Academic Services
The Academic Services Office is located on the first floor of the Administration Building and offers student services including advising and scheduling, the Registrar’s office, and transcript processing.
If you need assistance, contact the Academic Services Office at 304-473-8046 Monday-Friday 8:00 AM until 4:30 PM or email registrar@ai183club.com.
Request Transcript
Students who are attending or have attended West Virginia Wesleyan College are entitled to an official transcript of the work they have completed, provided they are cleared by the Office of Student Accounts. The transcript is the official record of the student’s enrollment at the College, including all undergraduate and graduate courses and degrees. West Virginia Wesleyan College uses Parchment as its trusted agent for processing official transcript requests. This process is completely secure. Transcript delivery method options include U.S. Mail delivery or electronic delivery (PDF format). Current West Virginia Wesleyan College students can view and download their unofficial transcripts via Self-Service. Once a student is no longer enrolled, the College does not process requests for unofficial transcripts.
In order to comply with the Family Educational Rights and Privacy Act of 1974 (FERPA), all transcript orders require authorization through the establishment of a Parchment account. Transcripts are $10 for each electronic delivered copy and $12.50 for each paper copy. Charges are applied at the time the order is placed. Requests are typically processed in 2-3 working days following approval by the Office of Student Accounts. FedEx requests for domestic and international shipping require additional charges.
Academic Forms
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Academic Credits
Credits can be earned at Wesleyan both on-campus and online. Credits from other institutions may also be available for transfer, by the discretion of department faculty and the office of the Registrar.
Credit By Examination
Students who take the College Board Advanced Placement Program examinations and achieve a score of three or higher will in most cases be eligible for credit in the appropriate course (s) upon enrollment at Wesleyan.
Entering students may receive credit for the College Level Examination Program (CLEP) through general examinations when they achieve the passing score set by Wesleyan.
Students must be enrolled at Wesleyan to take advantage of credit by examination. Credit will be awarded only when it does not duplicate or significantly overlap credit which already appears on the student’s official college transcript. Likewise, exams may not be taken for credit by a student who has already completed a course for which the credit is requested is a prerequisite. A student may not take an exam for a course in which he or she has been enrolled previously. General information regarding acceptance of credit is available from the Office of the Registrar.
Transfer
West Virginia Wesleyan College accepts transfer credit from regionally accredited colleges and universities in the United States as well as from officially recognized colleges and universities in other countries. Credit earned in the arts, letters, and sciences, and selected professional disciplines is eligible for transfer to Wesleyan. Credit may be accepted by special arrangement from a non-accredited institution; however, credit will not be posted to the student’s permanent record until the student has completed one academic year of work at Wesleyan with an average grade of C (2.0). The Admission and Academic Standing Council may require examinations to demonstrate proficiency in work taken at non-accredited institutions. The Office of the Registrar is responsible for the evaluation and acceptance of transfer credit.
Wesleyan students may complete work toward a Wesleyan degree at another institution. However, they must receive approval for specific courses prior to enrolling in them to guarantee that they will be accepted by the College and will satisfy intended degree requirements. No more than 60 semester hours of credit may be transferred from a junior or community college. No more than 90 semester hours of credit may be transferred from a four-year college.
Educational Experience in Armed Forces
The College may grant appropriate credit, as recommended in The Guide to the Evaluation of Educational Experiences in the Armed Services, and as modified or superseded by later recommendations of the Commission on Educational Credit of the American Council on Education, to students who either submit satisfactory documentary evidence (e.g., DD 214), or demonstrate on such tests as the College may prescribe that they have achieved, through educational experience in the armed services, a satisfactory degree of mastery of any subject for which the College regularly gives credit.
In granting credit under these regulations, no duplication of credit will be allowed, and no fractional credits will be granted. Credit in physical education may be allowed for educational experience in the armed services only when the applicant has completed 12 continuous months of active military service. Credit for educational experience gained in the armed services will be recorded only for persons who are currently enrolled as students in the College.
Interested persons should consult the staff in the Office of the Registrar.
Online Credits
Whether you are already a Wesleyan student, a student enrolled at another institution, or an advanced high school student, taking a Wesleyan online course is a smart way to get ahead over May or summer term. For details about how to enroll and registration costs, please contact the Academic Services Office at 304-473-8046.
For course details, please view the course catalogs section below.
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Apostille Request
Procedures for Obtaining an Apostille
An Apostille is a form of authentication required by countries which have signed the 1961 Hague Convention abolishing the Requirement for Legalization for Foreign Public Documents. They are often needed by students who are required by their country to authenticate documents, such as a transcript or diploma. A student wishing to obtain an Apostille should submit a request to the Office of the Registrar requesting the authentication be attached to a designated document identifying the country to which it will be sent. If the request includes the diploma, the student must request a replacement diploma (fee charged) from the Academic Affairs Office by calling 304-473-8042 or emailing academicaffairs@ai183club.com.
The procedure for obtaining an apostille certification is as follows:
1) Submit official request to the Office of the Registrar at registrar@ai183club.com identifying the following:
- Specific documents in need of the apostille:
- Official transcripts may be requested by using the online request link located on the Wesleyan website under Academics/Academic Services. Please specify the delivery of the official transcript to the Office of the Registrar, WV Wesleyan College by noting in the comment section the need for an Apostille.
- Country to which the documents are to be sent.
- The return address to which the documents will need to be mailed.
2) For each certification required, a check or money order, drawn on a U.S. bank payable to the WV Secretary of State in the amount of $10 per certification must be submitted to the Office of the Registrar to be included in the prepared documentation. The Office of the Registrar will prepare the notarized documents and submit the compiled request to the WV Secretary of State. Once we are in receipt of the Apostille, the documentation will be sent to the requested address by U.S. Mail.
3) If you need express mail services to deliver the documents directly from the WV Secretary of State’s Office, a prepaid return Express Mail packet or a FedEx, UPS or other shipping service packet with your account number must be submitted to the Office of the Registrar to include in the request, otherwise U.S. Mail service will be utilized once the documentation is received from the WV Secretary of State.
4) Please allow a minimum of two weeks for the documents to be apostilled.
- Specific documents in need of the apostille:
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Course Catalogs
2024-2025 Academic Year
Undergraduate Catalog
Graduate Catalog2023-2024 Academic Year
Undergraduate Catalog
Graduate Catalog2022-2023 Academic Year
Undergraduate catalog
Graduate Catalog2021-2022 Academic Year
Undergraduate Catalog
Graduate Catalog2020-2021 Academic Year
Undergraduate Catalog
Graduate Catalog2019-2020 Academic Year
Undergraduate Catalog
Graduate Catalog2020/2021 Undergraduate Catalog Amendment 5 Year Master
View Catalog2020/2021 Graduate Catalog Amendment Master of Athletic Training
View Catalog
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Student Academic Forms
Application for Credit Transfer Form: Wesleyan students who wish to complete work towards a Wesleyan degree at another institution must submit a completed Application for Credit Transfer form and receive approval for specific courses prior to enrolling in them. This step ensures that upon successful completion they will be accepted by the College and satisfy intended degree requirements.
Application for Degree Form: At least 12 months prior to anticipated completion of degree requirements, each candidate for a degree is required to file an application for degree at the Office of the Registrar. Requirements still to be met may then be checked while there is time to make appropriate adjustments. A copy of the degree requirements is sent both to the student and the student’s academic advisor. A charge of $50 is made for failure to comply with this regulation. Such failure may also result in postponement of graduation.
Application for Individualized Instruction:
Directed and Independent Study Form:
Internship Guide:
Internship Application Form:
This application packet of forms is necessary for any student pursuing an internship for credit.Course Repeat Form: A course in which the final grade is C- through F may be repeated at Wesleyan. Specific information regarding course repeats can be found in the academic catalog.
Course Enrollment Authorization Form: Students who wish to enroll in a course without the designated prerequisites or seeking permission to audit a course must obtain appropriate signatures and submit form to the Registrar’s Office prior to the end of the add/drop period.
Intent to Discontinue Studies Form: This form is for students who are not planning to return for the following term in which they are currently enrolled.
Major Advisor-Update Request Form: Students may request to declare or drop a major or minor and/or change advisor.
Pass/Fail Course Enrollment Form: A junior or senior student may choose to take one elective course each semester to be graded on a pass/fail basis with the approval of the instructor, advisor and Registrar. Pass/fail forms must be received and approved by the end of the add/drop period. Specific information regarding course repeats can be found in the academic catalog.
Petition Form: This form is to be used by students for requests of exceptions to academic policy and regulations due to extenuating circumstances. Carefully follow the instructions on the form and provide clear and concise statements, along with rationale, for the specific nature of the request. The completed form, with all required documentation and signatures, must be emailed to registrar@ai183club.com. Once a decision is rendered by the Admission & Academic Standing Council, a notice will be sent to the student’s college email address.
Registration Class Change: For use by faculty and students in processing schedule change requests during registration.
Request for Legal Name Change: West Virginia Wesleyan College currently enrolled students may submit a request for a change to their legal name on institutional records (including transcript) by completing the Request for Legal Name Change form. (See page for more details).
Update Contact Information Form: To request an update to student contact information.
Verification Requests: Enrollment and Degree:
Enrollment Verification Form:
Degree Verification Form: Students who are required to submit verification of enrollment, degree, academic status or good standing to an outside agency such as an insurance company or for a outside scholarship can request a letter verifying the specific status.
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Faculty Academic Forms
Departmental Requirement Waiver Form: A waiver of a program requirement may be submitted through departmental authorization pending approval of the Registrar.
Notice of Incomplete Grades Form: An incomplete grade may be awarded by a faculty member when extenuating circumstances beyond the student’s control justify sufficient reason why a student, who is currently passing the course, should be given additional time to complete coursework, subject to the approval of the Registrar.
Declaration of Major/Minor
Each student is required to complete a major program of study in order to graduate. To declare a major and/or minor, a student must complete a major-advisor update request form which is located on the website or in the Academic Services Office. The form requires the student to declare all intended majors, minors and specializations and the intended date of completion. Some departments offer course preregistration priority to students who have a declared major within that department to ensure students are able to enroll in program course requirements. Students are highly encouraged to declare a major no later than the beginning of the sophomore year to allow for sufficient time to complete program requirements. However, depending upon the program, it may not be possible to complete program requirements in the remaining time frame if the program is declared beyond the freshman year.
Degree Verification
Degree verification is often required for a variety of purposes such as employment opportunities, mortgage loans, and automobile loan discounts. Verifications are available in two formats depending upon the need.
- A graduation verification certificate includes graduation date, degree and start term. The degree verification request form is available here.
- An official degree verification letter includes graduation date, terms of enrollment with enrollment status, program and degree, official signature of college official and is produced on official college letterhead.
Please note the following:
- Requests for degree verifications are typically processed in 2-3 working days.
- Degree verifications needed for the purpose of an apostille will be provided on official college letterhead and will be notarized. This type of request may be subject to a fee. Please refer to specific instructions on submitting an apostille request located on the website.
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Course Schedule Information
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Ellucian Go App
To get the Ellucian Go app please visit:
- Download the app from Google Play or Apple Store.
- Choose West Virginia Wesleyan College.
- Sign in using you WVWC username and password.
Ellucian Mobile App helps you stay connected to West Virginia Wesleyan College. You’ll have access to great features that make your campus experience more effective, more efficient, and more fun.
Key features of Ellucian Mobile include:
- Courses — Manage your courses on the go by accessing your course schedule
- Grades — Check your midterm and final grades on the
- Self Service – Check your account balance, make a payment and access financial
- Notifications — Stay informed with personalized announcements delivered right to your
- Library — Dig into the resources that Wesleyan has to
- Bobcat Den – Shop Wesleyan
- Maps — Know your campus like the back of your hand and use your Apple Watch to help you
- Blackboard – Platform for on-line assignments and
- Aladdin Menu – Access daily breakfast, lunch and dinner
- Events — Never miss another important
- RegAssist – Online registration
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Enrollment Verification
Enrollment verification is often required for a variety of purposes, such as health insurance coverage, auto insurance discounts, loan deferments, scholarships, etc. Verifications are available in two formats depending upon the need.
An enrollment verification certificate includes enrollment status (full or part-time), term dates, anticipated graduation date, degree and start term. The verification request form is available here.
An official enrollment verification letter may include anticipated graduation date, GPA, terms of enrollment with enrollment status, program and degree, and provides an official signature of a college official produced on official college letterhead. The verification letter request form is available here.
Please note the following:
- Official enrollment verification documents will not be completed until after the first five days of the semester (add/drop) or first two days of a summer term.
- Requests for verifications are typically processed in 2-3 working days.
- Verifications needed for the purpose of an apostille will be provided on official college letterhead and will be notarized. This type of request may be subject to a fee. Please refer to specific instructions on submitting an apostille request located on the website.
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FERPA
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The Wesleyan Core Curriculum
For more information on the General Education Curriculum prior to Fall 2021, click here.
For more information on the Wesleyan Core Curriculum beginning in Fall 2021, click here.
For more information on the Wesleyan Core Curriculum after Fall 2021, see here. More information on the foundational offerings can also be found here. Click here for the foundational course list.
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RegAssist - Online Check In
Please login here to register for your classes at WVWC. You will be asked to verify your meal & room assignments. Also please carefully consider allowing the college to use your cell phone number in an emergency. All students are required to register on the official registration date as noted on the academic calendar. Failure to do so will result in a $100 late registration fee.
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Self-Service
Self-Service Quick Reference for Students
Student Self-Service Preregistration Tutorial Video
Student Self Service Preregistration Instructions
Degree Audit Student Quick Guide
Self-Service Quick Reference for Faculty
Faculty Self-Service Preregistration Instructions
Faculty Self-Service Preregistration Tutorial Video
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Request for Legal Name Change
Current Students
West Virginia Wesleyan College currently enrolled students may submit a request for a change to their legal name on institutional records (including transcript) by completing the Request for Legal Name Change form and producing one of the following legal documents:
- An original or certified copy of a marriage license or court order reflecting the new name (an original or certified copy must be surrendered to keep on file).
- A government-issued official proof of identity (driver’s license, Social Security card, passport) reflecting the name change.
Former Students (enrolled 2002 or after)
Former students enrolled after 2002, please follow the same policy outlined for current students above.
Requests for a name change along with supporting documentation should be submitted to the Academic Services/Registrar’s Office as indicated on the form. International students’ names must appear as they appear on the passport issue by the home country.
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Name & Gender Change Guide for WV Residents
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Student Identity
Chosen Name and Identity Policy
Chosen Name
Students who wish to designate a chosen first name may do so using Self-Service by accessing the User Options/User Profile/Edit Personal Identity or by completing a Chosen Name/Pronoun Usage Request Form available here. Chosen first name will appear on class rosters and faculty are asked to address students by their chosen first name.Pronouns
Students who wish to indicate a personal pronoun may do so either in Self-Service under the User Options/User Profile/Edit Personal Identity or by completing a Chosen Name/Pronoun Usage Request Form available here. Pronouns will appear on class rosters.
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Student Proxy
Requesting a proxy account through Colleague Self-Service
Student Privacy is guaranteed by the Family Education Rights and Privacy Act. You can read more by clicking here: FERPA Rights and Policies
A student is able to establish a proxy. A proxy is someone that you authorize to act on your behalf to view your student records and / or pay your bill.
YOU WILL NEED:
Access to your West Virginia Wesleyan College Colleague Self-Service account username and password.
Personal information for your proxy—including their date of birth, SSN, email address, and full name.1. Go to Self Service.
2. Log into your Colleague Self-Service account.
3. Click your username in the top right-hand corner, then click View/Add Proxy Access.
4. Click the Please Select box under Select a Proxy at the bottom of the page. Then click Add Another User.
5. Fill in required fields for your proxy. Please note that all fields on this form are required.
6. Once you are finished, you will need to select the information you wish to share with your proxy. Check the box next to each piece of information you wish to share with your proxy. Please note the following:a. All Student Finance boxes should be checked if your wish for your proxy to be able to both view your bill
and make payments toward your bill through Colleague Self-Service.
b. The Grades check box will allow your proxy to view all your grade reports online.
c. The Award Letter and My Awards check boxes will allow your proxy to view all of your financial aid online.If you have a FERPA waiver on file in the Registrar or Financial Aid Office, and your proxy is named on that waiver, then that person will still be able to access information about your grades, schedule and financial aid in person or
over the phone even if you remove or do not provide online access.7. Click the box next to the “I authorize the institution…” statement under the Disclosure Agreement heading at the bottom of the page, then click the blue Submit button. You may have to reenter your password to proceed.
8. Your proxy will receive two emails—one with a username, and one with a password. Proxies will access the student’s account by following Steps 1 and 2 above, using the username and password in those emails. Proxies are required to change their temporary password upon their first login.Students may change or remove proxy access at any time by following steps 1-3. Under the Active Proxies heading please select the blue pencil icon to the right of the proxy you wish to edit. Check or un-check each item you want to change and then click the blue save button. Your proxy will then receive an email indicating you have changed or removed their access.
For security reasons West Virginia Wesleyan College requires re-authorization of all proxy access to be completed by May 30th every year. You will receive an email regarding this sometime in May.
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Transfer Credit Approval for Currently Enrolled Students
Wesleyan students who wish to complete work towards a Wesleyan degree at another institution must submit a completed Application for Credit Transfer form to receive approval for specific courses prior to enrollment. This step ensures that upon successful course completion, credits will be accepted by the College and satisfy intended degree requirements. Failure to follow this process may result in courses not transferring as intended and could impact degree completion. Courses will be applied to the Wesleyan transcript, following credit transfer policies outlined on page 179 of the undergraduate catalog, only when an official transcript is submitted following completion of the coursework. It is the student’s responsibility to request an official transcript from the transfer institution be issued to WVWC. Upon receipt of the official transcript, all courses recorded will be applied to the Wesleyan transcript.
Course descriptions from the transferring institution’s catalog must accompany the Application for Credit Transfer form before it will be processed. In some cases, in order to determine course equivalencies, department chairs or school directors may be consulted to review course materials.
Students must also adhere to the transfer credit restrictions. WVWC accepts transfer credit from regionally accredited colleges and universities in the US as well as from officially recognized colleges and universities in other countries. No more than 60 semester hours of credit may be transferred from a junior or community college. No more than 90 semester hours of credit may be transferred from a four year institution. No more than 4 semester hours of physical activity (EXSC) credits may be applied to the 120 hours for graduation. At least 24 of the last 30 semester hours of credit before graduation or entrance into an approved cooperative program for the senior year must be earned through Wesleyan.
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Staff
Tammy Frederick
Registrar
frederick_t@ai183club.com
304-473-8046Taylor Risinger
Assistant Registrar/Credentials Analyst
risinger.t@ai183club.com
304-473-8471AJ HoffmanAcademic Services Specialist/Special Terms Coord.hoffman.m@ai183club.com304-473-8046
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Withdrawal From College
POLICY FOR A WITHDRAWAL FROM THE COLLEGE
Students are required to contact the Director of Academic Services/Registrar at registrar@ai183club.com to complete the official withdrawal process. Students withdrawing from the College would use the following schedule:
Fall Semester 2024 Student Responsibility Aug. 19, 2024- Sept. 1, 2024 20% of Tuition Sept. 2, 2024-Sept. 15, 2024 40% of Tuition Sept. 16, 2024-Sept. 29, 2024 60% of Tuition After Sept. 29, 2024 100% of Tuition Room fees will not be prorated for a withdrawing student unless the student has been approved for a medical withdrawal. Board charges are prorated for withdrawing students except those students who are required to withdraw due to a judicial board decision. A student dismissed for disciplinary reasons will receive no proration of any charges. Mandatory fees are nonrefundable.
All withdrawing students must surrender their student identification card in the Office of Student Development. The date the student identification card is surrendered will be the date used to calculate prorated charges. Refunds of financial aid for students withdrawing prior to completing the term or reducing credit hours to below full-time status are in accordance with institutional policy and certain federal and state regulations.
Students wishing to withdraw officially from the College must submit a written request to the Director of Academic Services/Registrar. The withdrawal form establishes the official withdrawal date to be used by both the Student Accounts and Financial Aid offices for the calculation of unearned Title IV aid, retained charges and distribution of refunded aid. For details or examples, students should contact the Financial Aid Office.