Admission and Enrollment
Office of Admissions for Adult Programs
The Office of Admissions for Adult Programs is the primary point
of contact for prospective College of Graduate and Professional
Studies students interested in all academic programs offered
on the Stafford campus. Prospective students should contact
the admissions office to schedule individual interviews, attend information
sessions, or request application materials. New students and students seeking
readmission after an absence of three or more consecutive semesters must
apply through the admissions office. The admissions office provides services
that include:
- Information and application materials for degree and certificate
programs; - Monthly information sessions;
- One-on-one preadmission counseling;
- Review of applications; and
- Ongoing communication with prospective students throughout the admissions process.
Office of the Registrar
Students may refer to the University’s Guide to Registration for information related to enrollment. They are also encouraged to review registration details online at www.umw.edu/registrar for the most up-to-date enrollment information.
Enrollment Policies and Procedures
Add
Students may add courses during the official add period after the initial registration period. The official course-add period is published for fall, spring, and summer in the Guide to Registration.
Audit
Students may attend a course but receive no academic credit by completing the audit registration process and paying the appropriate fees. Auditing of courses is permitted in nonrestricted courses on a space-available basis. Audit registration procedures, dates, and costs are available in the Office of Advising Services.
Drop
Students may drop courses before classes begin without financial or academic penalty. However, once classes begin, students may withdraw from courses based on the calendar included in the Guide to Registration. The amount of refund, if any, is based on the refund schedules published in the Guide to Registration. Nonattendance in a course does not constitute a course drop; a course drop is official only if the student has completed the course drop process through the Office of the Registrar.
Courses cannot be dropped after the published deadlines unless a student
withdraws completely from the semester or session. Courses that are taught
in short time frames or that have either beginning or ending dates different
from the beginning or ending dates of the regular full academic semester or
session will have published drop/withdrawal guidelines specific to the dates of
the course.
Students who drop all courses in which they are registered must withdraw from the University. Information on Voluntary Withdrawal is available in this section.
Instructor-Initiated Drop
Instructors have the authority but are not required to initiate a drop for students during the first week of classes if the student does not attend:
- the first and second meetings of a class that meets three times per week.
- the first and second meetings of a class that meets two times per week.
- the first meeting of a class that meets once each week.
Load
Student load definitions, as determined by the U.S. Department of Education and the U.S. Department of Veterans Affairs, are:
Undergraduate
full time......................................................................12 or more credits
part time.....................................................................fewer than 12 credits
3/4 time......................................................................9 to 11 credits
1/2 time......................................................................6 to 8 credits
less than 1/2 time........................................................1 to 5 credits
Graduate
full time......................................................................9 or more credits
part time.....................................................................fewer than 9 credits
3/4 time......................................................................6 credits
more than 1/4 but less than 1/2 time..............................3 credits
Overload (Undergraduate)
Students with a cumulative 3.0 grade-point average (GPA) or with a 3.0
GPA for the most recent semester or session may register for up to 18 credits.
To register for more than 18 credits, permission must be obtained—by
signature—from an academic advisor in the Office of Advising Services.
Students who have less than a cumulative 3.0 GPA or less than a 3.0 GPA for
the most recent semester or session and who want to register for more than
18 credits must submit a written request, with justification for the overload,
to the associate dean of advising services. If the overload is approved, the
associate dean of advising services will grant the permission in writing, which
will include the number of credits approved.
The Office of Advising Services may grant permission for an overload to students who present evidence of strong academic achievement at their prior institutions. Degree-seeking and certificate students who are on academic probation will not be allowed to enroll in more than 16 credits for the semester or session.
Nondegree students may not register for more than 11 credits in any single semester or session without permission of the Office of Advising Services.
Repeating Courses (Undergraduate)
Students may repeat a course to improve a grade of C- or lower, with permission of the associate dean of advising services. Although both the initial grade and the new grade will appear on the permanent record, the new grade in the repeated course is the grade that determines the student’s GPA and the amount of credit earned for the course. Students may not repeat a course that is prerequisite or introductory to a previously completed course. A repeated course must always be taken for graded credit and not on a pass/ fail basis. No course may be repeated more than once.
Only courses repeated at the University can improve a student’s GPA. Courses taken and passed with grades of C or higher at other institutions to make up credits for a failed University course will be recorded as transfer credit, but the permanent academic record will include the quality points from the failed University course. All transfer courses must receive preapproval from the Office of Advising Services.
For information concerning repeat of graduate credit, students must
consult the appropriate program director, program handbook, or the Office of
Advising Services.
Requests for Graduate Courses
An undergraduate student at the University of Mary Washington with
18 or fewer credits of course work remaining for degree completion may
take up to six credits of graduate course work beyond the undergraduate
degree requirements on a space-available basis. Such graduate credit may be
counted toward a master’s degree at the University, but will not be used to
fulfill undergraduate degree requirements. The student must have a minimum
3.0 cumulative grade-point average and must meet all applicable foundation
and prerequisite course requirements. The student is required to obtain
permission from his/her academic advisor, the program director, and the
associate vice president for academic affairs. The registrar and student will be
notified of this approval.
If there are financial aid considerations, the student is encouraged to review all policies related to taking graduate courses prior to completion of the undergraduate program.
Students in accelerated degree programs should consult information on Accelerated Degree Programs in the Academic Rules and Regulations section.
Section Change
Students may officially change sections of a course during the add period (usually the initial week of the course) by dropping one section and adding the new section of the course in accordance with Office of the Registrar procedures. Attending the new section and not attending the old section does not constitute an official change of section. Section changes are official only if the student has completed the course change process. The official last day to change sections is published in the Guide to Registration.
Withdrawal, Administrative
The administrative withdrawal of a student from a given semester or session is an action required as a result of either a disciplinary or Honor violation, or improper course enrollment as deemed by the University administration, and is not a voluntary action taken by the student. Such withdrawals may be noted on the student’s permanent record, including whether the student is eligible to return to study.
Withdrawal, Voluntary
Regardless of the date, students who wish to drop all of their courses
are voluntarily withdrawing from study for that semester or session. Such
withdrawals must be completed by the last day of class for the semester or
session. If students have received grades in a completed course, within the
semester or term, they are not eligible to withdraw. In this case, students may
drop courses registered for in the upcoming or current session; however,
these students are subject to drop policies for the courses, and grades received
for courses in completed sessions will be recorded as part of the student’s
permanent academic record.
Students must complete a withdrawal form and obtain the required
approvals. Students are fully responsible for all outstanding charges on their
account, and will not be permitted to return to the University or register
for courses until their account is cleared. An undergraduate degree-seeking
student who withdraws may return to study within three semesters/sessions,
without applying for readmission to the University, if the student’s cumulative
grade-point average is 2.0 or higher, the student’s account is in good standing,
and all other obligations to the University have been met. A graduate student
who withdraws may return to study within three semesters/sessions, without
applying for readmission to the University, if the student’s cumulative gradepoint
average is 3.0 or higher, the student’s account is in good standing, and
all other obligations to the University have been met. If a student remains
withdrawn for more than three semesters/sessions, the student must apply for
readmission. Information on Readmission is available in the Academic Rules
and Regulations section. Any refunds due at the time of withdrawal are based
on the refund schedule for the period published in the Guide to Registration.
Such withdrawals are noted on the student’s permanent record.
Definitions Related to Enrollment and Registration
Corequisite and Prerequisite Courses
Corequisite courses are two or more courses that must be completed
concurrently.
A course that is required to be completed before enrollment in another
course is considered a prerequisite course. Prerequisite courses must be taken
in the appropriate sequence to count toward graduation. No student may
enroll in a course with prerequisites unless the prerequisite courses have been
successfully completed, or waived by the program director. The appropriate
program director, in consultation with the Office of Advising Services, will
resolve prerequisite rule violations.
Course Numbering
The course number is a four-letter discipline code plus a three-digit
number delineating the course level. Courses numbered below the 100
level do not carry credit that may be applied to a degree. Lower level
undergraduate courses are numbered in the 100s and 200s and are typically
introductory courses requiring little or no prior study in the field. Upper level
undergraduate courses are numbered in 300s and 400s and require some
previous course work in the field or a level of competence in the subject.
Courses offered at the 500 level are advanced undergraduate- or graduatelevel
courses. Courses that are numbered in the 800s and 900s are nondegree
professional development courses either at the pre- or post-baccalaureate
level. These courses cannot be used toward the completion of degree
programs at the College of Graduate and Professional Studies.
Directed Study
Degree or certificate students may undertake a directed study for
academic credit to investigate a topic that is not covered by course offerings.
Permission for a directed study project is granted by the program director
of each area of study, if there is an appropriate faculty member available to
guide the student’s work. Students register for directed study projects with
the Office of the Registrar by completing a directed study form signed by the
supervising faculty member and the program director. Nondegree-seeking
students may not enroll in directed study.
Schedule of Courses
The Office of the Registrar maintains the official listing of courses offered
each fall, spring, and summer on its website. All University courses adhere to
the Southern Association of Colleges and Schools’ accreditation guidelines
and provide contact hours commensurate with the credits earned.
Semester Credit
A semester credit is the University’s recognized unit of instructional
contact between faculty and students. A 3-credit course meets for 35 contact
or clock hours. Courses in the BPS, MBA, MSMIS, and MBA-MSMIS
programs are generally offered in blended formats, with online and face-toface
instruction representing these contact hours. In addition, a number of
classes meet the contact hours in an entirely online format.
Student Records
Confidentiality of Student Records
All student records maintained by University academic and
administrative offices are confidential. Only such information that is
necessary for appropriate business and academic procedures is maintained in
the official student record. University officials may access student records for
the purpose of conducting student business.
Directory Information
The University may release “Directory Information” as defined by the
University under the authority of the Family Educational Rights and Privacy
Act (FERPA), unless the student informs the University’s Office of the
Registrar that all or part of such information should not be released without
the student’s prior consent. Directory Information includes a student’s
addresses (home, mailing, email), telephone numbers, class level, previous
institution(s) attended, major fields of study, awards, honors (including
Dean’s List and President’s List), degree(s) conferred (including dates), dates
of attendance, past and present participation in officially recognized sports
and activities, and physical factors (e.g., height and weight of athletes). A
request to withhold Directory Information must be received in writing on an
annual basis by the Office of the Registrar. A form is available for this purpose
from the Office of the Registrar. If this form is not received in the Office
of the Registrar by May 1 preceding the academic year, selected Directory
Information will appear in the University’s telephone directory due to press
deadlines. Note that “name” is not considered Directory Information and will
appear in the telephone directory, along with the designation “Unlisted.”
Counseling and Psychological Services (CAPS) records, as well as medical
records, are not included in the category of information open to inspection;
however, such records may be personally reviewed by a physician or other
appropriate professional of the student’s choice.
Confidential records maintained by the director of disability services are
open to inspection with limitations. Students may request a copy of disability
documentation that is generated by the office, but may not request access to
the director’s personal notes, to test protocols, or to information released by
private practitioners or by other agencies. Disclosure related to the student’s
disability is released neither to any faculty member nor to another University
office without the student’s permission. With the student’s written permission,
disability documentation generated by the Office of Disability Services may be
released to any specified persons and agencies.
Custodians of educational records are not required to give access to
financial records of parents or any information contained therein, nor
are they required to give access to confidential letters and statements of
recommendation that were placed in the educational records prior to January 1,
1975, or to which the student has waived the right of access.
Directory Information may not be provided to any individual, company
or entity for commercial purposes unless the release of this information is
specifically authorized by the student or approved in writing by the Office of
the President.
Permanent Record
The permanent record consists of the documents that are maintained
for each student that must be kept in perpetuity either in hard copy or
electronically. Examples include admission applications, any exception
granted by the University, and records of disciplinary action. Letters of
recommendation are excluded for undergraduate students but included in the
records of graduate students. Students may view their permanent record, in
accordance with the Family Educational Rights and Privacy Act of 1974, by
contacting the Office of the Registrar.
Verification of Enrollment
Verification of enrollment for a specified time period can be obtained
from the Office of the Registrar by submitting a written request authorizing
the release of the verification.