1. BAS/BCM Guidelines: Internal Procedures
Description: The purpose of this module is to acquaint the user with many of the internal procedures used within the BAS/BCM Records and the External Campuses.
This Module will help familiarize the advisor with many of the internal processes between the BAS/BCM Records and the External Campus. These internal processes deal with a variety of items from applications to graduation.

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 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 of the internal processes of the BAS/BCM Records.
This module will ensure the proper governance of the university’s programs and ensure that our student population is being advised correctly.
After reviewing this module, the advisor should be able to ensure that the internal procedures set forth by BAS/BCM Records are adhered to. Advisors will be fully trained on the application process, the registration process, and graduation procedures.

4. Internal Procedures
DOCUMENTATION:
Military Transcripts: For information regarding how to process military transcripts, please reference the Military Credit training module
Certificates: For information regarding how to process military transcripts, please reference the Other Assessed Credit module
Work experience/EPRs/EERs/NCOers: Indicate the number of months of work and the amount of credit assessed. If no credit is given, indicate the reason.
This slide contains information on different types of documentation, items for advisors to be aware of, and how to indicate the hours used on the degree plan.

5. Internal Procedures
DOCUMENTATION:
If “D’s” are to be accepted, indicate the GPA from that school on the transcript and indicate how many hours of “D’s” are being accepted. If no hours of “D’s” are being accepted due to GPA, circle the GPA and notate “no hours of D’s accepted, GPA too low” on the transcript.
 If a course is considered to duplicate another course, draw a line through the first course completed by the student and indicate which course it duplicates and at what college. 
If a course is remedial, indicate it on the transcript. (not accepted for transfer)
Advisors need to use extreme caution when transferring in any credit with a grade of a “D”.
At no time will duplicate courses or remedial courses be used on a degree plan. If these are found on a transcript, advisors should notate this on the transcript itself.

6. Internal Procedures DUPLICATE COURSES:
If a student duplicates a course, we accept credit for the course which was taken most recently, even if the latter grade is lower, or from a Junior College.
If a student has the same credit from coursework and from a military service school or other assessed credit, we accept the credit from the coursework, even if the military credit came after the coursework.
 GRADUATION PROCESS: External Campuses
Original Application for Degree and proof of fee payment must be submitted to BAS/BCM Records Office no later than the published deadline for application.
After Application for Graduation is submitted by the student, there will be no changes of major or minor or AAS Requests for Degree Plans accepted.
All course work must be completed by the posting date. This is to include Wayland, other college/university, and examination credit.
Rules governing duplicate courses should be understood by advisors.
Advisors should also know the graduation process for the External Campus, including deadlines and acceptable methods of receiving an application.

7. Internal Procedures
 GRADUATION PROCESS: External Campuses
Transfer transcripts, CLEP/DANTES, and other official documents must be submitted to the Plainview BAS/BCM Records Office no later than six weeks prior to the ceremony date. This is your transfer and assessed credit deadline. All incompletes must be changed to a grade six weeks prior to the graduation ceremony. This deadline must be honored. If all transfer and assessed credit is not in, and all incompletes removed by the deadline, then the student may walk in the ceremony, but must re-apply for graduation with the respective campus’ next posting date. This deadline includes Wayland’s Orientation course and Senior/Exit Seminar.
Advisors at the external campuses should conduct pre-audits of all students who are graduating.
Along with conducting a pre-audit of all potential graduating candidates, advisors must ensure that these students are aware of all deadlines concerning graduation, for example: application, assessed transfer credit and grade changes.

8. Internal Procedures GRADUATION PROCESS: External Campuses
FINAL AUDIT: These steps should be conducted both at the Campus and BAS/BCM Records Office.
Final Audit includes:
Insure that all work posted on degree plan matches work posted on permanent record
A minimum of 52 non-junior college hours
Maximum of 42 hours of test credit
Minimum Wayland GPA of 2.0
Minimum GPA of 2.0 in Major(s) and/or Minor
Application for degree filed
Graduation fee paid
Met specific major/specialization guidelines
21 junior/senior-level academic and 36 cumulative junior/senior level hours on degree plan
Completion of 124 total hours
Adhering to guideline limits for dual counting
No course duplication
Completion of 31 Wayland hours
Degree and date posted on degree plan and permanent record (BAS/BCM Records Office only)
Check for honors
Here are the steps for conducting a final audit on a potential graduating student’s degree plan at the External Campus.

9. Internal Procedures GRADUATION PROCESS: Office of BAS/BCM Records
Compile graduation applications received by the graduation deadline
Scan all prospective graduates’ documents into Image Now , including graduation application
Make diploma list for Registrar’s office
Make cap & gown list for the University Store
Make graduate list including names and addresses for Placement and Alumni Services
Pre-Audit
Final Audit
Notify Executive Director/Campus Dean or advisor of any missing documentation
Notify Executive Director/Campus Dean of accounts not cleared
Notify Registrar’s Office to print transcript
Notify Executive Director/Campus Dean of Honor Graduates
Return incomplete files to regular active files
Return Associate degree students to regular active files
Send completed transcripts and honor certificates to the campus
Student must have a zero balance in the business office before they can receive their diploma and transcript.
Here are the steps for conducting a final audit on a potential graduating student’s degree plan at the BAS/BCM Records.

10. Internal Procedures
 Additional Information:
 As people change responsibilities at the Plainview campus, the external campuses will be notified of the changes. The list will include positions and phone numbers.
 Courses that have been replaced:
SOCI 3306 Minority Relations replaced by SOCI 3320 Cultural Diversity catalog – These courses are considered duplicates and both can not be on a degree plan.
 LOC Request
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 always send one to the campus. If no address is listed we send two copies to the campus.
Here is some additional information. Please make note of the switch from Minority Relations to Cultural Diversity in our catalog. At the bottom of the slide, you will find the process for requesting a letter of completion.

11. Internal Procedures
 Additional Information:
The AS major can have a cognate course dealing with Interpersonal Relations. The following courses have been approved:
JUAD 3301 Police-Community Relations
JUAD/SOCI 3304 Social Problems
JUAD 3312 Law and Society
JUAD/PSYC/SOCI 3317 Rape
JUAD/SOCI 3320 Cultural Diversity
JUAD/PSYC/SOCI 3321 Marriage and Family
JUAD/SOCI 4307 Deviance
JUAD/SOCI 4309 Juvenile Delinquency
JUAD 4313 Alternative Dispute Resolution
Here are some cognates that have been approved for the Applied Science major.

12. Internal Procedures
 Additional Information:
The AS major can have a cognate course dealing with Interpersonal Relations. The following courses have been approved:
PYSC 1301 General Psychology
PSYC 2301 Developmental Psychology
PSYC 2305 Adolescent Development
PSYC 2306 Child Growth & Development
PSYC/SOCI 4310 Social Psychology
PSYC 4312 Psychology of Parenting
PSYC 4318 Introduction to Counseling
PSYC 4319 Human Sexuality
SOCI 1301 Introduction to Sociology
SOCI 3309 Human Behavior/Social Environment
SOCI 4330 Case Management
SOCI 4321 Gerontology
This is a continuation of the cognates for the Applied Science degree.

13. Internal Procedures
 Additional Information:
Per Dean of the School of Business we can award credit; not upper level hours, for MGMT using a combination of:
LMM 1101 – Leadership/MGMT I,
LMM 1102 – Managerial COMM I,
LMM 2122 – Managerial COMM II. 
Divide the hours using only 1 hour credit from each LMM in the major – only these LMM’s have been approved.
The following combination of classes from the Community College of the Air Force will work to replace our MGMT Please note that although these will replace an upper level class, they will not be considered upper level hours.

14. Common Mistakes: Advisors not thoroughly reviewing documentation
Forgetting to make proper notations on transcripts
Accepting incorrect documentation
Copies of graduation applications are not acceptable
Advisors not completing a pre-audit on potential graduating students degree plans
Advisors not completing a final audit on potential graduating students degree plans
Advisors not being aware or making their students aware of deadlines pertaining to graduation
The assessed transfer credit deadline is often over looked
Overlooking approved courses or disapproved courses for certain degree plans
This is a list of some common mistakes made by the advisor and the student.

15. Summary Review:
 This training module focused on the internal processes of the Office of BAS/BCM Records and the External Campuses. At its conclusion, the advisor should know the specific processes of dealing with documentation, degree plan auditing, and graduation.
As a result of this training module, you should have a deeper understanding of the internal procedures within the BAS/BCM degrees.

16. Training Record
In order to receive credit for – BAS/BCM 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.
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Thank you for taking your time to listen to Training Module 1.1 – Undergraduate Records and the University Vision, Mission, and Core Values. 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.
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We thank you for your service to Wayland Baptist University and dedication to her for future generations.
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