Registrar's Notes

September 2, 2008

Welcome to the fall 2008 semester!

Student attendance issues

Please strongly encourage instructors to report students who are registered but not attending their courses or students attending who are not on the class list. We’ve now created an easy way for instructors to do this through GoWMU. Instructors will find a link to‘Report Student Not Attending/Not Registered’ on the My work channel in GoWMU. Staff in the Registrar’s Office will follow up with students who are reported to us through this method and we will try to resolve any registration issues.

Late adds, census, instructors of record

As you know, we will take our final census count at the end of the day September 9th. Please work with any students in your areas who may be planning to take independent study courses, internships, seminars, etc, and try to ensure that they are registered prior to census. It is to our benefit that they be counted in the census headcount and SCH count on the 9th.

Also please verify that all sections in your area have an instructor of record and that it is the correct instructor, prior to census. All sections on hold should also either be activated or canceled no later than noon on Tuesday, Sept. 9th.

Semester start-up information

All instructors of record received an email last week with a link to information relevant to the beginning of the semester. This information can be found on: www.wmich.edu/registrar/SemesterStart-up.

Emailing class lists

Instructors, as well as Chairs and Department Administrative Assistants, can email a class using the Enterprise Directory Distribution Lists. For information and directions, please see: www.wmich.edu/oit/helpdesk/email/class-ldap.html. This is a way for Chairs or Department staff to notify a class of cancellation of a class meeting for example.

Security information

There are two website links that provide information on security issues related to all of us:

  • The University Counseling and Testing Center has the mental health crisis or emergency response protocol at uctc.wmich.edu/crisis/index.html
  • The Environmental Safety & Emergency Management's emergency planning site,

www.obf.wmich.edu/safety/emergency.html , includes links to information on emergency preparedness in case of an active shooter on campus, weather issues, as well as general safety information.

Officer Andrew Bachmann and Cam Vossen have been jointly presenting information on campus/workplace violence and emergency preparedness. It includes a DVD titled "Shots Fired: When Lightning Strikes." Designed to provide realistic strategies for developing a survival mindset, the presentations have received positive feedback. In an hour, one can learn skills that may truly make a world of difference. This is another approach to create awareness and lasting impact. Please let Cam know if you'd be interested in scheduling a presentation. Her email is cam.vossen@wmich.edu , her phone is 387-0678.

FERPA Do’s and Don’ts for Faculty and Staff

  • DO refer requests for information from the educational record of a student to The Office of the Registrar.
  • DO keep only those individual student records necessary for your own teaching and advising responsibilities.
  • DO keep any personal professional records relating to individual students separate from their educational records. Private notes of a faculty/staff member concerning a student intended for the member's own use are not a part of the student's educational records.
  • Do ask if you have any question or concern about releasing student information. Contact the Registrar’s Office at 387-4300.
  • DO NOT display student scores or grades publicly in association with names, SSN, WIN’s or any other personal identifiers.
  • DO NOT put papers, exams or any other graded student work in publicly accessible places. Students are not to have access to the scores and grades of others in the class in ways that allow other students to be identified.
  • DO NOT share student educational record information, including grades or GPAs with other faculty or staff members unless their official responsibilities identify their "legitimate educational interest" in that information for that student.
  • DO NOT share information from student educational records, including grades or GPA's with parents or others outside the institution, including letters of recommendation, without written permission from the student.

Other items

  • The One-Stop Convenience center continues through Friday. For hours, please see:www.wmich.edu/registrar/onestop.
  • The Dean’s List has been updated to include Summer II students. This list can be viewed on: www.wmich.edu/registrar/deans-list/index.php
  •  The deadline for students to apply for December 2008 graduation has been extended through Friday, September 12th. Note that we will not accept applications after this date.
  • Midterm grading for this fall will be open from Oct. 6 – 26th.
  • Keypad codes, for entrance to classrooms, have been changed in Dunbar, Kohrman, McCracken, Moore, Sangren, Welborn, and Wood. Building coordinators have distributed the new codes to instructors teaching in these buildings.

Upcoming Dates

  • September 2 - Fall 2008 classes begin at 8:00 am
  • September 8 - Last day of drop/adds
  • September 9 - Last day academic departments have access to Banner to make adjustments to student schedules
  • September 9 – Census
  • September 10 – Late add fee begins
  • September 11 – Last day for 90% refund for complete withdrawal
  • September 15 – Last day for 50% refund for partial withdrawal
  • September 15 – Summer I/II 2009 schedules available for review/update
  • September 26 – Last day for 50% refund for complete withdrawal
  • September 29 – Summer I/II 2009 schedules due in Registrar’s Office
  • October 22 – Last day for 25% refund for complete withdrawal

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