Academic Policies

Academic Calendar

The College’s academic calendar lists the dates of all activities that affect students and employees, such as registration and holidays during which the College will be closed. The academic calendar is posted on the WCJC website.

Family Educational Rights and Privacy Act

In compliance with federal Public Law 93-380, Family Educational Rights and Privacy Act (FERPA) of 1974 and the Texas Open Records Act (Chapter 552, Government Code), the College does not release personally identifiable records or files. Further information concerning this policy and laws on which it is based is available in the Wharton County Junior College Student Handbook and in College Policy FJ (Legal). Questions concerning access to student records should be addressed to the WCJC Registrar.

Requests for student information must be authorized in person or in writing by the student.

Directory Information

Directory information is available to anyone upon request, unless a student restricts the release of such information by submitting the “Request to Prevent Disclosure of Directory Information” form to the Office of Admissions and Registration by the twelfth class day of a regular semester or the fourth class day of a summer session.

Directory information includes the following:

• Name, address, telephone listing;
• Date of birth;
• Dates of attendance;
• Participation in officially recognized activities and sports;
• Degrees, candidates for degrees, honors and awards received;
• Previous colleges and universities attended.

Dropping Courses

Courses that are dropped prior to the attendance verification day for that course will not count on a student’s transcript as a “W”. However, students are still expected to meet all financial obligations for the course per the College’s “Drops and Withdrawals” deadlines, updated each semester on the College’s website. Students who drop a course after the attendance verification day and prior to the official drop date will receive a “W” for the course. Students may complete a full withdrawal (i.e. unenroll from all courses in a given semester) up until the last day of classes for that semester, as indicated on the academic calendar. The calendar for course drop and withdrawal deadlines is updated and published each semester on the College’s website.

If a student registers for class but does not pay for the course(s), does not attend, or quits attending, the student must officially drop or withdraw by logging in to Online Services and accessing the “Register (Add/Drop)” page or submitting a “Course Drop” form to the WCJC Office of Admissions and Registration. Failure to do so will result in an “F” on the student’s transcript for each incomplete course and full financial obligation for each course. Students are responsible for checking their record to ensure that all applicable courses have been dropped.

Administrative Withdrawal

The College reserves the right to withdraw a student from classes for any reason when college officials consider this action to be in the best interest of the College or of the student.

Attendance of Classes

Faculty agree that regular attendance in classes conducted in the traditional format, as well as regular participation in courses taught in non-traditional, distance education, and asynchronous formats, is conducive to optimum achievement. Therefore, students are expected to attend all meetings of classes in which they are enrolled and fully participate in classes taught in non-traditional formats.

Any student who is registered for a course but has not attended a class session will be reported by the instructor as “Never Attended”. For online courses, students without substantive course participation via a qualifying activity, such as the completion of the syllabus acknowledgement quiz, will be reported as having “Never Attended”. A student who only has a course access date for an online class is not considered to have attended the class.

Excused absences, for which missed work, assignments, or exams may be made up, include an absence for days identified as part of Texas Education Codes Section 51.911 (religious holy days) and 51.9111 (active military service), attendance at a College-sponsored activity, or at the discretion of the faculty, as outlined in the course syllabus.

Whenever a student acquires absences in excess of two weeks in a 16-week semester or when a student’s attendance record (in the judgment of the instructor) makes the attainment of minimum course objectives improbable, that student may be recommended to drop the course with the designation of “W” or “WX”.

In order to appeal a recorded grade of “W” for a course, a student must follow the academic appeal process outlined in the WCJC Student Handbook and College Policy FLD (Local).

Never Attended

Never attended rosters are submitted to the Office of Admissions and Registration on the census date for the semester. Students who are reported as having never attended will be dropped from the course(s) for which they were reported and will be notified via their WCJC student email. A student will only be reinstated into a class if they were erroneously reported as having never attended. Reinstatements requested more than two days after the official census date for the term will not be granted.

Any student that is reported as having never attended for a course that requires co-enrollment, including science lecture/labs and developmental courses, will be dropped from both co-requisite offerings.

Audit of Course

After the schedule change period, students may register to audit academic courses on a spaceavailable basis. Students who obtain permission from the appropriate Program Director may also register to audit vocational courses after the schedule change period. Auditing entitles students to the usual learning opportunities but eliminates such course requirements as attendance, written work, and tests. An audit cannot be changed to credit, nor credit to audit, after the schedule change period. The cost of attendance for a course audit is the same as that for course credit.

Change of Name or Address

A student who changes their name or home or local address should submit a “Change of Name” and/or “Change of Address” form to the Office of Admissions and Registration immediately. Any communication from the College that is mailed to the name and address on record is considered to have been delivered, and the student is responsible for having received the communication.

A change in address does not automatically change a student’s status regarding in-district and/or in-state residency. For changes of residency status, students should consult the section on residency information and requirements.

Classification of Students

Students who are enrolled at Wharton County Junior College are classified according to the number of hours completed and the number of hours in which enrolled.

Semester Credit Hours

The unit of measurement for credit purposes is a semester credit hour. One semester credit hour represents the credit earned in a course that is scheduled for one class hour per week for a semester. Most courses meet three hours per week and have a credit value of three semester hours.

Course Load

To ensure the quality of student learning, WCJC shall not allow a student to carry more courses in any term (that is, regular or shortened semester) that would allow them to earn more than one semester credit hour per week over the course of the term.

The normal course load for the fall or spring semester shall be 15 semester hours. Course loads in excess of 19 semester hours shall require approval by the Vice President of Instruction.

The normal course load for the summer session shall be six (6) semester hours for each five-week part-of-term or 12 semester hours for a full summer semester. Course loads in excess of seven (7) semester hours per five-week part-of-term or 14 semester hours per summer semester shall require approval by the Vice President of Instruction.

The normal course load during a mini semester shall be one (1) course of three (3) or four (4) credits. Students may not enroll for more than a normal load without approval from the Vice President of Instruction.

Course Numbers

WCJC uses the Texas Common Course Numbering System (TCCNS), adopted by the majority of Texas two-year institutions. Institutions participating in this system have signed agreements accepting a standard numbering system for commonly transferred courses. This system ensures that if students take courses which have been designated as common, the courses are accepted in transfer and are treated as equivalent to the receiving institution’s courses.

The common course number has a standardized four-letter prefix followed by a four-digit number. The prefix identifies the department through which the course is offered. Numbers 1100-1999 indicate freshman level courses and numbers 2100-2999 indicate sophomore-level courses. For example, English 1301 is a freshman-level course in the Department of English and Humanities, whereas English 2322 is a sophomore-level course.

Students may enroll in any course if all specific course prerequisites and program requirements have been met, regardless of TCCNS equivalency.

Course Offerings

The College exercises the prerogative of choosing the courses to be offered during a given semester. Course offerings are announced in the official schedule of classes for each semester. Should the enrollment in a course or section be insufficient, the course may be dropped from the schedule. Likewise, a course or section may be closed to further enrollment should enrollment become excessive.

All traditional face-to-face classes may be enriched by the addition of an online component. Some courses may require students to actively engage in an online element. This may include areas such as the submission of assignments and/or participation in discussion boards. The online component may be hosted on the College’s learning management system and other web locations. Students should contact the instructor or check the course syllabus to determine if there is an online component.

Course Prerequisites

A “prerequisite” is a condition or requirement that must be met. Many courses are open only to those students meeting specified requirements. Course prerequisites may include credit in another course, a minimum grade in another course, test scores, concurrent enrollment in another course, sophomore standing, consent of the Division Chair, or demonstration of a particular skill.

Prerequisites are indicated below each course description.

Final Examinations

All academic courses require the administration of a final examination. Exemptions from final examinations are not given. If a student misses a final exam due to illness or other emergency, the student may be given an “I” at the instructor’s discretion, contingent upon Division Chair approval. The student should contact the instructor to make arrangements for a make-up exam. An “I” automatically converts to an “F” by mid-semester (last day of the first eight-week part-of-term) of the next regular semester (Fall or Spring) if the student does not make up the exam.

Grading Policy, Grade Reports, Grade Points

The College considers grades extremely important permanent records and requires instructors to communicate their specific grading policies for each class at the beginning of the semester. At the end of the semester, the College requires instructors to submit final grades for all officially enrolled students.

Students who believe errors have been made in the final reporting of grades should discuss the matter with their instructors. Students shall follow the method of appeal set forth in the WCJC Student Handbook and in College Policy FLD (Local). A grade change appeal must be filed within 15 business days of the date the student first knew, or with reasonable diligence should have known, of the decision giving rise to the grade appeal.

A final grade may be changed only by the instructor of the course with the approval of the Vice President of Instruction or by action of the Board of Trustees.

Grade or Notations are as follows: 

A four-point system for expressing in numerical terms the quality of scholarship achieved by the student is useful in determining eligibility for honors, probation, graduation, participation in intercollegiate athletic competition, and membership in certain student organizations.

The system is as follows:

• Each grade of “A” earns 4 grade points per semester hour.
• Each grade of “B” earns 3 grade points per semester hour.
• Each grade of “C” earns 2 grade points per semester hour.
• Each grade of “D” earns 1 grade point per semester hour.
• Other grades earn 0 grade points.

At the end of each grading period, a grade point average (GPA) may be obtained by computing the sum of all the grade points earned and dividing this number by the total number of semester hours attempted. Courses marked “I”, “W”, “X”, and “WX” are not counted in computing the GPA.

For example, if a student completes the following 16 credit hours in a semester, the GPA for that semester is calculated as follows:

Divide the number of grade points earned (50) by the total number of credit hours attempted (16). The GPA for that semester would be 3.17 or “B”.

Graduation Requirements

Students are responsible for familiarizing themselves with the detailed requirements of their chosen degrees and for preparing themselves to meet those requirements.

WCJC grants the following:

• Associate of Arts/Science Degree - A student may receive only one AA or AS degree
• Associate of Applied Science Degree - A student may receive only one AAS degree within a specific degree track
• Level I and Level II Certificates

General Requirements for Graduation

1. All program course requirements must be completed by course completion or approved course substitution.
2. Candidates must complete at least 25% of their semester hours at WCJC.
3. An institutional GPA of 2.0 must be earned for all degrees and certificates. AAS degrees and Level II certificates require an earned GPA of 2.0 in the program area.
4. TSI requirements must be met, if pursuing an obligated degree or certificate.
5. All financial obligations must be met.

Graduation Under a Particular Catalog

To graduate, students must complete the requirements delineated within the catalog that was in effect at the time of their initial enrollment. Students have five (5) years from the date of initial enrollment to complete all degree or certificate requirements, contingent upon maintaining continuous enrollment. Continuous enrollment is defined as earning a minimum of three (3) semester credit hours within a 12-month period during any academic term. After five years, students must, with the assistance of an academic advisor, select a newer catalog to follow. If a student does not earn a minimum of three (3) semester credit hours within a 12- month period, the student will follow the catalog requirements in effect upon the student’s reentry into the institution. Students who change majors will follow the current catalog at the time the change of major goes into effect. Appeals to this policy are reviewed by the Vice President of Instruction, provided the appeal is submitted in written format and includes appropriate documentation. Students are directed to the WCJC Student Handbook and College Policy FLD (Local) for further clarification.

Course Substitutions

Semester credit hours for a degree or certificate will not be waived. Core requirements may not be substituted. Application for a course substitution must be initiated through the Program Director or Department Head. Substitutions for other requirements must be approved by the Program Director/Department Head, Division Chair, Dean (if applicable), and the Vice President of Instruction.

Graduation Application

WCJC awards degrees three times per year: August, December, and May. A student who is a candidate for graduation must complete a graduation application online. For more information on graduation, please refer to the WCJC website by selecting “Information For” > “Current Students” > “Graduation”.

Graduation Commencement Ceremonies

WCJC’s commencement ceremonies are held each spring semester to recognize students who complete all graduation requirements. Participation in a commencement ceremony is the act of obtaining public recognition that a student has completed all requirements for graduation but does not indicate the official conferral of a degree. The approval of a student participating in the commencement ceremony is contingent upon the satisfactory completion of all degree requirements and having no outstanding financial obligations to the College.

Students are eligible to participate in commencement if they complete all degree requirements during the fall or spring semester directly preceding the commencement ceremony being held. Students who have registered and paid for May-Mini or Summer courses may also participate in that year’s commencement ceremony provided they are able to complete all degree requirements by the end of the Summer term.

Complete information about the ceremonies is emailed to students several weeks before the scheduled date and is available on the College website.

Students receiving certificates do not participate in the commencement ceremony.

Reverse Articulation

Students who have not completed all course requirements for a degree or certificate, but who have completed at least 25% of their semester hours at WCJC, may fulfill their course requirements at another accredited institution and transfer the credits to WCJC. If the requirements for a degree or certificate are met, WCJC will automatically issue the student’s award. Students may graduate in accordance with the requirements stated in the catalog in effect up to five (5) years prior to the date of graduation.

Minimum Standard of Work

WCJC expects students to achieve satisfactory progress toward the attainment of their education goals. The minimum acceptable standard of satisfactory progress is an institutional GPA of at least 2.0 on attempted semester credit hours.

Repetition of Course

When a course is repeated, the last grade awarded is the permanent grade for the course and is the only grade considered in calculating the student’s semester hours and GPA at WCJC.

Repeated Courses and Tuition Charges

WCJC will charge a higher tuition rate to Texas resident students registering for a course for the third or subsequent time. This charge will apply to any course that the student has already attempted twice and which appears on their transcript. Upon the third and subsequent enrollment, the out-of-state tuition rate will be charged for those credit hours. This charge will be assessed upon third enrollments in attempted (courses in which a student withdrew and received a “W”) and completed courses (courses in which a student received a letter grade). The Texas State Legislature allows colleges to charge tuition at a higher rate for those courses repeated three or more times.

Exemptions to Repeated Courses

The following types of credit hours are exempt and are not subject to the Repeated Courses Tuition Charges Policy:

1. Credit hours for remedial and developmental courses, if the coursework is within the 27-hour limit;
2. Credit hours for courses that involve different or more advanced content each time they are taken, including but not limited to, individual music lessons, theater practicum, music performance, ensembles, certain physical education and kinesiology courses, and studio art;
3. Credit hours for independent study courses;
4. Credit hours for continuing education courses that must be repeated to retain professional certification; and
5. Credit hours repeated in the final semester or term before graduation, if the credit hours are taken for the purpose of receiving a grade that will satisfy a degree requirement. (This exemption applies for only one semester or term.)

Request for Exemption

Students who believe they should receive an exemption from the higher tuition rate should, after registering for the course that was charged a higher tuition rate, submit a written statement to the WCJC Registrar outlining the reason(s) they believe an exemption should be granted. This statement should include the reason(s) why they believe they should be exempt from the higher tuition rate, a statement to support the identified reason(s), and documentation to support the claim. Students have seven (7) business days from the start of the course to request an exemption from the higher tuition rate. Requests for an exemption requiring additional information or research will not be processed. Students will be notified via WCJC email regarding the outcome of the request for exemption.

Exemption Appeals

Students who attempt to claim an exemption from the higher tuition rate but are denied have the option to appeal within five (5) business days of being denied the exemption. Students must present, in writing, a statement outlining the reason(s) they believe an exemption should be granted and supply any documentation at the time of the written appeal. The appeal should be submitted using the “Student Grievance Form” found on the “Student Forms” webpage. A WCJC administrator will then respond within five (5) business days of receiving a student’s appeal.

Tuition and fees are subject to change without notice.

Scholastic Honors

DEAN’S LIST: At the end of each full term (16 weeks), those students who have been enrolled for at least 12 semester hours of college-level courses, who have made no failing grades, and who have earned an institutional GPA of at least 3.5 are listed on the Dean’s List.

GRADUATION WITH HONORS: Those members of the graduating class who earn an institutional GPA of at least 3.8 are graduated with High Honors and those earning a GPA of at least 3.5, but less than 3.8, are graduated with Honors.

Academic Standing

A student’s academic standing is evaluated at the end of each semester to gauge academic progress and successful course completion. Academic standing is designed to monitor student performance and explore options for students who have difficulty meeting the minimum standard of work. Academic standing is based on a student’s institutional GPA, which is calculated based on those courses taken at WCJC, including dual credit and developmental courses. Grades for transfer coursework completed at another institution will not be included in a student’s institutional GPA and will
not be used in the determination of a student’s academic standing.

A student’s academic standing may be classified as “Good Standing”, “Academic Probation” or “Academic Suspension”, as described below.

Good Standing

A student who maintains an institutional GPA of 2.0 or higher is considered to be in “Good Standing”. All students entering WCJC for the first time will enter in good standing.

Academic Probation

Any student whose institutional GPA falls below a 2.0 will be placed on “Academic Probation”. Students are encouraged to meet with an academic advisor prior to registering for the following semester and will be restricted to take no more than 15 semester credit hours until they are removed from probation.

Once their minimum institutional GPA is at or above a 2.0, a student will be removed from probation and placed on good standing. If a student’s institutional GPA remains below a 2.0, but they are able to achieve a semester GPA of 2.0 or higher, the student will remain on academic probation. Any student who is on probation and fails to meet a minimum of 2.0 for both their institutional and semester GPAs will be place on academic suspension (see below).

Academic Suspension

A student on academic probation whose institutional GPA remains below the minimum for 2.0 for two consecutive semesters, and who is unable to achieve a semester GPA of 2.0, will be placed on “Academic Suspension”. Students who are suspended from the institution will be required to abstain from taking classes at WCJC during the following semester (Fall, Spring, or Summer). A student who has been suspended must meet with an academic advisor prior to re-entry and will remain on academic probation until a minimum institutional GPA of 2.0 is achieved.

Students may appeal their suspension status, in writing using the “Academic Suspension Appeal” form on the WCJC webpage under “Student Forms”.

Student Grievances and Complaints

The College has an established policy for hearing student grievances and complaints. Students who believe they have legitimate complaints about (1) discrimination or harassment based on sex, race, age, gender identity, national origin, religion, veteran status, or disability; (2) non-academic decisions, rules, or regulations; (3) management or conduct of programs; (4) allegations of misleading advertisement or promotion of programs; or (5) other actions of college employees, should contact the Office of the Associate Vice President of Academic Affairs to file the grievance following College Policy FFDA, FFDB, or FLD.

Transcripts

A transcript of college credits is an official copy of the student’s permanent record bearing the college seal. Students may purchase a copy of their transcript by selecting “Information For” > “Current Students” on the WCJC homepage, then selecting “Order a Transcript”. All holds must be cleared before a transcript is issued.

Transfer of Semester Credit Hours

WCJC is fully approved and accredited to offer lower-division courses (freshmen and sophomore courses). All WCJC academic semester hour credits transfer to other state funded colleges. Certain developmental, preparatory, and vocational courses may not transfer. Colleges do not lower transferred grades; grades are transferred as they are received. However, for degree purposes or determining scholastic standing, grades earned at other institutions may or may not be averaged with work done at the receiving college or university.

FREE TRANSFERABILITY: Lower-division courses included in the Texas Higher Education Coordinating Board’s Academic Course Guide Manual and specified in the definition of “Lower- Division Academic Course Guide Manual” shall be freely transferable to and accepted as comparable degree credit by any Texas public institution of higher education where the equivalent course is available for fulfilling baccalaureate degree requirements. It is understood that each Texas institution of higher education may have limitations that invalidate courses after a specific length of time in accordance with TEC Section 61.078.

All lower division academic courses shall be fully transferable among public institutions and must count toward the same degree at any public college or university in Texas.

Transfer of Semester Credit Hours Requirements and Limitations

1. Each institution of higher education shall identify in its undergraduate catalog each lower division course that is substantially equivalent to an academic course listed in the current edition of the “Community College General Academic Course Guide Manual”.
2. Each university must identify at least 45 semester credit hours of academic courses that are substantially equivalent to courses listed in the “Lower-Division Academic Course Guide Manual”, including those that fulfill the lower-division portion of the institution’s Core Curriculum.
3. All public colleges and universities must accept transfer of credit for successfully completed courses identified in (A) and (B) above as applicable to an associate or baccalaureate degree in the same manner as credit awarded to non-transfer students in that major.
4. Each institution shall be required to accept in transfer into a baccalaureate degree the number of lower division semester credit hours in a major which are allowed for their non-transfer students in that major; however,
   • No institution shall be required to accept in transfer more credit hours in a major than the number set out in the applicable Coordinating Board approved Transfer Curriculum for that major, as prescribed by the current issue of the Coordinating Board’s Guide to Transfer of Credit Policies and Curricula.
   • In any major for which there is no Coordinating Board approved Transfer Curriculum, no institution shall be required to accept in transfer more lower division courses credit in the major applicable to a baccalaureate degree than the institution allows their non-transfer students in the major.
   • A university may deny the transfer of credit in courses with a grade of “D” as applicable to the student’s major.
5. All senior institutions of higher education in Texas shall provide support services for transfer students, equivalent to those provided to non-transfer students regularly enrolled at the institutions, including an orientation program for transfer students, equivalent to that provided for entering freshman enrollees.
6. No university shall be required to accept in transfer or toward a degree, more than 60 semester credit hours of academic credits earned by a student in a community college. Universities, however, may choose to accept additional credit hours.

Resolution of Transfer Disputes for Lower-division Courses

The following procedures shall be followed by public institutions of higher education in the resolution of credit transfer disputes involving lower-division courses:

1. If an institution of higher education does not accept course credit earned by a student at another institution of higher education, the receiving institution shall give written notice to the student and to the sending institution that transfer of the course credit is denied. A receiving institution shall also provide written notice of the reasons for denying credit for a particular course or set of courses at the request of the sending institution.
2. A student who receives notice as specified in Subsection (A) may dispute the denial of credit by contacting a designated official at either the sending or the receiving institution.
3. The two institutions and the student shall attempt to resolve the transfer of the course credit in accordance with Board rules and guidelines.
4. If the transfer dispute is not resolved to the satisfaction of the student or the sending institution within 45 days after the date the student received written notice of denial, the institution that denies the course credit for transfer shall notify the Commissioner of its denial and the reasons for the denial.
5. The Commissioner of Higher Education or the Commissioner’s designee shall make the final determination about a dispute concerning the transfer of course credit and give written notice of the determination to the involved student and institutions.
6. The Board shall collect data on the types of transfer disputes that are reported and the disposition of each case that is considered by the Commission or the Commissioner’s designee.
7. If a receiving institution has cause to believe that a course being presented by a student for transfer from another school is not of an acceptable level of quality, it shall first contact the sending institution and attempt to resolve the problem. In the event that the two institutions are unable to come to a satisfactory resolution, the receiving institution may notify the Commissioner of Higher Education, who may investigate the course. If its quality is found to be unacceptable, the Board may discontinue funding for the course.

Academic Fresh Start

In accordance with Texas Education Code §51.931, any Texas resident who applies for admission, or readmission, to WCJC with coursework that was earned 10 or more years prior to the requested date of enrollment may elect to have those credits not considered as part of their academic record. Any student who elects to be admitted under “Fresh Start” will not receive credit for any courses taken 10+ years prior to their date of enrollment at WCJC. Excluded courses may not be used to fulfill prerequisite requirements, count toward degree requirements, and/or be included in a student’s GPA. Excluded courses may be used to satisfy TSI requirements, if applicable.

Students who opt in to “Fresh Start” must submit an “Academic Fresh Start Acknowledgement Form” to the Office of Admissions and Registration upon application to WCJC.

“Fresh Start” clears only a student’s academic record, and does not impact the number of semesters that a student is considered to have been in higher education for the purpose of calculating a student’s Financial Aid.

Six Course Drop Limit

Under section 51.907 of the Texas Education Code, “an institution of higher education may not permit a student to drop more than six courses, including any course a transfer student has dropped at another institution of higher education.” This statute applies to students who enroll in a public institution of higher education as a first-time freshman in fall 2007 or later. Any course that a student drops is counted toward the six (6) drop limit if:

• The student was able to drop the course without receiving a grade or incurring an academic penalty;
• The student’s transcript indicates or will indicate that the student was enrolled in the course;
• The student is not dropping the course in order to withdraw from the institution.

Once a student has accumulated a total of six (6) applicable course drops, either from WCJC or any transfer institution(s), they may not drop any additional courses. The instructor will be required to award the grade of A, B, C, D, or F.

An automatic notification will be placed on the student record after the student reaches the 3rd counted drop. Students will be required to meet with an academic advisor following the 4th and 6th drops prior to being able to register for the next academic term.

Courses Excluded from Drop Limit

Drops from the following types of courses are excluded from the course drop limit:

1. Courses taken by students while enrolled in high school - whether dual credit or early admission. Once graduated from high school, drops will begin to count.
2. Courses dropped at private or out-of-state institutions.
3. Remedial or developmental courses, workforce education courses, or other courses that would not generate undergraduate credit that could be applied to a degree.
4. Drops which meet the definition of a complete withdrawal.

Exemption for Covid-19 Pandemic

A course dropped by a student during the 2020 spring or summer semester or the 2020-2021 academic year, because of a bar or limit on in-person course attendance due to COVID-19 pandemic, may not be counted toward the limit on the number of dropped courses.

Good Cause Exemptions

With substantiating documentation, a student may ask for an exception to the six (6) drop limit for any of the following reasons:

1. A severe illness or other debilitating condition that affects the student’s ability to satisfactorily complete a course;
2. The care of a sick, injured or needy person if providing that care affects the student’s ability to satisfactorily complete a course;
3. The death of a member of the student’s family as defined by law;
4. The death of a person who has a sufficiently close relationship to the student as defined by law;
5. The student’s active military duty service;
6. The active military service of a member of the student’s family or a person who has a sufficiently close relationship to the student;
7. A change in the student’s work schedule that is beyond the student’s control and affects the student’s ability to satisfactorily complete a course; or
8. A disaster declared by the governor that prevents or limits in person course attendance for a period determined by the College District, in accordance with law, to significantly affect the student’s ability to participate in coursework.

It is the responsibility of the student to provide all substantiating documentation to the Office of Admissions and Registration at the time the drop is made. Exemption requests that do not include all required documentation will not be granted. Exemptions are subject to review and approval by the WCJC Registrar.

For the purposes of this section (listed above) the following definitions will apply:

FAMILY MEMBERS: spouse, child, grandchild, father, mother, brother, sister, grandmother, grandfather, aunt, uncle, nephew, niece, first cousin, stepparent, stepchild, or stepsibling.

SUFFICIENTLY CLOSE RELATIONSHIP: this relationship can include a relative with the third degree of consanguinity, plus close friends, including but not limited to, roommates, housemates, classmates, or others identified by the student for approval of the institution on a case-by-case basis.

Withdrawal from College

If a student must withdraw from the College before the completion of the semester for which he or she is enrolled, the student must drop all courses from their schedule by accessing the “Register (Add/Drop)” page in Online Services or by submitting a “Course Drop/Withdrawal” form to the Office of Admissions and Registration on or before the last day of classes for that semester, and prior to the start of finals, as published on the WCJC Academic Calendar. WCJC faculty and/or staff cannot request or process the withdrawal on the student’s behalf.

All financial obligations to the College must be met in order to receive official clearance.

Services for Students with Disabilities

WCJC is committed to providing a discrimination-free environment for its students with disabilities. Upon application, students with disabilities are encouraged to inform the Office of Counseling and Disability Services of any assistance needed. Early self-identification allows students to receive an accommodation as quickly as possible.

Students desiring accommodations must register with the Office of Counseling and Disability Services and provide appropriate medical and/or psychological documentation. This action entitles qualified students with disabilities legal rights and assures receipt of information on available services and procedures. Disability information is strictly confidential and is not released without consent of the student.

It is the responsibility of students with a disability to voluntarily and confidentially disclose information regarding the nature and extent of the disability. WCJC does not assume responsibility for providing accommodations and services to students who have not identified themselves as having a qualifying disability and who have not made their need known. Once a student has registered with the Office of Counseling and Disability Services, they will receive an ADA Eligibility Letter that they will provide to their instructors as notification of accommodations.

Specific disability services are based on individual needs and circumstances to initiate services. The Disability Services office is located in the Pioneer Student Center on the Wharton campus.

Student Rights, Responsibilities, and Prohibited Behavior and Conduct

The College recognizes the necessity of establishing clear guidelines for student conduct to ensure the protection of rights for the individual and for the College as an educational institution. In addition to other formal rules and regulations, the following statements adopted by the College apply to all individuals of the college community, as well as its guests.

Student Rights

Statement of Individual Rights: The following rights of all members of the college community shall remain inviolable:

1. To learn, teach, study, and search for truth without interference or harassment.
2. To move about the campus and in campus buildings freely and without interference or harassment.
3. To express opinions freely and without interference, individually or in groups, as long as such expression does not interfere with any other individuals’ rights hereby guaranteed or result in damage to property.
4. To be treated at all times with courtesy and respect, regardless of ethnic origin, cultural background, sex, gender identity, creed or ideology, as long as one displays regard to the rights of others as provided in this statement of individual rights.

If a student feels that his/her rights have been violated, WCJC Board Policy FLD, Student Complaints, provides policies and processes for a grievance. Grievance may include both nonacademic (i.e. discrimination, actions of College or other student) and academic (academic decisions) concerns. Questions regarding student rights may be directed to the Associate Vice President of Academic Affairs.

Student Responsibilities

As a student of Wharton County Junior College, an individual assumes responsibility of observing a proper standard of conduct at all times. Students are expected to understand and comply with all College policies and procedures.

All students shall obey the law, show respect for properly constituted authority, and observe proper standards of conduct. Each student shall:

• Demonstrate courtesy, even when others do not;
• Behave in a responsible manner, always exercising self-discipline;
• Attend all classes, regularly and on time;
• Prepare for each class and take appropriate materials and assignments to class;
• Obey all classroom rules;
• Respect the rights and privileges of students, faculty, and other WCJC staff and volunteers;
• Respect the property of others, including College property and facilities; and
• Cooperate with and assist the College staff in maintaining safety, order, and discipline.

Prohibited Behavior Statement

All students shall obey the law, show respect for College administration, faculty, staff, and employees and shall observe correct standards of conduct. In addition to activities prohibited by law and/or other College policies and regulations, the following types of behavior shall be prohibited and subject to disciplinary action, including but not limited to, possible dismissal from WCJC.

1. Federal, State, and local laws - violations of federal, state, and local law or WCJC policies, procedures, or rules, including those in the WCJC Student Handbook.
2. Prohibited Weapons - Possession, distribution, sale, or use of firearms, location-restricted knives, clubs, knuckles, or other prohibited weapons to include fireworks, as described in College Policy CHF, without prior approval.
3. Drugs and Alcohol - Behaviors regarding drugs and alcohol and associated paraphernalia as described in College Policy FLBE.
   1. A student shall be prohibited from using, possessing, controlling, manufacturing, transmitting, distributing, selling, or being under the influence of intoxicating beverages on College premises and at College-sponsored activities.
   2. No student shall possess, use, control, manufacture, transmit, distribute, sell, or attempt to possess, use, control, manufacture, transmit, distribute, sell, or be under the influence of any of the following substances on College premises or at College-sponsored activities:
      • Any controlled substance or dangerous drug as defined by law, including, but not limited to, marijuana, narcotic drug, hallucinogen, stimulant, depressant, amphetamine, or barbiturate.
      • Any abusable glue, aerosol paint, or any other volatile chemical substance or inhalation.
      • Any performance-enhancing substance, including steroids.
      • Any designer drug.
      • Any other intoxicate or mood-changing, mind-altering, or behavior-altering drug.
   3. Paraphernalia - The use, possession, control, manufacture, transmission, distribution, or sale of paraphernalia related to any prohibited substance.
4. Debts - Owing a monetary debt to the College that is considered delinquent or writing an “insufficient funds” check to the College.
5. Disruptions - Disorderly conduct or disruptive behavior. Disorderly conduct shall include any of the following activities occurring on the premises owned or controlled by WCJC:
   1. Behavior of a boisterous or tumultuous character such that there is a clear and present danger of alarming persons where no legitimate reason for alarm exists.
   2. Interference with the peaceful and lawful conduct of persons under circumstances in which there is reason to believe that such conduct will cause or provoke a disturbance.
   3. Violent and forceful behavior at any time such that there is a clear and present danger that free movement of other persons will be impaired.
   4. Behavior involving personal abuse or assault when such behavior creates a clear and present danger of causing assaults or fights.
   5. Violent, abusive, indecent, profane, boisterous, unreasonably loud, or otherwise disorderly conduct under circumstances in which there is reason to believe that such conduct will provoke disturbance.
   6. Willful and malicious behavior that interrupts the speaker of any lawful assembly or impairs the lawful right of others to participate effectively in such assembly or meeting when there is reason to believe that such conduct will cause or provoke a disturbance.
   7. Willful and malicious behavior that obstructs or causes the obstruction of any doorway, hall, or any other passageway in the College District building to such an extent that the employees, officers, and other persons, including visitors, having business with the College District are denied entrance into, exit from, or free passage in such building.
6. Behavior Targeting Others -
   1. Threatening another person, including a student or employee.
   2. Intentionally, knowingly, or negligently causing physical harm to any person.
   3. Engaging in conduct that constitutes harassment, sexual assault, dating violence, stalking, or bullying directed toward another person, including a student or employee as written in College Policy FFDA, College Policy FFDB, and College Policy FFE.
      • Prohibited harassment of a student is defined as physical, verbal, or non-verbal conduct based on the student’s race, color, religion, national origin, disability, age, gender, or on any other basis prohibited by law that adversely affects the student. Read full policy at College Policy FFDB.
      • Prohibited sexual harassment, which includes sexual violence, dating and domestic violence, and stalking, is defined as unwelcome sexual advances, request for sexual favors, sexually motivated physical, verbal, and non-verbal conduct, or other conduct or communication of a sexual nature when the conduct is so severe, persistent, or pervasive that it limits or denies the student’s ability to participate in or benefit from the College’s educational program or activities. Read full policy at College Policy FFDA.
      • Bullying, which may include hazing, threats, taunting, teasing, confinement, assault, demands for money, destruction of property, theft, name-calling, rumor spreading, or ostracism, is strictly prohibited. Bullying occurs when a student or group of students engage in written or verbal expression, expression through electronic means, or physical conduct that occurs on College premises or at a College-sponsored activity and that:
        • has the effect or have the effects of physically harming a student, damaging a student’s property, or placing a student in reasonable fear of harm to the student’s person or of damage to the student’s property; or
        • Is so sufficiently severe, persistent or pervasive that the action or threat limits or denies a student’s ability to participate in or benefit from the College’s educational program. Read full policy at College Policy FFE.
      • A student who intentionally makes a false claim, offers false statements, or refuses to cooperate with a College investigation regarding discrimination or harassment shall be subject to appropriate disciplinary action.
   4. Hazing with or without the consent of a student.
   5. Initiations by organizations that include features that are dangerous, harmful, or degrading to the student, a violation of which also renders the organization subject to appropriate discipline.
   6. Endangering the health or safety of members of the College community or visitors to the premises.
7. Property -
   1. Intentionally, knowingly, or negligently defacing, damaging, misusing, or destroying College property or property of others.
   2. Stealing or theft of College property or the property of others.
   3. Theft, sabotage, destruction, distribution, or other use of the intellectual property of the College or third parties without permission.
8. Directives -
   1. Failure to comply with the directive of a College official.
   2. Failure to provide identification upon request.
9. Tobacco and E-cigarettes - Possession or use of tobacco products or e-cigarettes on College property without authorization [College Policy FLBD].
10. Misuse of Technology -
    1. Violating policies, rules, or agreements signed by the student regarding the use of technology resources.
    2. Attempting to access or circumvent passwords or other security-related information of the College District, students, or employees or uploading or creating computer viruses.
    3. Attempting to alter, destroy, disable, or restrict access to College District technology resources including, but not limited to, computers and related equipment, College District data, the data of others, or other networks connected to the College’s system without permission.
    4. Using the internet or other electronic communications to threaten College students, employees, or volunteers.
    5. Sending, posting, or possessing electronic messages that are abusive, obscene, sexually oriented, threatening, harassing, damaging to another’s reputation, or illegal.
    6. Using email or websites to engage in or encourage illegal behavior, or threaten the safety of the College, students, employees, or visitors.
    7. Possessing published or electronic material that is designed to promote or encourage illegal behavior or that could threaten the safety of the College, students, employees, or visitors.
    8. In accordance with Administrative Procedure CR, TikTok and other prohibited technologies may not be downloaded or used on any WCJCowned device, including college desktop computers, laptops, or other device capable of internet connectivity. Moreover, TikTok may not be accessed from a student’s personal device while connected to the WCJC network.
11. Dishonesty -
    1. Scholastic dishonesty, which includes cheating, plagiarism, and collusion.
       • Cheating, which includes, but is not limited to:
         • Copying from another student’s test or class work.
         • Using test materials not authorized by the person administering the test.
         • Collaborating with or seeking aid from another student during a test without permission from the test administrator.
         • Knowingly using, buying, selling, stealing, or soliciting, in whole or in part, the contents of an unadministered test, paper, or another assignment.
         • The unauthorized transporting or removal, in whole or in part, of the contents of the unadministered test.
         • Substituting for another student, or permitting another student to substitute for one’s self, to take a test.
         • Bribing another person to obtain an unadministered test or information about an unadministered test.
         • Manipulating a test, assignment, or final course grade.
       • Plagiarism - the appropriating, buying, receiving as a gift or obtaining by any means another’s work and the unacknowledged submission or incorporation of it in one’s own written work.
       • Collusion - the unauthorized collaboration with another person in preparing written work for fulfillment of course requirements.
    2. Making false accusations or perpetrating hoaxes regarding the safety of the College, students, employees, or visitors.
    3. Intentionally or knowingly providing false information to the College.
    4. Intentionally or knowingly falsifying records, passes, or other College-related documents.
12. Gambling or Other Conduct - Gambling or engaging in any other conduct that a College official might reasonably believe will substantially disrupt the College program or incite violence.

Misconduct may result in the student being placed on disciplinary probation or suspension (dismissal).

Wharton County Junior College Sexual Misconduct and Harassment Policy - FFDA

The College District prohibits discrimination, including harassment, against any student on the basis of sex or gender. Retaliation against anyone involved in the complaint process is a violation of College District policy and is prohibited. The district shall investigate all allegations of such harassment and shall take appropriate disciplinary action against employees or students found to engage in such harassment. Any employee or student who believes he or she has been or is being subjected to any form of sexual harassment shall bring the matter to the attention of the respective Title IX Coordinator (College Policy FFDA). Refer to Policy FFDA for full policy and procedures with regards to Sexual Misconduct and Harassment concerns and complaints.