WVSU | West Virginia State University

ADMISSION

FIRST-TIME WVSU STUDENTS who have never attended college must submit a WVSU application form, a high school transcript or GED certificate, and ACT or SAT scores to the Office of Admissions in 106 Ferrell Hall.  Applications may be submitted online; other materials must be sent or brought to the Admissions Office in 106 Ferrell Hall.  Spring high school graduates who have previously taken WVSU or other college courses in high school or on campus with special student status must complete the full admission process before taking Fall Semester classes.

TRANSFER STUDENTS who have attended other colleges must submit a WVSU application form and an official transcript from each college attended to the Office of Admissions.  Transfer students who have completed 30 hours or less of college credits must also submit a high school transcript or GED certificate and ACT or SAT scores.

READMITTED WVSU STUDENTS who have previously attended WVSU but are not currently enrolled or returning as transient students from another college must submit a WVSU readmission form to the Office of Registration and Records in 128 Ferrell Hall.  Students on academic probation must have their readmission forms approved in the Office of Academic Affairs in 131 Ferrell Hall prior to registration.

TRANSIENT STUDENTS whose home institution is not WVSU (including KVCTC students) must submit a WVSU application form and a transient approval form from the home institution each semester they intend to enroll at WVSU.

POST-BACCALAUREATE STUDENTS taking undergraduate courses must submit a WVSU application form and either an undergraduate transcript or diploma as evidence of graduation.  Post-baccalaureate students pursuing a second degree must submit official transcripts of all previous college work.

GRADUATE STUDENTS who are applying for admission to the West Virginia State University master’s degree programs in Biotechnology, Media Studies, or Law Enforcement Administration should request the electronic WVSU graduate applications for their programs through the following numbers:

Biotechnology:                                    304-766-3102

Law Enforcement Administration:     304-766-3254

Media Studies:                                    304-766-3195

Each graduate program has specific requirements and its own application form.  Personnel at these numbers can provide information on the particular graduate program.

ACADEMIC ADVISING AND REGISTRATION

Every new, continuing, readmitted, and transfer student must see an academic advisor before registering.  Academic advising and registration is administered primarily through the college of the student’s major.  Students who are undecided about a major should see an advisor in the college that most closely fits their interests.   For assistance in choosing or locating advisors WVSU students should contact the Office of Academic Affairs in 131 Ferrell Hall or by phone at 304-766-3145. 

All students—but especially new students--should take advantage of the opportunities for early advising and registration.  Better planning leads to better results.  Starting in college is a complicated step by step process: application, admission, financial arrangements, advising and orientation, making living arrangements for on-campus students, purchasing books, and, finally, attending class.    Students registering early have better class selection, can purchase books sooner, will know the campus better, and will have more time to resolve any issues which may arise.   

NEW FIRST-TIME WVSU STUDENTS who have applied and are fully admitted may sign up to register for Fall Semester 2011 during an Orientation, Advising and Registration Session on campus Saturday, April 16, or during one of the Summer New Student Orientation/Advising/Registration Program dates beginning June 9. 

Information and sign-up for the April 16th Orientation, Advising and Registration Session and for Summer Advising Sessions will be sent to new students upon admission and is also available by clicking on the “New Student Advising and Registration” button on the University webpage (www.wvstateu.edu).  Signing up for one of these sessions requires a student to enter the assigned WVSU ID number (or “A Number”—it will start with A000 or A001) and password contained in the student’s official letter of admission to WVSU.  Therefore, a student must be fully admitted before being advised and registering for classes.   

The final New Student Orientation/Advising/Registration Program will be held on Thursday, August 18.  A general orientation session followed by departmental/college orientation and departmental advising and registration will take place 9:00-12:30.   

Each New Student Orientation/Advising/Registration session will begin promptly at the announced time and will continue until completion.  Students are expected to be present for the entire session.

CONTINUING STUDENTS should register for Fall Semester 2011 online during their assigned time slots April 4-15.  These students may also continue to register online or at the Office of Registration in128 Ferrell Hall during open registration April 18-August 12 and online August 19-23.   Continuing students must see a departmental advisor and obtain a registration PIN before registering.   

READMITTED STUDENTS may register online or at the Office of Registration in128 Ferrell Hall during open registration April 18-August 12 and online August 19-23.  Readmitted students must see a departmental advisor and obtain a registration PIN from an academic advisor before registering.

TRANSFER STUDENTS may register online or at the Office of Registration in128 Ferrell Hall during open registration April 18-August 12 and online August 19-23.  Transfer students must see a departmental advisor and obtain a registration PIN before registering. 

TRANSIENT STUDENTS (or their representatives) may register in person at the Office of Registration and Records in 128 Ferrell Hall during open registration April 18-August 12 and on August 19, 22-23 with a transient form from the home institution.  Transient students are not required to see a WVSU academic advisor, but are encouraged to consult departmental advisors for information regarding particular courses. 

POST-BACCALAUREATE STUDENTS taking undergraduate courses may register in person at the Office of Registration and Records April 18-August 23.  These students may also obtain a registration PIN for online registration from Ms. Hunter in the Registrar’s Office (304-766-4146 or Dr. Teeuwissen in the Office of Academic Affairs (304-766-3147).  Post-baccalaureate students are not required to see an academic advisor but are encouraged to do so if they need assistance. 

For further information contact the Office of Registration and Records by telephone at 304-766-4146 or 800-987-2112 or in person in 128 Ferrell Hall.

SPECIAL PERMISSION AND CLOSED CLASSES:  Admission to a class requiring special permission (previously using “yellow cards”) or to a closed class (previously using “blue cards”) will no longer be handled through the Registration Office.  Students seeking admission these class should go to the office of the college offering the class:

            College of Arts & Humanities                        201 Davis Fine Arts    304-766-3196  

            College of Business & Social Sciences           112 Hill Hall               304-766-3065

            College of Natural Science & Mathematics    101 Hamblin Hall        304-766-3102

            College of Professional Studies                      520 Wallace Hall         304-766-3081

                                                      BILLING AND PAYMENT

STUDENTS REGISTERED THROUGH August 1 are expected to have their financial arrangements for tuition/fees completed by August 1, 2011, the Fall Semester Pay Date.  Students registering after August 1 must complete financial arrangements at the time of registration.  In early July, bills for Fall Semester will be mailed to registered students and charges will also be posted to registered students on their MyState student accounts (http://mystate.wvstateu.edu).  No further bills will be mailed to students prior to the beginning of classes for Fall Semester. 

For students registering after bills are mailed in July, charges will show on their MyState  student accounts as soon as they register.  Printed bills may also be issued to students at their request at the Cashier’s Window in Ferrell Hall.  Failure to complete financial arrangements by August 1, 2011 may result in the dropping of the student’s schedule.  Seats in classes lost in “The Dump” will be available to other students.  Approved financial arrangements include payment in full, payment of the first 60% of tuition/fees on a 60/40 installment contract, or completion of an appropriate payment arrangement with a third-party payer. 

Students should be reminded that class registration generates an account balance, and (apparent) failure to receive a bill in the mail does not erase responsibility for paying the balance on account in a timely manner.   A particular student’s bill may be paid from one or more of several sources: cash, check, credit card, institutional and outside scholarships, tuition waivers, and varieties of state and federal financial assistance including both grants and loans.  These payments come at different times and may come at times differing from those expected by the student.  It is the responsibility of students to know the status of their accounts by monitoring them through MyState or checking directly with the Cashier’s Office.  A student should never assume that the account is paid without direct evidence from the Cashier’s Office.     

INSTALLMENT PLAN FOR TUITION/FEES:  West Virginia State University offers an installment plan for the payment of tuition and fees only.  The first installment of 60% of tuition/fees is due by the pay date (August 1) for students who have already registered online or by telephone and on the day of registration for all other students.  The second installment for all students is due by the end of the 6th week of classes (September 30).  In addition to the balance of tuition/fees, the second payment will include a finance charge on the balance outstanding after the first payment as well as a delinquency charge if the second installment is more than 10 days past due.  This plan does not apply to charges for such items as parking, ID, ROTC, and room and board.  For more information please contact the Cashier's Office at 304-766-3141 or 800-987-2112.

THIRD-PARTY PAYERS: Many students have all or part of their tuition/fees paid by third parties such as employers, rehabilitation services, unions, scholarships, churches and civic organizations, private payment scheduling firms, and state and federal financial assistance programs.  The Cashier’s Office will work with the student and the third-party payer to make this process as efficient as possible.  It is the student’s responsibility, however, to see that the Cashier’s Office has the third party guarantee by the pay date, August 1.  Always check with the Cashier’s Office to make sure that your financial arrangements have been completed.

FINANCIAL ASSISTANCE:  Residents of West Virginia who qualify for the West Virginia Higher Education Grant Program should apply by March 1 preceding the academic year for which the grant is sought.  Persons seeking Federal Financial Assistance should have all required forms completed and supporting documents turned in to the Financial Assistance Office by November 30 for the Spring Semester and by June 30 for the Fall Semester.  For further information, contact the Office of Student Financial Assistance at 304-766-3131 or 800-987-2112 or in 324 Ferrell Hall

CREDIT CARDS:  Major credit cards are accepted at the Cashier's Window in Ferrell Hall and the Bookstore in the Wilson Student Union.

REFUNDS: Once classes begin on August 22, 2011, tuition/fees will be refunded only when a student officially withdraws from the University (drops ALL classes).  Refund amounts are calculated to the day based on the number of days a student has been enrolled in classes before the date of the withdrawal up to a maximum of 60% of the total bill for tuition/fees.  The final date for complete withdrawal with a prorated refund is Monday, October 24.  Once classes begin on August 22 there are NO REFUNDS FOR A REDUCED SCHEDULE, i.e., other than when completely withdrawing from college the student is responsible for the entire balance even though classes/hours may have been dropped after registering.   

For further information on payment of tuition/fees contact the Cashier’s Office at 304-766-3141 or 800-987-2112 or in 117 Ferrell Hall.

              ADDING and DROPPING CLASSES/WITHDRAWAL FROM SCHOOL

ADDING/DROPPING CLASSES:  Students should plan schedules carefully in order to avoid having to make changes after they are registered.  Students who register online may also make schedule adjustments (add/drop) online during their assigned electronic registration time slots April 4-15, and at any time during open electronic registration April 18-August 12.  Once a student has initially registered, schedule adjustments may also be made in person at the Registration Office through August 23. 

An Online Schedule Adjustment Period is also provided from the Friday before classes begin through the second day of classes.  Registered students may use their PIN number to drop and add classes online 7:00 am-10:30 pm Friday, Saturday, Sunday, Monday, and Tuesday, August 19-23

Schedule changes not made online must be made by turning in a Change of Schedule (“add/drop”) form to the Registration Office.  Tuesday, August 24 is the last day to ADD a class

SPECIAL PERMISSION AND CLOSED CLASSES:  Admission to a class requiring special permission (previously using “yellow cards”) or to a closed class (previously using “blue cards”) will no longer be handled through the Registration Office.  Students seeking admission to these classes should go to the office of the college offering the class:

            College of Arts & Humanities                        201 Davis Fine Arts    304-766-3196  

            College of Business & Social Sciences           112 Hill Hall               304-766-3065

            College of Natural Science & Mathematics    101 Hamblin Hall        304-766-3102

            College of Professional Studies                      520 Wallace Hall         304-766-3081

GRADES FOR DROPPED CLASSES:  Classes dropped by August 23 will not appear on a student's transcript.  Classes dropped August 24-October 28 will appear on the transcript with a grade of W.   Friday, October 28, is the last day to DROP a class.  Before dropping a class a student should always check to see what effect this will have on Financial Aid status.

If a student stops attending a class and does not follow the official withdrawal procedure, a grade of F will be recorded at the end of the semester for the classA student cannot officially withdraw from a class after the end of the semester.

WITHDRAWAL FROM SCHOOL:  Complete withdrawal from school after the beginning of classes (i.e., dropping all classes) must be done through the Registration Office, Ferrell Hall 128 (766-4146).  Only the Registration Office can record an official withdrawal.  Students are advised to come to the Registration Office in person and complete an official Withdrawal Form.  The office is open 8:30-5:00 Monday through Friday.  A student who is unable to come to campus may withdraw through the mail or by contacting the Registration Office by telephone.  When a student officially withdraws from college by October 28, grades of W will appear on the transcript for all classes for which the student was registered. 

If a student stops attending school and does not follow the official withdrawal procedure, a grade of F will be recorded at the end of the semester for each of the student's classesA student cannot officially withdraw for a semester after the end of the semester.

For further information on adding/dropping classes and on withdrawal from school contact the Registration Office at 304-766-4146 or 800-987-2112 or in 128 Ferrell Hall.

(JTee: 29 March 2011)

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