Registration Information and Policies

*A student must be at least 9th grade or 14 years in age in order to be registered in academic credit with WCU.

1. Register for an outdoor partner’s course directly through an outdoor partner.
2. Then complete WCU credit registration application at least 30 days prior to course start date.
   1. WCU Center for Learning & Innovation (CLI) will verify the student’s enrollment for the course and the student will receive academic credit through the affiliated outdoor partner.
3. Once enrollment is verified, the student will receive a “Registration Confirmation” email that directs them to their invoice for balance due, payment information, assignment prompt and other needed instructions.
4. When the student receives their invoice from WCU, initiate payment to WCU.
   1. Please indicate on credit registration application what payment method the student will be using and if the student would not like to be billed for the specific outdoor partner’s course fee.
5. Our registration process is complete once the student’s funding has been received in full and processed.
   1. If applicable, any funds being processed for the outdoor partner’s course fee will be sent to the outdoor partner after being received by WCU and having a zero balance on your account.

Timing to Register for a course:

1. Summer Semester-Middle of April
2. Fall Semester-Middle of May
3. Winter/Spring Semester-Middle of November

Center for Learning & Innovation will not be able to register students in advance. We can take applications, but won’t process until Western opens its registration for non-degree students as stated above.

Grading:
Depends on your Outdoor Partner’s, some are letter grades (A-F) and others are Satisfactory/Unsatisfactory. Both grading scales are listed below. If you have any additional questions on which grading scale your outdoor partner uses, please reach out to either CLI or your Outdoor partner directly for clarification.

1. Outdoor partners will submit the students’ grade to WCU Center for Learning and Innovation Office within 6 weeks of the course end date.

Satisfactory/Unsatisfactory Grades:
Students may be graded on a Satisfactory/Unsatisfactory grading scale, S=Satisfactory, equivalent to C- or above. Credits are earned. U=Unsatisfactory, equivalent to D+ or below. No credits are earned. S and U grades are not used in computation of grade point average.

Letter Grades:

If Western is Faculty of Record:
Students may be graded on an A, B, C, D, F basis by WCU Faculty in the respective department for their academic credits on the course, with a percentage of their grade based on a written reflection and their time on course from an Outdoor Partner Instructors Evaluation.

1. The Outdoor Partner Instructors Evaluation is 60% and the written assignment(s) due to WCU by the student is 40% of the letter grade for the WCU academic credit. The Outdoor Partner Instructors Evaluation will be sent to WCU directly by the specific outdoor partner at the completion of the course.
2. The student will be given their assignment prompt by access in a google classroom, corresponding to the academic credit selection for their outdoor partner course, before their course begins in a confirmation email.
3. The assignment is due by the student to outdoorprograms@western.edu within 15 business days (not including weekends or Holidays) of the course end date in order for the student to receive a letter grade for their academic credits. Or Google Classroom.
   1. If the student does not submit their assignment by the due date, a grade of “Technical Fail” will be automatically assessed on their WCU transcript for the academic credit(s).
   2. Assignment deadline extensions for a maximum one-week period of time are granted for extenuating circumstances. Requests must be submitted in writing to the Center for Learning & Innovation Office before the original coursework due date.

If Outdoor Partner is Faculty of Record:
The definition of Outdoor Partner being Faculty of Record-Outdoor partner has been approved to teach the class with the required credentials. All Outdoor partners are different, but abide by our Grading policies (Letter Grades or Satisfactory/ Unsatisfactory). Western will receive the grade within 30-45 days from the completion of the course to add to the students record. All course curriculum is taught by the faculty and assignments are turned into the outdoor partner, not Western.

When Are Grades Available for Student to See on Work-Day Account or available for transcript?
Summer Semester: End of August
Fall Semester: Early January
Spring Semester: End of May

How to get an official transcript:
Go to www.parchment.com, input your Western ID. If you did not submit a SS# to Western, please contact the Center for Learning & Innovation Office to add your SS# to your Western account.

Cancellations and Transfers: The student must notify WCU Center for Learning & Innovation (CLI) in writing 10 days prior to the course start date of any credit registration cancellation, credit registration changes, outdoor partner course cancellation, or outdoor partner course transfer in order for a refund to be assessed by WCU for the academic credit cost.

If a student notifies CLI of a course cancellation, credit change, or transfer 10 days or less ahead of the course start date no refunds will be issued for WCU academic credit cost and the student is subject to a $50 fee.

1. The outdoor partner’s cancelation and transfer policies apply to the student, separate from WCU credit registration policies for courses.
2. If transferring to a course in the same semester the student must fill out a new registration application of the new course. If transferring to a course in a different semester the student must also complete a new Credit Registration application to submit to CLI. The student may be subject to a $50 transfer fee.
3. Emergency situations are determined on a case-by-case basis. The student must notify CLI in writing within 14 days of the emergency incident.

Termination: If a student is terminated or voluntarily departs from a course, there will be no refund issued and the student will receive a Technical Fail (TF) on their WCU transcript for their grade.

Credit Transfer: Students wishing to transfer WCU credit to another institution should contact the Registrar’s Office of that institution; transfer of credit into other institutions is not the decision of WCU’s Registrar.

Selective Service Information: Males who are 18 years of age or older, born after 1960, MUST be registered with the Selective Service to comply with Colorado law and to register for credit classes. Individuals not in compliance are subject to penalty of law and withholding of transcripts.

PAYMENT INFORMATION AND POLICIES:

1. Once a student has been registered and directed to invoice information, please submit payment to WCU as soon as possible to ensure timely processing.
   1. The WCU balance in Work Day account, will contain the student’s WCU student ID number, instructions for payment and total balance due for course.
      • Go to Financial Hub for overview and online payments (CC subject to a 2.95% fee)
2. Payment is due in full before the start of the course.
   1. If AmeriCorps payment, you must have your request certified through the AmeriCorps Portal and Western will certify.
      • If you have a balance remaining on your account, please pay the remaining balance before the course start date or sooner. AmeriCorps payments can take up to 90 days for payment to the University.
   2. Collections. If you have an unpaid balance after 90-days of course start, Western may send your account to collections.
3. Academic credit registration with WCU is required for WCU to process funds for the student enrolled in the course, before course begins.
4. Payments received, up to the amount billed by WCU, will be recorded on 1098-T forms by WCU, distributed to the student by January 31, of the following year. Payment needs to be processed by Western’s Cashier’s Office by December 1st to be included in a 1098-T.
5. There is no Title IV Financial Aid available through WCU for this program and credits, unless you are a degree seeking student at Western.

PAYMENT METHOD:

Credit Card: Western is charging a 2.95% fee on Credit Card payments through the students Work-Day account. No credit cards will be taken over the phone. Visa, Mastercard or Discover only.

529 College Plan Funding: Contact your 529 College Plan provider for payment process to Western. Use the total amount in your Work-Day Account as an invoice.

AmeriCorps Funding: Go to your AmeriCorps portal (make sure your AmeriCorps funds are not expired), request for the total amount owed. If you have a balance beyond your AmeriCorps funds, you will have to pay another method for the balance owed before funds are transferred to an outdoor partner.

Paper Check Payment: Mail a check to Center for Learning & Innovation at 303 Taylor Hall, 1 Western Way, Gunnison, CO 81231.

Electronic Check Payment: When you do your method of payment through Work-Day you can select this option.