Other Applicable Policies and Procedures
Adverse Weather Policy
The determination that adverse weather makes it necessary to delay classes and services will be made by the Vice Chancellor for Academic Affairs in consultation with other vice chancellors, subject to approval by the chancellor. When the decision is made to delay classes or services, the Vice Chancellor for Academic Affairs will inform the Director of Media Relations by 6:00 AM or sooner. The Director of Media Relations will notify the media, campus police and Residence Life about the delaying of classes and services. Radio stations to be notified are WSNC (90.5 FM), WAAA (980 AM), WFDD (88.5 FM), WSMX (1500 FM), WTOB (1360 AM), WSJS (600 AM), WQMG (97.1 FM), WSNC (790 AM), and WPOL (1340 AM). Television stations to be notified are WXII (Channel 12), WFMY (Channel 2), WXLV (Channel 45) and WGHP (Channel 8). The Winston-Salem Journal will also be notified. Information to the media should be reported in the following order:
1. Class cancellation
2. Delay of Services, (exact time service to commence will be given)
3. Any other information about programs, etc.
If classes or services are delayed during the day, the announcement will be made through the departments.
When classes are not delayed or canceled, faculty members who find it impossible to attend due to hazardous driving conditions should notify the department head and file an absence report upon returning to campus. Unless missed classes have been arranged for by substitute teaching, a memorandum should be filed with the absence report detailing plans for making up missed class time by expanded class periods, special projects, additional activities, or other appropriate techniques.
Withdrawal from the University
Students may occasionally find it necessary to withdraw from the university after the semester begins due to personal or medical problems. Withdrawal is not intended to be used to alleviate academic difficulty. In order to initiate the official withdrawal process, the student should meet with a counselor in the Counseling Center to obtain the withdrawal form. The counselor will talk with the student to determine the nature of the problem and to determine if the university can assist the student to avoid the withdrawal. If withdrawal is unavoidable, the counselor will then direct the student to the chair of the student's academic department or to the director of the Academic Advising Center if the student has not declared a major. The department chairperson will talk with the student to see if the department can assist the student in any way. If not, the department chairperson signs the withdrawal form and sends it to the registrar. The registrar then notifies the faculty who is teaching the courses from which the student is withdrawing.
If a student initiates the withdrawal process within the first eight weeks of a fall or spring semester or within the first eight class days of a summer school session, she/he will receive a grade of "withdrawal (W)" and will not be penalized for withdrawing. If a student initiates a withdrawal beyond this period, then the department chairperson or Advising Center Director, after consultation with the counselor, will determine if the student's reason for withdrawal is due to extenuating circumstances such as extreme emergencies or severe medical or psychological problems beyond the control of the student. The student must provide appropriate documentation to support their petition. If the reason is determined to be due to extenuating circumstances, then the registrar will ask faculty to indicate whether the student was passing or failing each course at the time of withdrawal by assigning a "W/P" or "W/F" as appropriate. If the reason for withdrawal is determined not to be due to extenuating circumstances then the student will receive the grade of "W/F" for all courses.
Students who leave the university and do not initiate the withdrawal process will be held accountable for all course work and will receive the appropriate grade at the end of the semester. Thus, a student who stops attending classes but who fails to officially withdraw may receive a grade of "F" as all missed assignments and classes will be computed in the final grade as outlined in the course syllabus.(Approved 3/10/97)
Repetition of Courses Policy
The policy stated below on repetition of courses was approved by the Academic Standards and Curriculum Committee at its meeting on November 9, 1995.
1. Courses taken at Winston-Salem State University may be repeated only twice. (i.e., A course may be taken a maximum of three [3] times.) If the policy of a particular academic major or minor is to allow fewer than two repeats of a course, then students in that major or minor are obliged to follow the more restrictive policy of that academic department.
2 Only courses in which D's and F's were earned may be repeated.
3. The highest grade earned in an approved repeated course will be counted in the grade point average (GPA). Other grades for the same course will be on the record but will not be counted in the GPA.
4. Repeated courses must be approved by the student's advisor and noted as repeated courses on the student's trial registration schedule. Courses repeated without prior approval of the student's advisor will not be accepted.
Class Attendance Policy
Class attendance and absences by students at Winston-Salem State University are governed by the following principles and procedures:
1. Prompt attendance at all classes and other activities (lecture periods, laboratory sessions, examinations, or other scheduled meetings) is required of every student at Winston-Salem State University (WSSU).
2. The attendance record begins with the first meeting of the class, and students who register late are responsible for class work missed.
3. Winston-Salem State University expects each student to take responsibility for his or her academic work and academic progress, including adherence to the attendance requirements of each instructor.
4. The instructor of the class is the ultimate authority for determining whether an absence from class or academic activity is excused or unexcused.
-- Students should contact their instructors as soon as possible when a class is missed.
-- Students should expect that instructors will require documentation supporting the reason for any absence.
-- Each instructor will clearly delineate his/her attendance policy in course syllabi, including the following information:
a. Any direct correlation between class attendance and grade determination,
b. Policies related to missed assignments (i.e., exam make-up policy).
5. Even when an instructor excuses a student's absence, or when the student is absent because of participation in an approved extracurricular activity, the student is responsible for the material covered in all missed classes.
-- This may include making up any missed assignments or completing additional assignments deemed necessary by the instructor as relevant to the content of the missed session.
6. In cases of emergencies involving extended absences from class, the affected student should contact the Counseling Center. Counseling Center staff will then notify the student's instructors regarding the absence.
7. Students who miss classes as a result of such symptoms as fatigue, exhaustion, fear, tension, anxiety, anger, or unexplainable illness should also seek assistance through the Counseling Center.
External Professional Activity
Full-time Winston-Salem State University employees can be employed on a part-time consultant or contractual basis with other agencies. These external professional activities for pay are to be undertaken only if they do not:
1. interfere with the primary obligations of the individual to carry out all university duties and responsibilities in a timely and effective manner; or
2. create a conflict of interest with the individual's university duties and responsibilities; or
3. involve any inappropriate use or exploitation of university facilities, equipment, personnel, or other resources; or
4. make any use of the name of The University of North Carolina or any of its constituent institutions for any purpose other than professional identification; or
5. claim any university or institutional responsibility for the conduct or outcome of such activities.
Employees contracting with external agencies must obtain clearance from the department head, the division director, or the Vice Chancellor for Academic Affairs, using a "Notice of Intent to Engage in External Professional Activity for Pay" form. Approval must be sought for all activity whether performed during the course of instructional duties or off-hours, including nights and weekends. (See Attachments H-1 and 2)
Political Activities
Political activity for faculty members is to some degree governed by state law and University of North Carolina Board of Governors regulations. The Board of Governors adopted a policy on January 20, 1976 (revised through Administrative Memorandum Number 214, February 13, 1985) which requires employees exempt from the personnel act (EPA) to adhere to specific procedural guidelines related to candidacy for or service in public office. These guidelines with a policy clarification: Dick Robinson Memorandum: Clarification of Board Policies concerning political candidacy and office holding, December 10, 1990, may be obtained from the Affirmative Action Office.
Policy on Illegal Drugs
Winston-Salem State University does not condone the possession, use, or sale of illegal drugs among its students, staff, or faculty. Therefore, the institution has in place a drug policy, which includes sections on education, counseling, rehabilitation, enforcement, and penalties. The entire policy is contained in the University Catalog and applies to students, staff, and faculty.
Purchases and Consultants
Because Winston-Salem State University is a state agency, state laws and procedures govern ordering of supplies, materials, equipment, and contractual services. All purchase contracts (except those involving real property) are the responsibility of the University Purchasing Department. Winston-Salem State University will assume no financial responsibility for purchases not made in accordance with approved policies, and such unauthorized purchases will be the personal responsibility of the individual placing the order.
Requests for purchases and service contracts are initiated at the department and special project level. A requisition giving clear, correct, and complete information about the materials and services requested is prepared and submitted; it must be signed by the department head or special project director. Requests for equipment and some materials not on state contract which cost more than $5,000 will require quotations (informal cost estimates submitted by phone, in person, or by mail) from at least three vendors, and purchases of $25,000 must be referred to the state Division of Purchase and Contract. Faculty members who need more information or help-locating vendors may contact the University Purchasing Department. Always remember that price quotes can be requested on any item regardless of the cost if funds can be saved.
Requests for academic consultant services are initiated at the department level. An External Consultant Justification Form, obtained from the Office of Academic Affairs, is completed by the department head and must be approved by the division director, the university attorney, and the Vice Chancellor for Academic Affairs.
Administrative consultant requests are handled in a manner similar to academic consultants but they must be sent to Purchasing and Contracts for approval. All requests in this category must be approved by the Governor's office regardless of the dollar amount. The procedures for this type of consultant are detailed and on file in the Purchasing Office. Inquiries about a requisition's status should refer to the requisition number and should not be made until at least two weeks have passed. A similar time frame exists for inquiries about requests for consultant services.
Collection of Money
No individual, department, or organization of the university may collect money without being authorized or exempted by the chancellor. Reports of all collected money shall be made through the Business Office and are subject to state audit procedures.
Research and Creative Activity
Winston-Salem State University encourages and supports scholarly and creative activities and attempts to create the environment in which such activities can take place. Faculty, staff, students are encouraged to seek solutions to scientific, social problems, and artistic problems and to expand knowledge through research and other appropriate forms of scholarly and creative endeavor. The university supports faculty who engage in these endeavors, offers a full range of services aimed at facilitating their involvement, and provides meritorious incentives and rewards. See the description of the "Faculty Development Program," in Chapter VII of the Faculty Handbook.
Externally Funded Proposals and Projects
Winston-Salem State University encourages faculty members to seek outside support both for research and for educational programs. Proposals seeking external funding must be reviewed and approved by appropriate university representatives, who will also furnish useful information and assistance to those preparing such proposals. Funded projects are subject to the normal budgetary guidelines of the university. For more information, contact (1) the Office of Contracts and Grants and (2) Sponsored Programs.
Fund Raising and Gift Solicitation
In order to coordinate the university's efforts to cultivate support from the private sector, and in order to ensure that gifts do not involve insupportable financial commitments or restrictions, all gift solicitation programs conducted by anyone for the benefit of Winston-Salem State University or any agency thereof must have the prior approval of the chancellor through the Vice Chancellor for Advancement. The full policy concerning fund raising, with guidelines for its implementation, may be found in the Policy and Procedure Manual, under the section entitled "Fundraising Policy."
Media Inquiries
See Code of Ethics number 16 and the Policy and Procedure Manual section on "Public Information Policy."
Publications
All material to be printed off-campus must be channeled through the Office of Media Relations for design, editing, writing of specifications to the printer, and control of production. Refer to the section of the Policy and Procedure Manual on "Guidelines for Publication" for additional information, including information on the use of the university logo, official name, and seal.
