Registrar's Notes

April 7, 2008


A few reminders as we approach the end of the semester:

  • The grade "X'' is used to indicate that a student has never attended class or has discontinued attendance and does not qualify for the grade of " I.'' The "X'' will be computed into the student's grade point average, as a 0.0, the same as an 'E'.
  • When giving an incomplete, remember to also submit the ‘Report an Incomplete Grade’ form which lists the work the student needs to complete as well as the deadline for completion of the course work. This is an online form, and is found on the Faculty menu in GoWMU.
  • Grades are due by noon on Tuesday, April 29th!


  • Grade changes to remove an incomplete can now be done online, the ‘Removal of an Incomplete Grade Form’ is on the Faculty menu in GoWMU.
  • Faculty can also use this form to identify any outstanding incompletes, just go thru the form, click on the course, and the students listed will be only those who currently have an incomplete for that course. Once the incomplete is replaced with a grade, the student will no longer be on the list.

Undergraduate degrees offered

Find a list of all undergraduate degrees offered at WMU, by college, on the Registrar’s website, see http://www.wmich.edu/registrar/programs.

Notes moving

These weekly notes are now posted on http://www.wmich.edu/registrar/Notes, find them under the Faculty, Chairs and Staff section.

WMU license plates

Show your WMU pride, see http://www.wmich.edu/wmuplates for information on how to get your WMU license plate!

Upcoming Dates

  • April 21 – 25 – Final exam week
  • April 26 – Commencement
  • April 29 – Grades due at noon
  • May 5 – Summer I begins at 8:00 am
  • May 9 – Last day for drop/adds for Summer I

The information below will be sent by email to all instructors of record today, and is also posted on http://www.wmich.edu/registrar/wrapup200801.

Semester Wrap Up Information for Faculty – April 2008

Information on Grading:

  • Grades are due by noon on Tuesday, April 29th.
  • Note that grades not submitted on time can cause problems for students with graduation, financial aid, as well as academic standing.
  • All grades must be submitted online, through GoWMU.
  • A list of instructors who do not meet the grade deadline will be sent to the Provost on Wednesday, April 30th, as always.

What’s the difference in an ‘E’ and an ‘X’ ?

  • Use a grade of ‘E’ as a failing grade, use a grade of ‘X’ when a student either never attended or ceased attending and is not eligible for an incomplete.
  • Both the ‘E’ and the ‘X’ grades count as a 0.0 in a students gpa.

What is an incomplete and when is it given?

 “This is a temporary grade, which the instructor may give to an undergraduate student when illness, necessary absence, or other reasons beyond the control of the student prevent completion of course requirements by the end of the semester or session. The grade of "I'' (Incomplete) may not be given as a substitute for a failing grade.
A grade of "I'' must be removed by the instructor who gave it or, in exceptional circumstances, by the department chairperson. If the unfinished work is not completed and the "I'' grade removed within one calendar year of the assignment of the "I,'' the grade shall be converted to an "E'' (failure) for undergraduates and an “X” for graduate students.
Students who receive an incomplete grade in a course must not reregister for the course in order to remove the "I.''
An instructor who assigns a grade of "I'' will complete an official Report of Incomplete Work form indicating the remaining requirement for removal of the incomplete grade and indicating the time allowed, if less than one full year.

  • So, when giving an incomplete, remember to complete the Report of Incomplete Work form, which is found within GoWMU, on the faculty menu. This form is completed online; when submitted a copy will go to the instructor, a copy to the Registrar’s Office and a copy to the student.
  • Incomplete grades can be removed using the Removal of Incomplete Grade Form, also found on the faculty menu in GoWMU.

Information on FERPA, posting grades, retention of student work:

  • No posting of grades by any part of SSN or WIN
  • If you must post grades, use a randomly generated number known only to you and to the student.
  • Do not leave any graded student work in a public place for pickup
  • WMU’s policy on retention is that student work which is not returned must be retained for at least one semester. See the catalog language:

“Students have the right to have all their examinations and other graded material made available to them with an explanation of the grading criteria. Faculty will retain all such materials not returned to the student for at least one full semester (or through spring plus summer sessions) after the course was given. Faculty are not required to return such material to the student, but must provide reasonable access.”

  • Any student work to be discarded after the 1 semester time frame must be shredded.

Information on Final exams:

  • Final exams are scheduled for all classes during the week of April 21-25.  The final exam schedule can be found on : http://www.wmich.edu/registrar/finalexam.html.
  • All final exams are held in the normal classroom, unless other arrangements have been made with the Registrar’s Office.
  • All final exams must be held as scheduled in the final exam schedule.
  • Contact the Registrar’s Office with any questions, 387-4310.
  • Use of classrooms for review sessions must be scheduled through the Registrar’s Office.

If you are teaching Summer I:

  • Classes begin on Monday, May 5, at 8:00 am
  • Drop/adds for Summer I end on Friday, May 9th.
  • Memorial Day recess is Monday, May 26th.
  • Class lists can be accessed through GoWMU
  • Check the schedule for class room assignments.
  • Many classrooms now have keypad code access, please check with your department scheduler for these codes.


Call the Registrar's Office at 387-4300, or email us at registrar-info@wmich.edu, or

Office of the Registrar
1903 W Michigan Ave
Western Michigan University
Kalamazoo MI 49008-5256 USA
269 387-4300 | 269 387-3545