sep 3 – Sep 7 | 50% |
| Sep 8 – Sep 12 | 25% |
| Sep 13 – after | 0% (No Refund) |
Fall ONLINE II 2026 Tuition Refund Schedule
| Withdrawal Period | Tuition Refund |
|---|---|
| Oct 18-Oct 21 | 100% |
| Oct 22-Oct 26 | 75% |
| Oct 27-Oct 31 | 50% |
| Nov 1-Nov 5 | 25% |
| Nov 6- after | 0% (No Refund) |
Spring ONLINE I 2027 Tuition Refund Schedule
| Withdrawal Period | Tuition Refund |
|---|---|
| Jan 11 – Jan 14 | 100% |
| Jan 15 – Jan 19 | 75% |
| Jan 20 – Jan 24 | 50% |
| Jan 25 – Jan 29 | 25% |
| Jan 30 – after | 0% (No Refund) |
Spring ONLINE II 2027 Tuition Refund Schedule
| Withdrawal Period | Tuition Refund |
|---|---|
| Mar 8-Mar 11 | 100% |
| Mar 12 – Mar 16 | 75% |
| Mar 17 – Mar 21 | 50% |
| Mar 22 – Mar 26 | 25% |
| Mar 27 – after | 0% (No Refund) |
Summer ONLINE I 2027 Tuition Refund Schedule
| Withdrawal Period | Tuition Refund |
|---|---|
| May 10-May 13 | 100% |
| May 14 – May 18 | 75% |
| May 19 – May 23 | 50% |
| May 24 – May 28 | 25% |
| May 29 – After | 0% (No Refund) |
Summer ONLINE II 2027 Tuition Refund Schedule
| Withdrawal Period | Tuition Refund |
|---|---|
| June 28-July 1 | 100% |
| July 2– July 6 | 75% |
| July 7-July 11 | 50% |
| July 12 – July 16 | 25% |
| July 17 – after | 0% (No Refund) |
4. Room and Board Adjustments
Room and meal plan charges follow a separate refund schedule:
- Room: Prorated weekly through the 4th week of classes. No refunds after Week 4.
- Meal Plans: Prorated based on usage and weeks remaining.
Housing Adjustment Percentages (Fall & Spring)
| Withdrawal Week | Housing Refund |
|---|---|
| Week 1 | 90% |
| Week 2 | 75% |
| Week 3 | 50% |
| Week 4 | 25% |
| Week 5 | 0% (No Refund) |
5. Financial Aid Implications
Withdrawing may affect a student’s federal, state, or institutional financial aid. The Return to Title IV (R2T4) calculation is required for any student who received federal aid and withdrew before completing 60% of the term. Financial aid adjustments are made according to federal rules and may result in the student owing a balance to the College.
6. Appeals
Students who wish to appeal their refund or withdrawal classification must submit a written request within 15 business days of withdrawal to the Business Office or the Vice President for Finance.
Administrative Withdrawal
Students who have not officially withdrawn at the end of a semester and have not registered for the following semester will be administratively withdrawn by the Registrar’s Office on the last drop/add day of the following semester. Students on leave of absence who do not return to Kentucky Wesleyan College by the second semester of the leave of absence period will be administratively withdrawn by the Registrar’s Office at the end of the leave of absence period. Administratively withdrawn persons wishing to return to the College must apply for readmission.
Leave of Absence
In general, students are expected to complete their degrees by attending Kentucky Wesleyan College for four (4) consecutive years. Occasionally, students may find it necessary to interrupt their program of study. In this event, the student may apply to the Associate Academic Provost for a leave of absence. Leaves of absence may be granted for one (1) semester or an academic year, but not shorter than one (1) semester or longer than one (1) continuous year. Leaves fall into two (2) categories:
1. Medical Leave of Absence
A Medical Leave of Absence may be granted through the Office of Disability Support Services in consultation with other campus offices and upon receipt of a statement by a student’s personal physician. If approved, a student will be awarded a “W” for all coursework. Before returning to campus, students must present medical and therapeutic assessments from appropriate professionals, not related to the student and or his/her family, concerning the students’ ability to return.
2. Military Call to Active Duty Policy (Military Leave of Absence)
Students will be allowed to withdraw without penalty from the College and receive 100 percent credit for tuition and fees (less any financial aid which the student may have received for the term) and a prorated refund of room and board charges upon presenting an original copy of their orders to the Registrar. Some financial aid programs cannot be refunded after a certain date; these financial aid adjustments are subject to program regulations.
Alternatively, incomplete (I) grades in all classes, with no tuition and fee reimbursement, may be more appropriate when the withdrawal is near the end of the semester and incompletes are agreed to by the instructor(s) and the student and approved by the Registrar. However, if the student chooses to withdraw from only a portion of his/her classes and receive incompletes in the remaining classes, he/she would receive a partial reimbursement of tuition and fees only if the number of remaining credit hours is fewer than 12. In either of these alternative cases, the student will receive a prorated refund of room and board charges and be allowed to complete the course work according to the established policies of the College and the agreement with the instructor(s) involved.
Before returning to campus, students must notify the Registrar in writing at least 30 days before their return. The right to use college facilities is suspended while the leave is in effect.
Stamp, AP, CLEP and Other Examination Credit
Kentucky Wesleyan College will award credit for ACE, ACE Military, Air University, ACTFL Oral Proficient Interviews, Advanced Placement, CLEP, STAMP Exams, Challenge Exams, Excelsior College Exams, HSK Chinese Language Exams, International Baccalaureate Credit, work experience and professional certificates, if the course work is consistent with the College’s mission, is at the college level and is comparable to Kentucky Wesleyan College degree programs. Please visit the registrar’s website at https://kwc.edu/academics/registrar/ for updated information.
- A total of 42 semester hours of credit may be earned by Advanced Placement and/or CLEP.
- Advanced placement and/or credit will be granted to those students who receive a grade of 3 or better on the Subject Examination. Consult the Registrar for specific subject information.
- Individual CLEP exams may be taken. In all subject areas except modern languages, a score of 50 or greater is required to receive credit. In French, German and Spanish, the following credit is given:
| CLEP Score | Academic Credit |
|---|---|
| 45-49 | 3 hours |
| 50-54 | 6 hours |
| 55-59 | 9 hours |
| 60 or greater | 12 hours |
- CLEP exams require a fee, depending on the exams taken. Consult the Registrar’s webpage for more details.
- STAMP Language Exam scores noted below will meet language proficiency requirements for BA degree candidates.
| STAMP Score | Academic Credit |
|---|---|
| 2 (Novice Mid) in at least 3 skills | 101 (3 hours) |
| 3 (Novice High) in at least 3 skills | 102 (3 hours) |
| 4 (Intermediate Low) in at least 3 skills | 201 (3 hours) |
| 5 (Intermediate Mid) in at least 3 skills | 202 (3 hours) |
- Challenge examinations for regular courses are available in some disciplines. A course may be challenged with the approval of the program director and the Provost. If approval is granted, the student must register in the Registrar’s Office and pay a $40 fee. A letter grade must be assigned.
- International Baccalaureate Diploma credit will be awarded for advanced course scores of 6 or 7. Depending upon the advanced course taken, the Division Chair, in consultation with the Registrar, will determine the level of credit awarded. Credit will be awarded for the Theory of Knowledge course if a grade of A or B is attained. Up to 10 hours of credit may be earned through IBD.
- Credit will be granted for non-collegiate courses in keeping with the credit guidelines recommended by the American Council of Education or Air University (U.S. Air Force).
- Academic credit hours may be granted in some disciplines for work experience. The credit hours assigned must be recommended by the Program Coordinator/Division Chair in whose discipline the credits are to be applied. The recommendation of the Chairperson must receive approval of both the Registrar and the Provost.
- Upon appeal, the Registrar and the appropriate program director will evaluate a student’s scores or transcript to determine if any credit is transferable to Kentucky Wesleyan College.
International Baccalaureate Policy: Kentucky Wesleyan College offers academic credit and some placement to students who earn scores of 5, 6, or 7 on the International Baccalaureate Exams. Some exams are only accepted at the higher level. This table is a current listing of how credits will transfer. Credit and placement for exams not included on this list will be determined on an individual basis after review by the registrar and the academic program coordinator. Credit will not be awarded for both IB and AP exams or Access/ACES credit in the same subject. If you subsequently take a course at Kentucky Wesleyan for which you received IB credit placement, you will not be awarded credit for that subsequent course; it would be considered a repeat. This information was last updated in May 2017.
| Exam Name | Level | Wesleyan Equivalent Course or Courses (placement) | Semester Credits Awarded |
|---|---|---|---|
| Group 1 English A 1 | Standard Level | ENGL 200 | 3 |
| Higher Level | ENGL 200 | 3 | |
| Group 2 French B | Standard Level | ML 101 and 102 | 6 total (3 for each) |
| Higher Level | ML 101 and 102 | 6 total (3 for each) | |
| Group 2 German B | Standard Level | ML 101 and 102 | 6 total (3 for each) |
| Higher Level | ML 101 and 102 | 6 total (3 for each) | |
| Group 2 Spanish B | Standard Level | ML 101 and 102 | 6 total (3 for each) |
| Higher Level | ML 101 and 102 | 6 total (3 for each) | |
| Group 3 History of the Americas | Higher Level | HIST 111 and 112 | 6 total (3 for each) |
| Group 3 History of Europe | Higher Level | HIST 101 and 102 | 6 total (3 for each) |
| Group 3 History | Standard Level | HIST 101 and 102 | 6 total (3 for each) |
| Group 3 Psychology | Standard Level | PSY 101 | 3 |
| Group 4 Biology | Standard Level | BIO 105 and 106 | 4 |
| Higher Level | BIO 105 and 106 | 4 | |
| Group 4 Chemistry | Standard Level | CHEM Gen. Ed. credit (non- majors) | 3 |
| Higher Level | CHEM Gen. Ed. credit (non-majors) | 3 | |
| Group 4 Physics | Standard Level | PHYS Gen. Ed. Credit (non- majors) | 3 |
| Higher Level | PHYS Gen. Ed. Credit (non- majors) | 3 | |
| Group 5 Math Studies | Standard Level | MATH 101 | 3 |
| Group 5 Mathematics | Standard Level | MATH 101 and 103 | 7 |
| Higher Level | MATH 101 and 103 | 7 |
Advanced Placement (AP) Scores
| AP Exam* | Score | Equivalent Course or Courses | Semester Credits Awarded |
|---|---|---|---|
| Art – Drawing | 3-5 | ART 101 | 3 |
| Art History | 3-5 | ART 100 | 3 |
| Biology | 3 4 5 | BIO 105 and 106 BIO 123 BIO 123 and 113 | 4 3 6 |
| Calculus AB | 3-5 | MATH 121 | 4 |
| Calculus BC | 3-5 | MATH 121 and 221 | 7 |
| Chemistry | 3 4 5 | CHEM 105 and 106 CHEM 131** CHEM 131 and 132** | 4 3 6 |
| Computer Science AB | 3-5 | CL 101 plus two elective hours | 3 |
| Economics: Macro | 3-5 | ECON 232 | 3 |
| Economics: Micro | 3-5 | ECON 231 | 3 |
| English Language/Composition | 3-4 5 | ENGL 111 ENGL 111 and 112 | 3 6 |
| English Literature/Composition | 3-5 | ENGL 200 | 3 |
| Environmental Science | 3-5 | ENSC 220 and 221 | 4 |
| European History | 3-4 5 | HIST 101 HIST 101 and 102 | 3 6 |
| U.S. History | 3-4 5 | HIST 111 HIST 111 and 112 | 3 6 |
| World History | 3-4 5 | HIST 101 HIST 101 and 102 | 3 6 |
| French Language | 3 4 5 | ML 101 ML 101, 102, and 201 ML 101, 102, 201, and 202 | 3 9 12 |
| German Language | 3 4 5 | ML 101 ML 101, 102, and 201 ML 101, 102, 201, and 202 | 3 9 12 |
| U.S. Government and Political Science | 3-5 | POLS 101 | 3 |
| Human Geography | 3-5 | GEOG 101 | 3 |
| Music Theory | 3-4 5 | MUS 150 MUS 150 and 151 | 3 6 |
| Latin Language | 3 4 5 | ML 101 ML 101, 102, and 201 ML 101, 102, 201 and 202 | 3 9 12 |
| Physics 1 | 3 4-5 | PHYS 101 PHYS 11 and 112 | 3 4 |
| Psychology | 3-5 | PSY 101 | 3 |
| Spanish Language | 3 4 5 | ML 101 ML 101, 102, and 201 ML 101, 102, 201, and 202 | 3 9 12 |
| Statistics | 3-5 | MATH 104 | 4 |
*This list includes the most common AP Exams. If you want information about an AP Exam not included on this list, consult the Registrar or Provost. **The Chemistry faculty strongly recommends that a student take a standard chemistry test before skipping General Chemistry. Consult the Chemistry Program Director.
HACTFL Test Equivalencies
| HSK Level | Equivalency |
|---|---|
| HSK Level 1 | Modern Language 101 |
| HSK Level 2 | Modern Language 102 |
| HSK Level 3 | Modern Language 201 |
| HSK Level 4 | Modern Language 202 |
SK Test Equivalencies
| Novice Mid | Modern Language 101 |
| Novice High | Modern Language 102 |
| Intermediate Low | Modern Language 201 |
| Intermediate Mid | Modern Language 202 |
Grading System
| Grade | Description |
|---|---|
| A | Excellent scholarship |
| B | Good Scholarship |
| C | Satisfactory scholarship |
| D | Poor scholarship |
| P | Pass |
| E | Failure due to non-attendance. The students’ absences from class have outweighed any completed coursework, and passing the course is no longer possible. |
| F | Failure |
| W | Withdrawal from class within a designated period as stated in the academic calendar as the last day to drop a course with a ‘W” grade. |
| I | A temporary grade indicating the student’s work is incomplete. The student has until the mid-term of the following semester or 7-week term, depending upon the format in which the course was taken, to complete the work to receive a satisfactory grade. Failure to complete the work may result in the grade of “F”. |
| X | A temporary grade indicating that the student was absent from examination. The Provost must excuse the absence. A student failing to receive an excuse and failing to make up the examination will receive a grade of “F”. |
| R | A course designated has been subsequently repeated. Only the highest grade earned in a repeated course is used in the calculation of a student’s cumulative grade point average. |
Grades are assigned the following quality points only on work at Kentucky Wesleyan College. Transfer work is not computed in the GPA.
| Grade | Quality Points per Semester Credit Hour | Percentages |
|---|---|---|
| A | 4.0 | 100-93 |
| A- | 3.7 | 92-90 |
| B+ | 3.3 | 89-87 |
| B | 3.0 | 86-83 |
| B- | 2.7 | 82-80 |
| C+ | 2.3 | 79-77 |
| C | 2.0 | 76-73 |
| C- | 1.7 | 72-70 |
| D+ | 1.3 | 69-67 |
| D | 1.0 | 66-60 |
| F | 0.0 | 59 and below |
Student Classification
Students will be classified in accordance with their completed semester hours at all accredited institutions as follows:
| Classification | Completed Semester Credit Hours |
|---|---|
| Freshman | 0 – 29 |
| Sophomore | 30 – 59 |
| Junior | 60 – 89 |
| Senior | 90+ |
Good Academic Standing
A student must be in good academic standing (not on academic probation) to represent the College in any activity. An exception may be made when the student receives academic credit for an activity and the activity is a requirement of the discipline of the student’s major or minor. The Provost must approve such exceptions.
Academic Probation
A student must maintain the following standards to remain in good academic standing. Students who fall below the following standards in their cumulative GPA at Kentucky Wesleyan College will be placed on academic probation.
| Academic Probation Scale | |
|---|---|
| Cumulative Credit Hours | Cumulative GPA |
| 1 – 29 | Less than 1.6 |
| 30 – 59 | Less than 1.8 |
| 60 or more | Less than 2.0 |
- A student readmitted to the College following his or her academic suspension will automatically be on academic probation during the semester of his or her return.
- A student may be placed on academic probation as a condition of his or her admission to the College if his or her previous record warrants.
Academic Suspension
- A student on academic probation for any of the above reasons will be placed on academic suspension if in the following semester, Fall or Spring, he or she does not meet the minimum standards of academic performance applicable to him or her as shown in the academic probation chart.
- A student will be placed on academic suspension at the end of any semester in which he or she has failed to pass at least 50 percent of the semester hours in which he or she was enrolled.
- A student who, in the judgment of his or her faculty advisor and the Provost, has demonstrated that he or she is not pursuing the educational purposes for which he or she was admitted to the College may be placed on academic suspension at any time.
- The Provost may continue a student on academic probation for one semester who fails to meet the standards under 1, 2, or 3 above if the student can show evidence of unusual circumstances during the previous semester, such as extended personal illness or death in the immediate family.
- The Provost may continue a student on academic probation who has failed the standards under 2 or 3 above, but who has shown reasonable progress by attaining as a full-time student a GPA of 2.25 or higher in the immediate past semester providing also that the student receives no grade of “F.”
A student who has been excluded for academic reasons may appeal the decision. If the appeal is not granted, the student is eligible to apply once for readmission after one semester (Fall or Spring) has passed.
A student who is permitted by the Provost to continue on probation may not be eligible for financial aid. Students should consult with the Financial Aid Director for information and clarification.
Academic Bankruptcy
Academic bankruptcy is designed to give a student with a poor academic record an opportunity to start over. Like financial bankruptcy, it is a drastic measure. In applying for academic bankruptcy, the student agrees to the conditions which it entails, such as loss of credits earned and accepts the special restrictions, including strict standards for future academic performance. A student may apply to declare academic bankruptcy for at most two (2) adjacent semesters of academic work and begin his/her academic career anew at Kentucky Wesleyan College with the following provisions.
- Academic bankruptcy may be declared only once in a student’s academic career.
- The student must not have been enrolled in any university or college study during the preceding year.
- The student desiring to declare academic bankruptcy will complete a brief narrative explaining extenuating circumstances that caused the academic deficiency and submit that information to the Registrar’s Office.
- The student must earn a 2.25 for his or her first year (24 semester credit hours) after the request is granted for Academic Bankruptcy.
- The course work declared bankrupt will remain on the student’s academic record, with the notation of academic bankruptcy clearly indicated. This work will not be considered subsequently in counting hours earned or for calculating cumulative grade point averages.
- The student who has been allowed to declare academic bankruptcy must fulfill all requirements for his/her degree program, including retaking course work passed during the bankrupt semester.
- Once declared, academic bankruptcy cannot be revoked.
- The student who has declared academic bankruptcy will not be eligible to graduate as an honor student.
- Should the student transfer from Kentucky Wesleyan College after taking academic bankruptcy, Kentucky Wesleyan College cannot guarantee other institutions will honor the bankruptcy agreement.
Student Standards of Academic Conduct
Kentucky Wesleyan College expects its students to adhere to the highest standards of academic honesty. Any student who, beyond a reasonable doubt, violates these standards is subject to disciplinary action by the faculty member in whose class the academic dishonesty has occurred and by proper college authorities. Examples of acts constituting academic dishonesty include (but are not limited to) the following.
A. Knowingly participating in fraudalent activities relating to examinations, assignments, or projects: e.g.
- Plagiarism – claiming or implying that the ideas or works of others are one’s own original thoughts (includes making use of reports, term papers, films or other writing advertised for sale).
- Writing reports, etc., or completing projects for others to submit for evaluation.
- Submitting work that has been submitted in another class (unless there is written permission, and it is acceptable to the instructor).
- Taking examinations for another student.
- Any form of cheating during the administration of an examination.
- Intentionally missing examinations to obtain information from class members for illegitimate make-up of examinations.
- Providing material or information to another person with knowledge that these materials or information would be used improperly.
B. Theft of examinations, projects, grade books, etc. Alteration of grades or scores on examinations, reports or in grade books. Procedures and penalties: A faculty member who finds beyond a reasonable doubt that a student has committed an act of academic dishonesty shall have the option after consultation with the Provost Office of imposing one of the following penalties.
- Substitute examination or assignment.
- A grade of “F” for examination or assignment.
- Expulsion from the class with a grade of “F” for the course.
- Recommendations to the Provost Office that the student be expelled from the College.
In addition to being honest, Kentucky Wesleyan students are expected to be civil and respectful to their instructors and fellow students. The Student Code of Conduct outlines appropriate behaviors and provides information on how violations of this code will be handled. The code is posted on PantherNet. Procedures for review or appeal of penalties imposed by violation of academic Integrity or the Student Code of Conduct may be found in the Kentucky Wesleyan College Student Handbook, posted on PantherNet (CampusLife – Kentucky Wesleyan College Intranet (kwc.edu).
The Academic Integrity Policy provides additional information on what constitutes violations of Academic Integrity and how violations will be handled.
Academic Integrity Policy
1. Purpose
Kentucky Wesleyan College is a moral community with ethical convictions. As such, academic integrity is essential to the pursuit of truth and knowledge and gives the College community credibility. The principles of academic integrity demand the commitment of all persons of the College. Academic dishonesty is viewed at the College as a serious offense and will not be tolerated. Academic integrity policies apply to all Kentucky Wesleyan College programs and degrees.
2. Definition
Academic dishonesty usually refers to forms of cheating which result in students giving or receiving unauthorized assistance in an academic exercise or receiving credit for work which is not their own.
Dishonesty in work, whether it is in quizzes, laboratory work, term papers, examinations, or other work, and regardless of the learning environment or modality of instruction, is regarded as a serious offense and may result in failure in the course and dismissal from the College. Anyone who willfully assists another in the breach of integrity is held equally responsible and subject to the same penalty.
Academic dishonesty is any act of cheating, fabrication, plagiarism, abuse of resources, forgery of academic documents, dissimulation, or sabotage, and any act of aiding and abetting academic dishonesty. The College assumes the academic integrity of its students. In cases where academic integrity is in question, the following definitions and policies will apply:
- Cheating is using or attempting to use unauthorized materials, information, or study aids in any academic exercise. Examples of cheating are (but not limited to): copying homework, copying someone else’s test, using an unauthorized “cheat sheet” or electronic device, the unauthorized use of artificial intelligence (AI) software, using the student’s e-mail account to gain outside assistance with the completion of assignments, taking of tests, or accessing unauthorized information.
- Fabrication is the falsification or invention of any information or citation in any academic exercise such as (but not limited to): making up a source, giving an incorrect citation, or intentionally misquoting a source.
- Plagiarism is the representation of the words and ideas of another as one’s own in any academic exercise. Plagiarism includes failing to give a citation for using work from another person or source. Modifications and rephrasing do not reduce the requirement for giving a citation. This also applies to information obtained electronically, such as from the Internet or an artificial intelligence program.
- Dissimulation is the disguising or altering of one’s own actions to deceive another about the real nature of one’s actions concerning an academic exercise. Examples include: fabricating excuses for such things as missing classes, postponing tests, handing in late papers, turning in a paper for one class that was originally written for another class (when original work is requested), unauthorized collaboration when individual work is expected, sharing of passwords or account information to allow anyone other than the original Kentucky Wesleyan student to log in to a Kentucky Wesleyan resource or otherwise impersonate the student while accessing such sites as the Student Portal.
- Abuse of resources is the damaging of any resource material or inappropriately limiting access to resource material that is necessary for academic work. Abuse includes (but not limited to): hiding library materials, removing non-circulating material from the library, hiding or stealing another person’s textbook, notes or software, failure to return library materials when requested by the library and defacing library materials.
- Forgery of academic documents is the unauthorized changing or construction of any academic document such as, but not limited to the following: changing transcripts, changing grade books, changing grades on papers which have been returned, forging signatures, etc. Other examples include completion of an application for any academic program that omits or falsifies any requested information. Such violations can result in the revocation of the application, even if approval was previously granted based on fabricated information.
- Sabotage is the damaging or impeding of the academic work of another student. Sabotage includes (but not limited to): ruining another student’s lab work, moving pointers or microscope slides during a laboratory practical exam, or destroying another student’s term paper.
- Aiding and abetting academic dishonesty is knowingly facilitating any act defined above.
3. Policy
Conduct review at Kentucky Wesleyan College follows the fundamental values approach and is intended to educate students and protect community values. The judicial review system focuses on the growth and development of individual students by encouraging self discipline and responsibility and by fostering a respect for the rights and privileges of others. Faculty, staff, students, and college administration play important roles in creating a community where academic integrity is valued and by promptly addressing any academic integrity violations that might occur.
The College expects the highest standards of integrity from all students in the performance of academic assignments and research. Moreover, the College requires the cooperation of its students in creating a College-wide environment (inclusive of on-campus, hybrid, and online learning environments) that is conducive to everyone’s learning.
Creating this conducive environment includes but is not limited to:
- arriving and departing class on time;
- attending class regularly;
- being prepared for class work and class discussion;
- participating in discussions in a way that does not discriminate against or harass peers or
professors, and that respects the free inquiry of others;
- refraining from disruptive behavior (e.g., inappropriate talking, noises from electronic
devices, coming and going during class, sleeping during class, wearing hoodies or wearing
headphones or earbuds);
- refraining from attending class under the influence of alcohol or illegal substances;
adhering to specific classroom standards set forth by the professor;
- adhering to specific online behavior standards set forth by the professor.
4. Procedures
Faculty’s Role
Faculty members have the right and responsibility to impose course-related sanctions for violations of academic integrity that occur in a course they teach, as stated in the course syllabus (e.g., failure of an assignment or test, failure of the course).
When a faculty member perceives that a violation of academic integrity has occurred, the faculty member is encouraged to communicate with the student first about the violation and, if appropriate, assign a sanction. When the faculty member imposes the course sanction, the faculty member must report the action to the Provost and Vice President of Academic Affairs using the Academic Integrity Incident Report, which may be obtained on PantherNet under the Academics tab. This report emphasizes the seriousness of the violation and the College’s commitment to academic integrity. The Academic Integrity Incident Report must be filed before the final grade in the class is assigned. The faculty member has the right to rescind the violation if new evidence is presented before the imposition of the Academic Affairs sanction.
A grade may be changed, or an awarded degree revoked if a serious violation of the academic integrity policy is discovered. When the faculty member meets with the student to discuss a perceived violation, the student may present evidence in his or her defense, including testimony from another member of the College community. If it is determined that a violation has occurred, the course sanction will be imposed.
Administration’s Role
When an Academic Integrity Incident Report is received, the Provost determines if the violation is a first, second, or subsequent offense. The Provost will then notify the student of the alleged violation and how to appeal the charge using the Academic Integrity Appeal form. Appeals for violations must be filed before attending an Academic Integrity Workshop, beginning an online module, or before an Academic Integrity Review Board is established.
First Violation: In the case of first violations, the Provost will notify the student of the process for either attendance at an in-person Academic Integrity Workshop, enrollment in an online module, or the completion of in-person counseling with a member of Student Success Services. Attendance in the Academic Integrity Workshop includes writing a final reflection essay on the topic of integrity. The Academic Integrity Workshop will be conducted by an Academic Integrity Workshop Facilitator. The essay will be due to the workshop facilitator ten working days after the student attends the Academic Integrity Workshop or completes the online module. If the student does not complete the final reflection essay by the assigned date, the violation will move to the second violation phase. If the student does not attend the Academic Integrity Workshop, the student will face expulsion. At the completion of the workshop/module and submission of the required essay, all materials will be sent to the office of the Provost as part of the official documentation of the violation.
First Violation – Appeal of the Charge: In the case of a first Academic Integrity violation, the student may appeal the faculty member’s decision to the Provost within five working days of the notification of the alleged violation using the Academic Integrity Appeal form. The Provost will make a final determination and inform the student of the decision. If the appeal is denied, the student will continue with the remediation process detailed above.
Subsequent Violations: All subsequent violations will be considered in the following manner: students may appeal the decision of the faculty member, and that appeal will be heard by the College’s Academic Integrity Review Board (AIRB). The AIRB is composed of three faculty members and the Provost, who will consider the circumstances of all academic integrity violations and consider the following penalties:
- Additional Remedial Work or Supervision
- Academic Suspension
- Expulsion.
The AIRB will meet within ten working days after notification of the violation. The AIRB meeting will be confidential, and minutes of the board’s deliberations kept for the record. The Provost will communicate the sanction(s) to the student within five working days following the hearing. Minutes of the board meeting should be sent to the office of the Provost.
Academic Grievance
(Academic Complaints related to grades, academic dishonesty, instructors, advisors, or disability accommodations).
Students who believe they have been treated unfairly have the right to submit a complaint or concern about their experience. A student is any person enrolled full-time or part-time in credit or non-credit courses at the college. The objective of this policy is to resolve concerns as quickly and efficiently as possible at the level closest to the student. Please see the Student Complaint Policy posted on the web site for further details. The Policy is posted under the current student tab under student complaints.
Informal complaints (Level 1): Students are encouraged to speak with appropriate faculty, staff, or administrators in order to seek a resolution prior to filing a Formal Written Complaint. A student who is uncertain about how to seek an informal resolution is encouraged to seek advice from the Provost Office or the VP of Student Affairs. A student with an academic complaint ordinarily should attempt to discuss the problem with the specific professor, advisor, etc. This process must be initiated no later than two (2) weeks after the start of the next regular academic session.
Formal Written Complaint (Level 2): In the event the aggrieved person is not satisfied with the disposition of the grievance at the informal level, the student may make a Formal Written Complaint (Level 2). A Formal Written Complaint should be filed during the semester of occurrence but no later than two weeks after the beginning of the next regular academic session with the Provost Office. Formal Written Complaints must be submitted on the Student Complaint Form found on the College web site under student complaints and requires a written narrative of the facts of the complaint. Be sure to attach relevant documentation to allow the complaint to be reviewed, e.g., emails, syllabi, information from the Academic Bulletin or Student Handbook, assignments, doctor’s/hospital statements, external scholarship agency, letters from minister/pastor/priest/work supervisor, etc. This written document must be received within 14 days following the decision from the informal discussion. Within ten (10) days of receipt of the complaint, the Dean may request a conference with the aggrieved. The Provost Office will render a written decision to the student within 20 days after receiving the complaint. If the circumstances require a longer period to investigate the complaint the College has the right to extend the process a reasonable time-period to allow for the review to be completed. In these cases, the student will be issued a written notification of the time extension within 20 business days.
Academic Policies Committee (Level 3): In the event the aggrieved person is not satisfied with the outcomes of the complaint at Level 2, he/she may request a hearing before the Academic Policies Committee. The request for a hearing should be made within 14 days following the Level 2 grievance decision. The Academic Policies Committee must hear the case within three (3) weeks (if during the Fall or Spring semesters) or if an appeal should occur during Summer, the Academic Policies Committee will act upon the matter in a timely manner. The Committee will render a written decision to the student and the Provost Office within ten (10) days of the hearing. With the exception of procedural violations, the decision of this Committee shall be final.
Hearing with the President (Level 4): In the event the aggrieved person is not satisfied with the procedures of the complaint at previous levels, the student may request a hearing with the President of the College. Within ten (10) days of the receipt of this grievance, the President shall render a written decision as to the solution and at his or her direction, schedule an appropriate conference. The decision of the President shall be final.
Academic Records and Transcripts
Transcripts
Transcript requests must be made through the Registrar’s Office. All requests (for either an official or unofficial transcript) must be in writing and include the student’s signature. Unofficial Transcript Request Forms are available on the Registrar tab on PantherNet, Students should use the online ordering service, National Student Clearinghouse to order a transcript. No in-person, telephone, or email requests are accepted. Please note we cannot send digital copies of your official or unofficial transcripts if you attended Kentucky Wesleyan College prior to the year 2000. These copies will instead be mailed to their destination.
Due to recent changes in federal regulations, we can no longer hold official transcripts of student carrying a balance on their accounts receivable or housing account from a previous semester. However, these changes do not absolve the student of their responsibility to repay the money owed to the college. Students who are not in compliance with Federal Perkins Loan repayment guidelines are NOT eligible for official transcript copies. Please see the cashier’s office if you have further questions in regard to transcript eligibility.
Students who have not completed federally required exit loan counseling are not eligible to receive official transcripts. Transcript request records submitted on the Transcript Request Form will be maintained for at least one (1) year.
Official transcripts are $12.00 Unofficial transcripts can be requested by completing a request at: Unofficial Transcript Request – Kentucky Wesleyan College (kwc.edu).
Records Retention Statement
The official transcript of each student who enrolls and earns a grade for any number of courses will be maintained by the Registrar’s Office permanently.
A student’s official admission file, once transferred to the Registrar’s Office, shall be maintained for seven (7) years after the student’s last date of separation from the College. Materials in this file include documents relating to the student’s academic career at Kentucky Wesleyan College.
Family Educational Rights and Privacy Acts (FERPA) Policy
The following policy is in accord with Kentucky Revised Statute 164.283, the Family Educational Rights and Privacy Act of 1974 (Public Law 93-380) as amended (Public Law 93-568), also known as the Buckley Amendment, and the regulations formulated by the U.S. Department of Education.
What is FERPA?
The Family Educational Rights and Privacy Act of 1974 (FERPA) affords certain rights to students concerning their education records. FERPA provides for the right to inspect and review education records, the right to seek to amend those records, and the right to limit disclosure of information from the records. FERPA applies to all institutions that receive federal funds under any program administered by the Secretary of Education.
Who is protected under FERPA?
Students who are currently enrolled in higher education institutions or were formerly enrolled are protected. The records of students who are deceased are not protected under FERPA. FERPA does not apply to records of applicants for admission who were denied acceptance, or if accepted, did not attend.
What are my FERPA rights?
- The right to inspect and review the students’ Kentucky Wesleyan College education records within 45 days of the day the College receives a request for access. A student should submit to the College Registrar a written request that identifies the record(s) the student wishes to inspect. The Registrar will arrange for access and notify the student of the time and place where the records may be inspected.
- The right to request an amendment of the student’s Kentucky Wesleyan College education records that the student believes are 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 Registrar, clearly identify the part of the record the student wants changed, and specify why they believe it is inaccurate, misleading or in violation of their privacy rights. It is the responsibility of the student to provide legal documentation (i.e., official birth certificate, court record or marriage certificate) for requests for name changes. If the decision of the Registrar is in agreement with the request of the student, the appropriate record(s) will be amended and the student will be notified in writing of the amendment. If the Registrar decides not to amend the record as requested, the Registrar will notify the student in writing of the decision and the student’s right to appeal the decision following Kentucky Wesleyan College’s published student privacy policy.
The FERPA amendment procedure may be used to challenge facts that are inaccurately recorded. It may not be used to challenge a grade, an opinion, or a substantive decision made by Kentucky Wesleyan College about an eligible student. FERPA was intended to require schools to conform to fair recordkeeping practices and not to override the accepted standards and procedures for making academic assessments, disciplinary rulings, or placement determinations. Thus, while FERPA affords eligible students the right to seek to amend education records which contain inaccurate information, this right cannot be used to challenge a grade or an individual’s opinion, or a substantive decision made by Kentucky Wesleyan College about a student.
The right to provide written consent before the College discloses personally identifiable information 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 school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted as its agent to provide a service instead of using College employees or officials (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record to fulfill his or her professional responsibilities for the College.
Additional exceptions which permit Kentucky Wesleyan College to non-consensually disclose person information includes disclosure is in connection with financial aid for which the student has applied or which the student has received, if the information is necessary for such purposes as to: determine the eligibility for the aid; determine the amount of the aid; determine the conditions for the aid; and/or enforce the terms and conditions of the aid. With respect to this exception, the term “financial aid” means payment of funds provided to an individual that is conditioned on the individual’s attendance at a school. Disclosure also may occur if a health or safety emergency occurs or if a student violates any Federal, State, or local law or any Kentucky Wesleyan College rule or policy covering the use or possession of alcohol or a controlled substance.
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 20202-5901
When do my FERPA rights begin?
FERPA rights begin when a student begins classes at Kentucky Wesleyan College.
What are education records?
Education records are any records maintained by the college that are directly related to a student and are maintained by an educational institution or party authorized to keep records for the institution. Records may be in the form of any medium (handwritten, print, electronic, etc.). FERPA coverage includes records, files, documents, and data directly related to students. This includes transcripts or other records from a school in which a student was previously enrolled.
Education records include any records in the possession of an employee of the college that are shared with or accessible to another individual with the following exceptions:
- Personal records kept by Kentucky Wesleyan College employees that are in the sole possession of the maker and are not accessible by or revealed to any other person.
- Employment records, unless those records are contingent on the fact that they employee a student.
- Records maintained by campus security solely for law-enforcement purposes.
- Records maintained by Kentucky Wesleyan College Health Services or related counseling services.
Types, locations, and custodians of educational records are as follows:
| Type | Location | Custodian |
|---|---|---|
| Academic Advising files | Varies | Academic Advisor |
| Academic Integrity Files (misconduct) | Office of the Provost/ VPAA | Provost/ VPAA |
| Academic Records (including transcripts) | Office of the Registrar | Registrar |
| Accounting Records | Office of the Controller | Controller |
| Miscellaneous Academic Records | Office of the Provost/ VPAA | Provost/ VPAA |
| Disciplinary Records | Office of Student Services | Office of Student Services |
| Financial Aid Files | Office of the Director of Financial Aid | Director of Financial Aid |
| Student Health Records | Office of the Campus Nurse | Campus Nurse |
| Athletic Eligibility Records | Office of the NCAA Compliance Officer | NCAA Compliance Officer |
| Teacher Education Records | Office of Teacher Education | Division of Professional Studies Co-Chair (of Education) |
What information can be released about Kentucky Wesleyan College students?
Directory information is information about a student that is not considered harmful or an invasion of privacy if disclosed. While FERPA protects the privacy of education records, directory information is not treated as confidential and may be disclosed by the college without student consent unless the student submits a completed and signed “Request for Non-Disclosure of Directory Information” form to the Office of the Registrar in Room 107 of the Bernard Jones Administrations Building. At Kentucky Wesleyan College, the following has been designated as directory information:
- Student name
- Addresses (local, permanent and email)
- Phone number(s)
- Date of birth
- Declared fields of study (major(s), minor(s), etc.)
- Status (full-time, part-time, withdrawn, graduated, etc.)
- Dates of attendance
- Classification (freshman, sophomore, etc.)
- Degrees awarded, including any honors received
- Most recent previous educational institution attended
- Photographic, video or electronic images of students taken and maintained by the college
- Participation in officially recognized activities/sports
- Weight and height of members of athletic teams
- Whether or not a student is in good standing with the College
- Name of student’s academic advisor
All other information is considered non-directory information and will not be released unless the student submits a completed, signed “FERPA Release of Information” form to the Office of the Registrar.
Can a student restrict the release of directory information?
Students may withhold disclosure of directory information. To withhold disclosure, the student must complete, sign, and submit a “Request for Non-Disclosure of Directory Information” to the Kentucky Wesleyan College Office of the Registrar, 3000 Frederica Street, Owensboro, KY 42301. Directory information will then be withheld as long as the student is enrolled or until the student submits a request to revoke the withholding of Directory Information to the Registrar. Regardless of the effects upon the requesting student, the institution assumes no liability as a consequence of honoring instructions that directory information be withheld.
Kentucky Wesleyan Colleges assumes that failure on the part of the student to specifically request the withholding of directory information indicates approval of that information for disclosure.
Who can have access to students’ education records?
FERPA permits disclosure without consent of school officials with legitimate educational interests. A school official is defined as a person employed by the college in an administrative, supervisory, academic or research, or support-staff position (including law enforcement/security personnel and health staff); a person or company with whom the college has contracted for a service or operations function (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record to fulfill his or her professional responsibility.
Furthermore, the college is required by law (the Solomon Amendment) to provide the name and address of all students to any legitimate military recruiter who makes such a request in writing to the Office of the Registrar. This applies even if the student has submitted a request to withhold directory information.
Can parents access their students’ education records?
For a parent to have access to his or her child’s non-directory information, the student must have submitted a completed and signed “FERPA Release of Information” form to the Office of the Registrar. The parent must be listed on this document as someone to whom the institution has been authorized to disclose specific, non-directory information.
What is FERPA procedure in health or safety emergencies?
If non-directory information is required during an emergency, Kentucky Wesleyan College may release that information if it deems the information necessary to protect the health and safety of the student or other individuals.
Whom should I contact for more information?
Please direct any questions not answered here to Margaret Smith, Registrar at 270-852-3118.
FERPA is a Federal law. Violation of the law may result in the loss of federal funds allocated to Kentucky Wesleyan College.
Please note: The information above has been developed by the Office of the Registrar to provide general information about the law and procedures related to accessing confidential student information and to provide guidance on commonly asked questions or situations faced by faculty, staff, students, and parents. It is for informational purposes only and is not intended as legal advice.