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Western Kentucky University

WKU Owensboro Academic Advising

FREQUENTLY ASKED QUESTIONS:

I was academically dismissed from school. What do I need to do to return to WKU?

A student dismissed from the University by the University Academic Probation Committee may appeal the decision to the Executive Appeals Committee. This committee will consider continued enrollment only after a written appeal has been submitted to the director of the Academic Advising and Retention Center. If the Executive Committee approves an appeal, the student will be permitted to register for an additional semester on academic probation with conditions determined by the Executive Committee at the time of approval. Detailed operational procedures followed by the University Academic Probation Committee may be obtained from your WKU Owensboro advisor.

If the student chooses to sit out a semester OR is denied continued enrollment by the Executive Appeals Committee, the student must reapply for admissions.

How long do I have to change a class from credit to audit?

Students sign up to audit a class without special permission prior to the first day of the term. After that time, the instructor must grant permission for the student to audit a class by signing the course audit form. Students should obtain this form in the Office of the Registrar, complete the form, obtain the instructor’s signature, and return the form to the Office of the Registrar prior to the deadline for changing from credit to audit, printed in the Academic Calendar in the Registration Guide.

Any change from audit to credit must be done by the last day to add a class. Changes from credit to audit must be done by the last day to drop a class with a grade of a “W.” Refunds for withdrawals from audited courses will be prorated on the same basis as refunds for withdrawals from courses taken from credit.

The University has cancelled a course in which I am enrolled. What do I need to do?

The student does not need to drop the course. Once the course is officially cancelled in the student information system, the Office of the Registrar will drop the course from the schedule and notify the student by letter. The letter will contain the CRN, course number and the reason for the cancellation. If there is no address on file with the University an email will be sent to the student.

If the student would like to replace the course, the student should process the registration prior to the deadline printed in the Academic Calendar in the Registration Guide.

How do I change my major/minor/advisor?

To change your major, minor, or advisor you must go to TopNet, Student Services, Student Records, Change Major, Minor, Concentration, Advisor. Take the form to WKU Owensboro and ask that it be sent to main campus for processing. The intent of this new form and process is to improve accuracy and efficiency.

All students may use this form except:

  • Graduate students
  • Undergraduate Students with a Degree Program on file. They will be directed to the Office of the Registrar to discuss the steps for changing a program of study after the degree program has been filed.

How do I know if I have met the degree requirements to graduate?

At 90 hours of coursework students need to apply for graduation with the Office of the Registrar to assure you are fulfilling your degree requirements. If you were a WKU student prior to the Fall of 2005 you must fill out an undergraduate degree program. If you entered WKU after the Fall of 2005, your iCAP, degree audit, will serve as the equivalence to the undergraduate degree program.

When can I expect to receive my diploma?

Diplomas are mailed approximately six weeks after commencement.

I have graduated but not yet received my diploma. What could be the problem?

The diploma is mailed to the address provided on the Application for Graduation unless there is an updated address in the Office of the Registrar. Diplomas are not issued if the student has outstanding obligations such as unpaid accounts, parking fines, and unreturned books to the library, etc. Contact the Office of the Registrar at (270) 745-5411 to check on the status of your diploma.

I have an insurance form that must be signed by a campus official. Where do I need to go?

The National Student Clearinghouse (NSCL) is the official agent for all enrollment verifications, such as those needed for health insurance and loan deferments*. All Enrollment Verifications may be obtained free of charge from the Student Clearinghouse.

How do I obtain enrollment verification?

To gain access to the free Student Self-Service site for enrollment verification, students need to go to TopNet. Login and select Student Records, then Enrollment Verification/National Student Clearinghouse. Enter the required information. Click Login. Follow directions. When finished, Logoff.

How to generate your free WKU Enrollment Verification:

  • Log on to your TopNet account.
  • Click on Student Services.
  • Click on Student Records.
  • Click on Enrollment Verification.
  • Complete required information and click Login.
  • Select Obtain an Enrollment Certificate.
  • Select Current Enrollment or All Enrollment. The certificate will appear in a couple of minutes.
  • Print your official enrollment certificate.
  • Mail or deliver it to whomever requires verification of your enrollment at WKU.

Note: Your computer must have Adobe Acrobat Reader to produce your verification. You must use Internet Explorer as your browser, as Netscape does not work correctly.

Please call (270) 745-2098 for additional information.

I have questions about tuition and fee payment, where should I go to have them answered?

Information about fee payments may be found at the Office of the Controller. The WKU Owensboro office cannot accept any form of payment, but are happy to help answer any questions you may have.

How can I find out if a grade change was done?

After the instructor initiates the grade change, it is submitted to the department for approval, and then submitted to the Office of the Registrar for processing. Students will be notified by mail once the grade change has been processed. Students may also review their transcript on TopNet.

Are grades mailed to me at the end of the term?

Grade reports are not mailed. If students need an Official Grade Report, they may obtain one through TopNet by following the steps below. The date that final grades and cumulative grade point average will be available on TopNet will be printed in the Registration Guide each term. For students to access their final grades, they should follow the steps below:

  • Access TopNet.
  • Enter User ID and PIN
  • Login
  • Select Student Services, then Student Records
  • Select Final Grades
  • Enter the desired term
  • If Official Report is needed click Obtain Official Grade Report

Why am I charged a late registration fee?

Students are strongly encouraged to register prior to the first day of the term. Ample opportunity is provided for registration prior to the opening of the term. Students who are unable to register in advance are given an opportunity to register during the first six days of the term, but will be assessed a late registration penalty of $50. Refer to deadlines in the Registration Guide.

How do I change my name on student records?

Students must complete a “Student Identification Change” form.  The form may be turned in to the WKU Owensboro office. The student must be currently enrolled, and we will need a copy of the student’s new Social Security card showing the new name.

Will the processing of a name change also change my e-mail account or Blackboard account?

No. Once the student’s name has been changed through the Office of the Registrar, the student will need to contact Information Technology at (270) 745-7000 to update their e-mail account and/or Blackboard account.

If I do not register on my scheduled date, when can I register?

Students may register without penalty any time after their assigned date to register up through the day prior to the first day of the term. There may, however, be periods of time when the system is down for maintenance.

If I have an obligation (hold) with the University that cannot be cleared prior to the registration date, what do I do?

All obligations (holds) with the University that prevent registration should be cleared prior to the student’s registration for classes. If the student believes their situation justifies an exception, they should contact the area that initiated the obligation and explain the situation. Any alternative arrangement should be made with the obligating office.

How do I know when a repeated course has been processed?

The student’s first attempt is the only one excluded from a students GPA. Although, it remains on the transcript the grades are removed from the student’s GPA. This is indicated by an “E” in the “R” column on the transcript. Students may view this on their student transcript by going to TopNet.

TopNet will not let me register for a course I need. It tells me the course is restricted. What do I need to do?

Some courses have been restricted by the offering department for specific reasons. For registration in one of these courses, students should contact the academic department offering the course. Explain the need for the course. If the student need is deemed appropriate for admission to the class, a restriction override will be placed in the registration system for the student. At that point the student should then be permitted to register via TopNet.

If my original registration for the term takes place after the sixth class day, am I charged both a late registration fee of $50 and a schedule change fee of $50 per class to register?

If the student registers after the deadline for adding a course, a schedule exception appeal must be approved by the instructor and department head and reviewed by the Dean. If approved, the student will be charged only the late registration fee of $50. After the student’s original registration date, any changes made will be subject to the $50 schedule change fee.

I do not believe I should have to pay the schedule change fee. How do I appeal the charges?

The Tuition/Schedule Change Fee Appeal Committee will review the student’s schedule change and determine if the fee assessed to them is appropriate. The student should obtain the form and directions for submitting an appeal to this Committee from the Office of the Registrar. The WKU Owensboro office can help you obtain this form. Be sure to include all documented information with the appeal.

When can I make schedule changes to my registration?

Schedule changes for full-semester courses (drops or adds) can be made at any time through the first six days of the term. Drops made during this time will not be reflected on the student’s academic record. Course withdrawals after the sixth class day will be recorded with a grade of “W” and will be reflected on their academic record. Refer to the Academic Calendar in the Registration Guide for the deadline to add, drop, or withdraw from a full semester course.

Schedule changes for bi-term courses can be made at any time through the first three days of the term. Drops made during this time will not be reflected on the student academic record. Course withdrawals after the third class day will be recorded with a grade of “W” and will be reflected on their academic record. Refer to the Academic Calendar for the deadline to add, drop, or withdraw from a bi-term course.

How do I change my PIN?

Students should go to TopNet. Select TopNet Login. Enter their WKU ID and PIN. Click Login. From the Main Menu, select Personal Information. Select Change your PIN. Enter Old PIN, Enter New PIN; Re-enter New PIN. Click Change PIN.

How do I create my TopNet PIN?

Students should go to TopNet. Select TopNet Login from the menu. Follow instructions for a first-time user. They will enter their full student ID. Tab down and enter the last six digits of their social security number. Click Login. On the next page re-enter the last six digits of your ID (TopNet will tell the student their PIN has expired) and tab down to the next box. The student needs to enter a six digit they can remember. Keep this PIN confidential.

I have forgotten my PIN. How do I access this information so I can use TopNet?

The student needs to follow the directions on the TopNet home page under Forgot My PIN. A new PIN will be assigned for the student and they can change the PIN to a number more familiar to them.

How can I find TopNet?

Click to access TopNet.

How can I obtain my official transcript?

Transcripts may be ordered online through TopNet or by mail with a transcript request form.  

How long does it typically take for me to receive a transcript?

Normally transcripts will be mailed from our office within two working days of receiving the request.

I have taken courses at another college. How do I know if the Registrar’s Office has received the transcript?

The student may check on TopNet to see if the credits are on their record. If the credits are not showing, check with the other college to verify the official transcript was mailed and to what department it was sent. Please allow ample time for mailing and processing. If the student has further questions, please contact the Office of the Registrar at 270-745-3351.

How can I view an unofficial transcript?

Unofficial transcripts are available online for students enrolled from the Summer of 1990 until present. This information can be found on the Registrar’s Web Page.

I had to withdraw from a course, making a difference in my enrollment status. How do I appeal for a refund in tuition?

There is a Tuition/Schedule Change Fee Appeal Committee to review the change in enrollment status to determine if a refund is appropriate. The student should obtain the form and directions for submitting an appeal to this Committee from the Billings and Receivables Office. The WKU Owensboro office can help you obtain this form. Be sure to include all documented information with the appeal.

If it is past the deadline and I need to withdraw, what procedure do I need to follow?

Students are expected to adhere to the withdrawal deadlines. If the student believes their situation would justify an exception to the withdrawal policy, they should obtain a schedule exception appeal form from the WKU Owensboro Office and process this form according to directions on the form.

How can I find out who my academic advisor is?

Students can use TopNet and click on view General Student Information. On that general screen you can see who you advisor is, your major as well as your academic standing. If you are attending WKU Owensboro, you will have an advisor here at WKU Owensboro and with your particular department.

I will be attending on a part-time basis (fewer than 12 hours) in the fall: is academic advising mandatory?

Yes. WKU requires academic advising for all undergraduate degree-seeking students who have not yet filed an application for graduation.  

Do I need approval to take a course at another university?

Yes, it is recommended that you seek approval before taking the course(s). Your WKU Owensboro advisor can tell you whether the course will count toward General Education. If the course is for a major or a minor, the credit must be approved by the Department Head for that major/minor. Please reference the Transfer Approval Form.

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 Last Modified 9/23/14