1. Catalog Requirements
Description: The purpose of this module is to acquaint the user with the catalog requirements of the University.
This Module will help familiarize the advisor and evaluator with the catalog requirements of the University and the specific policies and procedures regarding the AAS, BAS, and BCM degree programs.
It is essential that WBU employees understand that the catalog is the foundation to guide the academics of the University. The policies outlined in the catalog need to be enforced and adhered to at all times.

2. WBU Mission: University Core Values: Commitment to Student Learning
 Wayland Baptist University exists to educate students in an academically challenging, learning-focused and distinctively Christian environment for professional success and service to God and humankind.
University Core Values:
 The following core values are at the heart of the degree planning process:
Commitment to Student Learning
Excellence and Innovation
Service to Our Communities
Integrity, Diversity, Trust, and Respect
Personal, Professional and Spiritual Development
Stewardship of Our Resources
Planning and Accountability
This is a reminder of the Wayland Baptist University Mission and University Core Values. These should be considered with every task performed and every decision made within the University.

3. Learning Outcomes:
Upon the completion of this training module, the user will be able to identify, understand, and apply the rules and steps found within the University’s catalog and guidelines.
This module will ensure the proper governance of the university’s programs and ensure that our student population is being advised correctly.
The goal for the user is to be able to feel comfortable and knowledgeable about the information found within the catalog and guidelines. The user should be able to find essential information within the catalog, apply the policies set forth within the catalog, and ensure that the student population understands the importance of their catalog.

4. Catalog Requirements
All students are bound by the requirements of the catalog under which they entered and first have Wayland work transcripted or those requirements of any subsequent catalog edition, provided that degree requirements are completed within six years of the ending date of the catalog selected.
Degree requirements must be from one catalog.
Students not graduating within 6 years of the first enrollment must be moved up to the next or subsequent catalog and meet all requirements in that catalog. Students must submit a signed change of degree form showing which catalog year in which they wish to be changed.
CLASS ATTENDANCE: See the catalog
Students are held to the governance from under one catalog. Students may select to move into future catalogs, but may never move backwards. Students will be forced to move into a new catalog if their current catalog has since expired.

5. Catalog Requirements ADMISSIONS FOR BAS, BCM, AND AAS:
Effective August 1, 2005, all BSIS admissions records, files and degree plans will be processed through the respective offices of the Director of Admissions and the Registrar.
As soon as a prospective student turns in their Application for Admission, even if it needs corrections, make your copy and send the original to Plainview.
Once all official transcripts are received, request for degree, etc. send the complete package to Plainview. If the student had to correct their Application for Admission, send the corrected form with the complete packet.
Prospective students who have been on academic suspension (in the last 5 years) or probation (in the last 5 years), whether from another college or from Wayland, are required to submit a letter explaining why they were on academic suspension or probation. This letter is to be submitted with their Application for Admission.
Advisors must remember to check all incoming transcripts for low GPA’s, probation and suspension statements. If an advisor finds that a student has been placed on probation, suspension, or may have a low GPA, they need to make certain the student is aware of the additional admission steps.

6. Catalog Requirements ADMISSIONS FOR BAS, BCM, AND AAS:
When a Wayland student is suspended, they must be re-permitted before registering for another term.
If a student leaves another school on suspension we honor the suspension. ALWAYS CHECK because the student may have to stay out of school from a semester to a calendar year.
New students must complete the Conditional Enrollment form which will be sent to Plainview with the Application for Admission.
Here we have the requirements for a student placed on suspension from WBU.

7. Catalog Requirements ADMISSIONS FOR BAS, BCM, AND AAS
DEGREE SEEKING STUDENTS:
The following are required with less than 24 transferable hours of earned credit. AARTS and SMARTS are required for admissions purposes. These are transcripted hours.
GED or high school transcript.
American College Testing Program Examination (ACT). Students, who are at least 22 years of age before the first day of class for that academic year, will not be required to submit ACT scores.
Complete the Application of Admission with a $35.00 fee, which is a one- time, non-refundable fee.
Transfer students must request official transcripts from all previous colleges or post secondary institutions attended. A transcript is official if received by the Office of BAS/BCM Records or the external campus office directly from the issuing institution. It must bear the college seal, date, and appropriate signature. Hand-carried transcripts are considered official only if they are presented to Wayland in a sealed letterhead envelope from the issuing institution. The envelope is to be sent to Plainview with the transcript.
Here we have degree seeking student requirements.

8. Catalog Requirements ADMISSIONS FOR BAS, BCM, AND AAS
DEGREE SEEKING STUDENTS:
Plainview students with less than 60 semester hours of assessed or earned credit are required to take the Accuplacer Test.
Some characteristics of an individual eligible to enter the BAS/BCM/AAS Program:
20 years of age and older (adult populations)
has been or is in the military
has skills related to a program major area
has had qualifying work experience
has had vocational/technical training that will lead to a program major area
if a student is under 20 years of age they must provide documentation that they will have the qualifying work experience needed for this degree
Advisors should be aware of the unique requirements of students seeking a degree in the areas of AAS, BAS and BCM, for example, the age requirement as well as having qualified work experience.

9. Catalog Requirements ADMISSIONS FOR BAS, BCM, AND AAS
DEGREE SEEKING STUDENTS:
Articles needed for complete folder to be admitted:
Application for Admission
Request for Degree Plan
Evidence of Payment of Application Fee
All official transcripts from all prior institutions
Conditional Enrollment Form
Preliminary degree plan completely filled out by the advisor or notation why one is not enclosed with a target date for it to be sent to the evaluator and uploaded
Financial Aid deadlines:
NOTE: For Financial Aid purposes, all paperwork to constitute a complete Admissions file must arrive in the Office of BAS/BCM Records no later than 2 weeks or 10 business days before the Financial Aid Deadline for any given term or the student cannot be processed for a permit to enter to meet the Financial Aid deadline. This is for the permit to enter only and does not mean an official degree plan can be done immediately.
Example: If the Financial Aid deadline is Friday, July 29th, then the BAS/BCM Records deadline for complete files would be Friday, July 15th.
Here we have requirements for degree seeking students as well as financial aid deadline information.

10. Catalog Requirements ADMISSIONS FOR BAS, BCM, AND AAS
RE-APPLICATION REQUIREMENTS FOR RE-ENTRY TO WAYLAND:
NOTE: Students who have not been enrolled at Wayland for 1 year or more, or have not received a Permit to Enter (due to incomplete file) within a year of the date on their application for admission form must re-apply for admission by completing a new application for admission form, degree request information and submitting official transcripts for all outstanding work since last attendance at Wayland. If a student changes his/her major, adds a major/specialization or minor, he/she should submit a change of degree instead of a request for degree. If a request for degree is submitted we will use the latest signature dated form to construct the degree plan.
If a student’s account has been sent to collections (written off) this must be paid and cleared by the Business Office BEFORE the student can apply for re-admission.
When a student is re-permitted for the purpose of graduating, their Permit to Enter must be issued at least two weeks before the application for graduation deadline.
The campus must allow six weeks for the degree plan to be issued.
When a student has completed Wayland residency requirements and transfers in the remaining degree requirements for graduation, and is in a catalog that has not expired, the student does not have to be re-permitted.
Shown here are re-application requirements for any student who has NOT been enrolled at WBU for 1 year or more. Advisors must determine a student’s activity, this information can be found with the aid of PowerCampus.

11. Catalog Requirements ADMISSIONS FOR BAS, BCM, AND AAS
NON-DEGREE SEEKING/TRANSIENT STUDENTS:
Students who desire to enroll in courses for transfer to another university may enroll as non-degree transient students. This status must be verified prior to each succeeding semester. Students desiring to enroll for self-improvement may also enroll under Transient Admission.
The following requirements are essential for admission as a non- degree transient student:
Application for Admission
One of the following:
Letter of good standing from student’s parent institution
Official Transcript from last school attended
Exception – Air Force student does not have to provide CCAF transcript (per 2007 MOU)
Shown here are non-degree seeking student requirements.

12. Catalog Requirements ADMISSIONS FOR BAS, BCM, AND AAS
NON-DEGREE SEEKING/TRANSIENT STUDENTS:
Limitations on Non-Degree Transient Students:
Non-degree transient students who move to degree status must have record of paying the $35.00 application fee on file.
A non-degree transient student who moves to degree status must meet regular admission requirements. (BAS, BCM, and AAS students only – upon declaration of degree status, the student has one term to meet admission requirements.) The student must submit a completed re-application form.
Non-degree transient students who move to degree status must meet all graduation requirements and deadline dates.
Here we have non-degree seeking student requirements for admission. Advisors need to make certain that non-degree applicants are truly seeking this status for the purpose of transferring credit and not circumventing the additional requirements of a degree seeking student.

13. Catalog Requirements ADMISSIONS FOR BAS, BCM, AND AAS
NON-DEGREE SEEKING/TRANSIENT STUDENTS:
Limitations on Non-Degree Transient Students:
Under no circumstances should a student whose admission goal is Degree-seeking apply as Non-Degree seeking for the sole purpose of avoiding a hold for incomplete paperwork. Advisors must not encourage degree seeking students to change to non-degree seeking until all paperwork comes in. This practice violates admission requirements and skews government reporting by Wayland’s Institutional Research and Effectiveness Department.
After a non-degree student has accumulated 18 hours, a hold will be placed on the student’s file until it is determined that the student has been contacted to verify that the student is a true non-degree seeking student, and not working toward a bachelor’s degree. The Office of BAS/BCM Records will contact the campus upon placement of the hold. When a student has 12 hours they are to submit a statement, each semester they enroll for classes, stating they are non-degree and do not plan to become degree seeking.
Non-degree seeking students are only allowed to take 18 semester hours without additional verification that a student is truly not seeking a degree.

14. Catalog Requirements ADMISSIONS FOR BAS, BCM, AND AAS
FOREIGN STUDENTS:
The Director of Admissions must be contacted for approval prior to admitting foreign students due to the new INS regulations
The following are essential for admission for foreign students:
A completed Application for Admission
An application fee of $35.00 (non-refundable)
All applicable transcripts evaluated by an acceptable United States evaluation agency listed on page 62 in the guidelines. The student will have to submit an original transcript to the evaluating agency and an original transcript to Wayland Baptist University
Test of English as a Foreign Language (TOEFL) entrance exam with a minimum score of 500
Any questions regarding admission requirements should be directed to the International Admissions Coordinator in the Admissions Office at the Plainview campus
Advisors should seek the guidance of the University’s International Admission Coordinator at the Plainview Campus for guidance when working with a Foreign Applicant or Student.

15. Catalog Requirements REGISTRATION:
A schedule of registration times is to be posted at each campus. No registration is allowed after the second class session in a ten or eleven week term
NEW STUDENTS:
Check to see that all schools previously attended are listed on the application for admission. Ensure that school names are spelled out rather than abbreviated. Students may enroll for one term only prior to having all admissions requirements met. Subsequent enrollments will be stopped until admissions requirements are met.
All admission paperwork (applications, requests for degree plan, etc.) must be completely filled out before it is sent to BAS/BCM Records or it will be returned for completion. The student will not be permitted to enter the University until all paperwork has been completed correctly.
NOTE: For Financial Aid purposes, all paperwork to constitute a complete admissions file must arrive in the Office of BAS/BCM Records no later than 2 weeks or 10 business days before the Financial Aid deadline for any given term or the student cannot be processed for a permit to enter to meet the Financial Aid deadline. This is for the permit to enter only and does not mean an official degree plan can be done immediately.
Example: If the Financial Aid deadline is Friday, July 29th, then the BAS/BCM Records deadline for complete files would be Friday, July 15th.
New students registering for courses must have provided to the University a variety of paperwork items before they can register. If an advisor allows a student to register without the proper documentation and/or transcript, the advisor is taking a risk that the student will register for an incorrect course. Advisors need to be very cautious when advising a new student.

16. Catalog Requirements REGISTRATION:
A schedule of registration times is to be posted at each campus. No registration is allowed after the second class session in a ten or eleven week term
NEW STUDENTS:
A preliminary degree plan should be uploaded on the shared site as preliminary and a copy sent to BAS/BCM Records as soon as possible (preferably in the student’s completed admissions file) in order for the evaluator to complete and upload the official degree plan to the shared site.
BAS/BCM Records office personnel will not formulate an official degree plan until a completed preliminary degree plan is received (uploaded).
The campus should receive a degree plan within six weeks of the student’s permit to enter date.
When possible, it is best to have all official transcripts for a new degree seeking student before the student registers for their first course. However, when this is not possible collecting grade reports, unofficial transcripts, or financial statements to show the previous taken courses can aid in the process of registration. As an advisor you DO NOT want to register a new degree seeking student for a course that has been previously taken.
Once all transcripts have been collected a preliminary degree plan needs to be created as soon as possible. Working with the evaluator from the BAS/BCM Records in Plainview, an official degree plan can be provided to the student in a timely manner.

17. Catalog Requirements ENROLLMENT PROCESSING: SOC PROGRAMS:
Originals of student registration forms should be sent to the Registrar’s Office at the Plainview campus during the third week of class (on ten and eleven week terms). Late registration beyond the second class meeting will not be processed.
SOC PROGRAMS:
Wayland is a member of the SOCAD II and SOCAD IV system. SOCAD IV is a system of voluntary, off-duty bachelors’ degree programs designed for Army NCOs or soldiers. SOCAD Student Agreements are to be issued for all affected Army students no later than completion of 6 semester hours with Wayland or 9 semester hours if transferring in. Wayland is also a member of the Navy SOCNAV, Marines SOCMAR, and the Coastguard SOCCOAST.
Originals of the student’s registration should be sent to the Registrar’s Office no later than the third week of class.
Students that are Active Army, Navy, Marines and Coastguard will need to be issued a SOC Student Agreement no later than completion of 6 Wayland hours or 9 transfer hours. It is the advisors responsibility to make sure the evaluator is aware that the student is a SOC with the RDP and the Admissions Checklist.

18. Catalog Requirements DEGREE COMPLETION PROGRAMS: DIRECTED STUDY:
Under the Degree Completion Programs, an active duty service person may be temporarily assigned to Wayland for the purpose of completing the BAS degree. Attendance at Wayland under the Air Force Educational Leave of Absence Program (AFELA), formerly the TDY (Temporary Duty) Bootstrap Program may be at any campus location. These letters are issued by the Coordinator of BAS/BCM Records. Students interested in these programs should contact their campus advisor.
DIRECTED STUDY:
There are no directed studies on external campuses except those taught by full-time faculty and approved by the Executive Director/Campus Dean, the Vice President of Academic and Graduate Services, and the Dean of the School of that discipline.
A maximum of 6 semester hours directed study courses may be applied to a degree. The prerequisites to enroll in these courses are:
Senior standing
Completion of 12 or more semester hours in the major and/or minor fields
Applications for directed study may be picked up in the Campus office or from the Registrar’s office on the Plainview campus.
The Degree Completion programs are for military personnel who may be assigned to your campus to complete their degree. It is the responsibility of the advisor and student to work together to complete a FORM 104-R. This form is a breakdown of the terms the student will be enrolled and what courses they will take during each term. Once this form is completed at the campus it will be sent to the coordinator of BAS/BCM for approval.
In certain cases the student has the option of taking a Directed Studies course. An example of when this might occur is when a student may need a specific course to complete their degree but it is not offered in the student’s last term. To be eligible to take a directed studies course the student must have senior standing, have taken 12 or more hours in the major and/or minor fields and have the approval of the Executive Director of the Campus, the Vice President of Academic Affairs, and the Dean of the School of that discipline. Applications for directed study are located in the Campus office or at the Registrar’s office at the Plainview Campus.

19. Catalog Requirements LETTER OF COMPLETION:
In special cases, a letter of completion is available for students completing degree requirements in advance of the posting date or date of the graduation ceremony. This letter is issued by the Coordinator of BAS/BCM Records. It is not intended to be a standard procedure for every student. It is to be utilized only on a proven “needs” basis. Special cases include, but are not limited to:
Job promotion
Licensing exam
Employment requirements
Military requirements
Letters of Completion are only created in cases that are deemed “special”. Not every student is issued a Letter of Completion.

20. Catalog Requirements LETTER OF COMPLETION: Process for request:
A student should request an LOC through his/her respective advisor.
Following the student’s request the advisor must verify the following:
Student’s degree plan requirements are complete
Student’s financial account is clear in the Business Office
Student has applied for graduation
Advisors must then make a formal request, on behalf of the student, to the respective evaluator and first auditor. The request should include:
Student’s name and Power Campus ID
The individual and/or organization where the letter is to be sent
Statement from the advisor verifying the completion of all graduation requirements by the student
There is a set process for requesting a Letter of Completion. If these steps are not followed by the advisor, there may be a slow turn around or the Letter of Completion may not be created at all. Advisors must follow the appropriate steps.

21. Catalog Requirements LETTER OF COMPLETION: Process for request:
Graduation date student has applied for
Example: John Doe PCID has completed all degree requirements and is zeroed out. His business office account is zero. He has applied for the (month/day/year) graduation. Please send his LOC to:
List name and address – (we send an original to all addresses student requests and we send one to the campus. If no address is listed we send two copies to the campus.
When the request is received all audits are completed.
Upon completion of all the auditing processes, an official letter will be submitted to the individual(s) listed in the request.
If the graduation ceremony is within four weeks of an LOC request, one will not be issued. In order to meet this deadline a student must request the LOC, the advisor must check that all graduation requirements have been met, and the evaluator and first auditor must be notified four weeks before graduation. This allows the Office of BAS/BCM Records the two weeks or 10 business days to send the letter and meet the two-week deadline before graduation.
Here we have the proper process to follow when requesting a Letter of Completion.

22. Catalog Requirements LETTER OF COMPLETION: Process for request:
NOTE: All requests for deferment letters, projected letters of completion, parent institution letters, etc. must originate from and be verified by the respective student’s campus. The Office of BAS/BCM Records will have 10 working business days or two weeks from the date of receipt of request and complete information to complete the requested letter.
When a student is transitioning to Wayland’s graduate program the advisor must identify the student and follow the information given by the Office of Graduate Studies. The advisor must notify their evaluator and the first auditor of the student, the file will be audited when all grades are posted but a LOC will not be issued; instead, the Office of Graduate Studies, Financial Aid and campus advisor will be notified when the audit is complete.
If a student requests a status letter, after auditing the file, the campus can issue this letter.
When a school or organization will not accept a LOC for degree verification we must have written notification from the school or organization detailing their policy before we can help the student.
This screen shot continues the proper process to follow when requesting a Letter of Completion.

23. Catalog Requirements GRADUATION REQUIREMENTS:
“On external campuses, transfer and assessed credit is due and all incompletes must be removed 6 weeks prior to graduation.”
“All requirements for degree must be completed prior to participation in a graduation ceremony.”
There is an appeals process for students who will finish their coursework within the next term and will not be physically available to participate in the next campus graduation. This should only be due to military deployment or personal hardship. To request to “walk” in the current campus graduation, the student must meet the exception criteria and appeal to the Executive Director/campus dean, who, in turn makes the request to the Executive Vice President and Provost.
Students who have been approved by the Executive Vice President and Provost to “walk only” will not be able to be awarded honors for the ceremony, will not wear honors cords and in the program their name will not be notated as receiving honors.
“All degrees conferred will be posted to the student’s permanent record as of the date of the graduation.”
A request to “walk only” Application for Graduation must be notated and received with your graduation applications.
Advisors need to be aware of any upcoming deadlines concerning with graduation. An application and transfer of credit deadline will be posted for each of the four graduations throughout the school year.

24. Catalog Requirements FINAL TRANSCRIPTS:
One complimentary transcript is issued at graduation. External campuses should send military students’ complimentary transcripts to their respective military education office to update the students’ military personnel files. All other transcripts must be requested on the proper form and the $5.00 per transcript fee paid.
Students with a hold on their account, for any reason, may not be able to be issued an official final transcript.

25. Common Mistakes: Missing paperwork for admission
Allowing students to seek a “non-degree” status in an attempt to circumvent paperwork
Not thoroughly checking transcripts for probation or suspension status
Registering a student for a course without transcripts in hand
This can cause student’s to take duplicate courses
Requesting Letters of Completion for inappropriate reasons or past the due date
Not following the proper sequence to request a Letter of Completion
Allowing students to turn in an incorrect graduation application or an incomplete graduation application
This is a list of some common mistakes made by the advisor and the student.

26. Summary Review:
 This training module focused on certain catalog requirements and their effects of the BAS/BCM advisor and student. After completion of this module, advisors should have an in-depth understanding of the application process, the application types, registration, and graduation processes.
Advisors should be able to explain the process of registration, enrollment, and graduation based upon the University’s governance.
After completion of this module, advisors should have an in-depth understanding of the application process, the application types, registration, and the graduation processes. Advisors should be able to explain the process of registration, enrollment, and graduation based upon the University’s governance.

27. Training Record
In order to receive credit for – Catalog Requirements, BAS Guidelines, Internal Processes, please click the link below. All information must be complete in order to receive credit. You may return to this module at any time for a review.
After filling out the training completion form, you will need to close out this slideshow.
Thank you for taking your time to listen to Training Module – Catalog Requirements, BAS Guidelines, Internal Processes. In order to receive credit for this module, please click on the button marked “Complete Training”. A internet browser will open and you will be asked to enter your first and last name, , your employee ID/PIN, and select which campus or department for which you are associated. Failure to complete the form will not provide you with credit for the module.
If you would like, you may return to this module at any time for review.
We thank you for your service to Wayland Baptist University and dedication to her for future generations.
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