WATC > Admissions > College Catalog > Student Services
 

Student Services

Contents:

 

Admissions

Admissions Policy

Wichita Area Technical College (WATC) encourages all individuals who are interested in, and are capable of, extending their education beyond high school to apply. Admission to the college is open to the following individuals.

New Students

• High school graduates

• Persons holding a General Educational Development (GED) diploma

Prospective students need to complete the WATC Application for New Student Admission, and indicate that they are a high school graduate or have obtained their GED. Acceptance to the college does not guarantee acceptance into a specific program. Most programs have specific program entrance requirements (see Programs of Study).

Transfer Students

Prospective transfer students need to complete the WATC Application for New Student Admission. Transfer students seeking admission need to submit an official copy of their transcripts from other colleges attended.

High School Students

High school students may register for courses with the written approval of their parent/guardian and their high school counselor.  Upon graduation from High School, students must provide verification of completion from their high school. Contact Admissions, 316.677.9400, for more information about attending WATC while in high school.

Returning Students

Students who have a break in registration may reactivate their file by providing current information to the Admissions office. Students may be required to meet any new admission requirements for the college or program before readmission is granted.

Residency

Residency status is determined by procedures consistent with Kansas statutes K.S.A. 71-406 and K.S.A. 71-407. Generally, residency is determined by length of residence in the state.

The following persons and their spouses and dependents may be considered residents of the state of Kansas for tuition purposes:

a. Persons who are in active military service of the United States.

b. Persons who are domiciliary residents of the state, who were in active military service prior to becoming domiciliary residents of the state, who were present in the state for a period of not less than two years during their tenure in active military service, whose domiciliary residence was established in the state within 30 days of discharge, or who have retired from active military service under honorable conditions.

c. Persons who are full-time employees of a technical or community college and their dependents.

When enrolling, the student is responsible for indicating the proper residence classification for tuition and fee costs. Questions relating to residency should be directed to the Registrar’s Office prior to enrollment.

Students who disagree with their classification as a non-resident for tuition and fee costs may file a written appeal within two weeks of the date of enrollment with the Registrar’s Office. The payment of tuition as originally assessed shall be a condition of the right to appeal residency classification. Failure to file an appeal within the time and in the manner specified makes classification by the Registrar final.

To appeal this decision and be classified as a Kansas resident, a student must have lived in the state for a minimum of six (6) months prior to the first day of classes AND must complete an Affidavit of Residency (obtained from the Registrar’s Office) and produce three (3) of the following:

a. Receipt for purchase of Kansas license tags dated at least six (6) months prior to the first day of the term.

b. Receipt for payment of Kansas property taxes, dated at least six (6) months prior to the first day of the term.

c. Employment verification or payroll check stubs from a Kansas employer or school attendance at a Kansas community college commencing six (6) months prior to the first day of the term.

d. Copy of voter registration in the state of Kansas dated six (6) months prior to the first day of the term.

e. Copy of Kansas driver’s license dated at least six (6) months prior to the first day of the term.

f. Consecutive utility receipts and/or rent receipts for the six (6) months prior to the first day of the term.

g. Verification (must be notarized) from a Kansas resident that the student has resided with him/her/ them for at least six (6) months prior to the first day of the term.

Undocumented Non-U.S. Citizens

Undocumented non-U.S. citizens are eligible to apply for admission if they meet the following Kansas Board of Regents (KBOR) requirements:

1. Provide documentation that they attended an accredited Kansas high school for three or more years and graduated from an accredited Kansas high school or obtained a GED diploma in Kansas.

2. File an affidavit (obtained from the Registrar’s Office) with WATC stating that they have filed an application to legalize their immigration status or filed for U.S. citizenship or that their parents have filed such an application.

In addition to the above criteria, all international and non-U.S. citizens must fulfill all other college and program admission requirements before admission is granted. Undocumented, non-U.S. citizens are not eligible for federal financial aid.

International Student Status

WATC has been approved to host international students who hold either F-1 or M-1 visas. Requirements for issuance of an I-20AB include:

1. Completed International Student Application for Admission. There is no fee for application to the college.

2. Proof of graduation from an accredited high school or the equivalent. All foreign transcripts must include English translations.

3. Proof of sufficient funds to cover all expenses students will incur while attending the college. Expenses may include tuition, fees, materials, room and board, travel and miscellaneous personal expenses. All applicants must submit a notarized Affidavit of Sponsor complete with raised seal of verification from the sponsor’s bank. The sponsor, whose signature appears on the affidavit, is agreeing by their signature to provide adequate funds to pay any expenses as listed above in full by the first day of classes for each subsequent semester. If the sponsor fails to provide promised funds, students are unable to enroll and reported to the United States Citizenship and Immigration Services as out-of-status.

4. English Proficiency – Students whose first language is not English or whose country’s official language is not English must document their English proficiency in one of the following ways:

a. A minimum score TOEFL (Test of English as a Foreign Language) score of 500 or above on the written test, 173 on the computer-based test, or 94 on the internet test is required.

1. Students seeking admission to WATC’s Licensed Practical Nurse Program must meet a minimum score of 94 on the internet based test and score the following minimums on individual sections of the internet based test or meet requirement (b) or (c) listed below:

- Reading (22 or higher)

- Listening (22 or higher)

- Speaking (26 or higher)

- Writing (24 or higher)

b. Completion of the Advanced II level or higher at Wichita State University’s Intensive English Language Center. Students must have grades of C or better in all classes.

c. Academic credit of 12 hours or more (including the equivalent of EBS 110) from a U.S. college or university or one year from a U.S. high school with a minimum 2.5 grade point average.

d. The IELTS (International English Language Testing System) test is also acceptable as an alternative to TOEFL. An overall score of 5.0 is required for admission.

e. TSE (Test of Spoken English) with a score of 4 or higher.

5. Upon arrival, students must complete all necessary testing and placement procedures for the individual program of study to which they are applying.

6. Proof of current international health insurance policy must be submitted upon arrival to the international academic coach.

An I-20AB is mailed to the student’s home country upon acceptance to WATC along with receipt of proof of appropriate resources as listed above. Students must take the I-20AB to the American Embassy in their country to apply for an F-1 or M-1 visa.

The following must be presented to WATC’s international academic coach upon arrival or enrollment:

  • I-20
  • I-94 Departure Record
  • Passport
  • Proof of International Health Insurance
  • Payment of tuition and fees

International Transfer Students

International students who transfer to WATC from another college within the United States are required to complete Steps 1 through 4 as listed above. International students who have completed College English Composition I with a grade of C or better are not required to submit documentation for Step 4 listed above in regard to proficiency in the English language. WATC’s international academic coach must also receive a completed International Student Transfer form. This form can be obtained from WATC’s Admissions office.

International Guest Students

WATC also admits students who are currently holding an I-20AB from another school. Requirements for attendance at WATC are as follows:

1. Application for New Student Admission. There is no fee for application to the college.

2. A guest letter must be secured from the institution holding the student’s I-20AB and submitted to WATC’s international coach at the time of enrollment. The letter must include how many credits hours the student plans to enroll in and the term in which the student plans to attend WATC.

3. An official copy of the student’s class schedule must be provided to WATC’s international coach showing proof of minimum full-time enrollment at the student’s host school.

New Policies for Continuing International Students

To facilitate compliance with SEVIS, the new Department of Homeland Security information and reporting system, the International Office has instituted the following policies for international students who have an I-20 from Wichita Area Technical College.

Full Course of Study: All WATC international students are required to enroll in a minimum of 12 credit hours each semester at WATC. There may be occasional exceptions, in accordance with F-1 and M-1 regulations and at the discretion of the international student coach, which will require full course certification with strong rationale and documentation.

Concurrent Enrollment: WATC international students must enroll in 12 credit hours at WATC before they are allowed to enroll as a guest student at other colleges in the area, such as Wichita State University or Cowley College. Students enrolled for 12 credit hours may be given a guest letter to enroll in additional courses at other colleges.

Reinstatement: International students who are “out-of-status” will be required to apply for reinstatement before they are permitted to enroll for the next semester. The international office will assist students with their reinstatement application but the student is responsible to see that it is mailed.

Transcript Requirement

Official transcripts must be mailed directly from the issuing institution. Transcripts must be in a sealed envelope upon receipt and may not be stamped “student copy.” Transcripts must be mailed directly to:

Wichita Area Technical College

Registrar

4004 N. Webb Rd.

Wichita, KS 67226

 

Admission Assessments

Most programs have admission requirements, including specific assessments on which applicants must meet minimum scores. A student identification number is required to take assessments. Students may take assessments at the National Center for Aviation Training (NCAT) or at the Southside Center.

General Education Admission Assessments

The ACT® COMPASS/ESL™ is required for placement in general education courses. Contact Admissions, 316.677.9400, for additional information.

Academic Coaching

WATC academic coaches assist students with course selection, scheduling and meeting program requirements. Coaching usually precedes registration for WATC programs.

Academic coaches are available to assist with:

• Course and program information.

• Student orientation.

• General financial aid information.

• Career and job counseling.

• Personal counseling referral.

• Agency referrals.

Registration

Students may register for courses either by appointment or on a walk-in basis. Academic coaches will verify that any course or program prerequisites have been met before registering the student. A $10 non-refundable registration fee is applied once each semester.

Online Registration

Current students may register for general education courses through Firefly. Registration in program courses is not available online. Please see an academic coach for enrollment in program courses.

Drop, Withdrawal, Refund Policies

Dropping Courses

1. Get Help and Advice.

Before you drop one or more courses, speak with your Academic Coach and with a Financial Aid Specialist. They can tell you how dropping courses may affect you, including how dropping courses will affect your financial aid obligations and eligibilities.

2. Failure to Attend.

Failure to attend class does not constitute a withdrawal or a drop. To officially drop a course, the appropriate withdrawal process must be followed. Failure to withdraw from courses properly may result in you owing money to the federal government and owing money to WATC.

3. Dropping courses can be done electronically on firefly or by being submitted in writing.

You can complete a drop by logging into your firefly account, clicking on “drop/add courses,” and then following the on screen directions.

If you are unable to drop courses electronically, a written drop notice is required.

You can complete an online form at www.watc.edu/ student-drop-and-withdrawal-request. Or if you prefer, you can submit a written drop notice to the Academic Coach who serves your program area.

• Get a copy of the form at the Reception Desk, complete it and leave it at the Reception Desk, or

• Fax it to 316.677.9555, or

• Scan it and email it to admissions@watc.edu, or

• Mail it to:

Academic Coach/Drop Notice

Wichita Area Technical College

4004 N. Webb Road

Wichita, KS 67226

• You can also send a letter that contains your printed name, your signature, the date, your address, your telephone number, your student ID number, and a list of the courses you wish to drop.

• If the form is sent electronically, it is your responsibility to follow up with your academic coach to make sure that the form was received.

4. Effective Date of Written Drop Notices.

The effective date of your written drop notice is the date the form is received by the College. If the form is being mailed, be sure to allow for enough time for mail delivery since the effective date is the date the notice is received.

5. Transcripts and Drop Notices.

• For 8 week and 16 week courses, the academic calendar shows the last day to withdraw with a “W” on your transcript. The written drop notice must be received by this date for the course to appear as a “W” (Withdrawn) on your transcript.

• To receive a “W” (Withdrawn) on your transcript for all other courses (those not equal to 8 weeks or 16 weeks), the written drop notice must be received after the date that equals 25% of class meetings and before the date that equals the first 75% of class meetings.

• Withdraw notices will not be accepted after the applicable date each semester. A grade of “W” will not be assigned; rathr the grade earned to date will be entered on the transcript.

• If you have questions about the dates for a course, contact your Academic Coach or the Office of the Registrar.

• Note that Transcripts are released after your account has a zero balance.

Tuition Refunds

1. To receive a tuition refund, or an adjustment, students must drop course(s) by the deadlines shown below. When courses are dropped by the deadlines shown below, any refunds or adjustments will be automatically computed by the College.

2. For 8-week to 16-week Courses

• Drops received from the 1st day of class through the 9th calendar day: 100% refund for tuition, lab fees, online fees, and refundable fees. All other fees not listed are non-refundable.

• After the 9th calendar day: There are no refunds.

• Students who did not drop and who failed to attend class during the first 9 calendar days are administratively dropped on or after the 10th calendar day. There are no refunds in such cases.

3. For 3-week to less than 8-week Courses

• Drops received from the 1st day of class through the 5th calendar day: 100% refund for tuition, lab fees, online fees, and refundable fees. All other fees not listed are non-refundable.

• After the 5th calendar day: There are no refunds.

• Students who did not drop and who failed to attend class during the first 5 calendar days are administratively dropped on or after the 6th calendar day. There are no refunds in such cases.

4. For Courses less than 3 weeks and for Non-Credit courses:

• Drops received on or before the 1st day of class: 100% refund for tuition, lab fees, online fees, and refundable fees. All other fees not listed are non-refundable.

• After the 1st day of class: There are no refunds.

• Students who did not drop and who failed to attend the first day of class are administratively dropped on or after the 2nd calendar day. There are no refunds in such cases.

5. Book Store purchases and tool purchases are not refundable. Non-refundable fees include, but are not limited to:

  • Registration Fee (per student per semester)
  • Student Fee (per credit hour)
  • Graduation Fee
  • State Nurse Aide Testing
  • Test Proctoring (per hour)
  • TEAS test (initial) and retest
  • COMPASS Re-Test
  • Test-Out Credit by Exam

6. Any refunds owed to you will be used to offset any financial obligations you may have at WATC. If your financial aid paid all or part of your tuition, it is often necessary for any refund to be sent back to the financial aid source.

7. Refunds can be processed only after any required adjustments to financial aid are completed. Be sure to talk with a Financial Aid Specialist for information about the rules for financial aid adjustments.

8. No refunds or adjustments will be made after the dates shown above, except in rare cases. Examples of rare cases may include death of an immediate family member, the student’s own serious injury or illness, serious injury or illness of someone that was dependent upon the student for support and care, and military deployment. To request a rare-case exception, students must complete a Tuition Refund Appeal Form. This form is available online at www. watc.edu/tuition-refund-appeal or at the reception desk at NCAT or Southside campuses. The following deadlines to submit a refund appeal will be enforced.

• For courses dropped in the fall semester, the Appeal Form must be received by April 1st of the next calendar year.

• For courses dropped in the spring semester, the Appeal Form must be received by September 1st of the same calendar year.

• For courses dropped in the summer term, the Appeal Form must be received by November 1st of the same calendar year.

Drop Actions by WATC

There are no refunds for drops resulting from actions of WATC, such as administrative actions, suspensions, or expulsions.

Administrative Drops due to Unmet Financial Obligations

1. If you do not drop, do not pay, and do not make arrangements for payment by the due date announced each term by WATC, WATC may drop you from the course(s) in which you enrolled.2. If you are not going to pay and not going to make arrangements for payment, it is to your financial advantage to submit a written drop notice before the course begins.

3. Arrangements for payment typically can include any one of the following methods:

• Completion of the financial aid application,

• Receipt by WATC of necessary documents for third party payment on your behalf, or

• Completion of a payment plan agreement made by you with the Business Office.

Adding Courses

Students may add a course or courses according to the following schedule:

• Short-term course/programs: No adds after class begins

• Eight to 16-week technical courses: May add through the second day of class with instructor approval

• Eight-week general education/transfer courses: May add up to three business days after start of class.

• 16-week general education/transfer courses: May add up to five business days after start of class.

Course Cancellation

Insufficient Registration/Class Size Limitations

Courses have specific minimum or maximum registration numbers. If it becomes necessary to cancel courses due to insufficient registration, all tuition and fees are refundable for courses that are cancelled. WATC reserves the right to cancel or postpone courses regardless of the advertised starting date. Registration for most programs is on a first-come, first-served basis.

Financial Aid

Purpose of Financial Aid

The financial aid program assists students who want to attend WATC but who would find it difficult to do so without assistance. WATC’s financial aid program combines grants, loans and scholarships for students who meet certain eligibility requirements. To receive federal financial aid, students must be registered, or accepted for registration, as a regular student in an eligible program and must meet all admission criteria.

Eligibility Requirements

Before federal financial aid can be awarded, students must:

1. Be admitted as a regular student at WATC.

2. Be a United States citizen or eligible noncitizen.

3. Be registered as a regular student in an eligible program.

4. Have a high school or GED diploma.

5. Have resolved any drug conviction issues.

6. Make satisfactory academic progress.

Applying for Federal Financial Aid

Students must apply each academic year for federal funds. The Free Application for Federal Student Aid (FAFSA) is the application for the Federal Pell Grant, all student loans and certain other programs. The information provided is processed through the formula adopted by Congress to determine financial need. The formula takes into consideration the number and age of family members in the household, the number of college students, income and assets reported on the application. FAFSA results are communicated as estimated family contribution (EFC). This number determines eligibility for the Federal Pell Grant and subsidized loans.

A certain number of applications are selected by the processing center for verification each year. If selected for verification, students are required to bring federal income tax return transcripts provided by the IRS, W-2 forms, verification worksheets and any other forms requested to the Financial Aid office — parents’ forms may also be required. All documents must be brought together — incomplete files are not accepted. Income information is verified, and the results are resubmitted to the processing center. Students are expected to respond in a timely manner to requests for additional documents. Failure to respond to requests may result in a significant delay in the award process.

Course Load

The number of credit hours that students are registered in each semester (fall, spring and summer) impacts financial aid eligibility.

Credit Hours and Student Status

Per Semester Student Status

  • 12 or more credit hours Full-time
  • 9 to 11.9 credit hours Three-quarter-time
  • 6 to 8.9 credit hours Half-time
  • 5.9 or fewer credit hours Less than half-time

Cumulative Credit and Student Status

  • Less than 30 credits First year/freshman
  • 30 to 60 credits Second year/sophomore

Federal Pell Grant

The Federal Pell Grant is a federally funded program that provides financial assistance to students who demonstrate financial need.

Federal Supplemental Educational Opportunity Grant (FSEOG)

The FSEOG program is a grant program that provides assistance to needy undergraduate students. Priority in awarding FSEOG funds is given to students who have exceptional financial need and are Federal Pell Grant recipients.

Federal Work Study (FWS)

The FWS program is a federally funded employment program that provides paid jobs for students with financial need.

Loans

A loan is borrowed money that must be repaid with interest.

Federal Direct Student Loans

Recipients of federal student loans are under full obligation to repay loans. Requirements for loans include completing the FAFSA and registering in at least six hours (half-time) per semester.

Before Accepting a Loan

WATC requires all students who are borrowing for the first time at WATC to complete an entrance counseling session and master promissory note. These sessions provide information that students need to know before accepting loans. It also includes students’ rights and responsibilities as borrowers of federal funds and an overview of repayment information.

Loan Disbursement

All loans must be disbursed in at least two equal payments, usually once each semester. In the case of a single-semester loan, half of the loan amount is disbursed at the beginning of the semester; the second half of the loan amount is disbursed after the midpoint of the semester. There are no exceptions to this rule.

Before Leaving School

All student loan borrowers are required to complete an exit counseling session before graduation or at the time of withdrawal. The session provides information about the rights and responsibilities of the borrower, the anticipated date that repayment will begin, to whom and where to make payments and an estimated payment amount. Students who plan to leave WATC should contact Financial Aid, 316.677.9400, for specific information.

Federal Subsidized Direct Loans

Subsidized loans are for students who demonstrate financial need. The federal government pays the interest for students while they are registered at least half-time and during the six-month grace period after graduation. Repayment begins six months from graduation or the last date of attendance.

Federal Unsubsidized Direct Loans

Unsubsidized loans are available to students who do not demonstrate financial need. Students may pay interest either quarterly during the period of registration or at the time of repayment. Additional unsubsidized loans are also available to independent students (determined by federal guidelines on the FAFSA) or to students whose parents have been denied a Federal Parent Loans for Undergraduate Students (PLUS) loan. Repayment begins six months after graduation or the last date of attendance.

Federal Parent Loans for Undergraduate Students

Federal Parent Loans for Undergraduate Students (PLUS) loans are available to parents of dependent students who are registered at least half-time and need additional resources. Only parents (as defined on the FAFSA) are eligible to apply for this loan.

Repaying the Loans

After students graduate, leave school or drop below half-time status, there is a six-month grace period before loans are due for repayment. The amount of the loan payment depends on the size of the debt and the time it takes to repay the loan.

Scholarships

Scholarships are available that are not based solely on financial need. These scholarships are usually made possible by private donations to the college and are awarded to students in recognition of academic achievements or work experience. Several scholarships are available to students at WATC. A complete list of available scholarships and eligibility requirements is available through the Financial Aid office.

Other Resources for Financial Aid

The following resources may have funds available for qualified students. Eligibility is determined by the organization. Contact the organization for eligibility requirements:

• Bureau of Indian Affairs (BIA)

• Department of Veterans Affairs

• Kansas Department of Human Resources

• SER Corporation

• Social and Rehabilitation Services

• Vocational and Rehabilitation Services

• Workforce Development Office

• Workforce Investment Act (WIA)

• Employer-sponsored programs

• Private and institutional scholarships

Transferring to Another College

Students who plan to transfer to another college or to WATC during the year must add the new college’s code to the Student Aid Report (SAR). Students should contact either college’s financial aid office for information on how to do this. WATC’s code for the FAFSA is 005498.

Satisfactory Academic Progress

What Students Need to Know

The U.S. Department of Education requires institutions of higher education to establish standards of satisfactory progress for students receiving federal aid. Students must have declared a program of study and be working toward the completion of their program in order to continue receiving aid. Failure to maintain satisfactory academic progress will result in the loss of federal (Pell) and state grants, scholarships, and loans. The Satisfactory Academic progress is reviewed three time a year and at the end of each academic semester (fall, spring, and summer).

Satisfactory Academic Progress

There are three areas to be considered to maintain satisfactory academic progress:

1. Grade Point Average (GPA): Financial aid recipients are expected to maintain at least a minimum cumulative GPA of 2.0. I, U, W and S are not included in determining overall GPA.

2. Quantitative Hours Completed: Financial aid recipients must have earned and passed at least 67 percent of all hours attempted (cumulative). Hours attempted include all hours. F, I, U and W are “unsatisfactory” for financial aid purposes. If a student chooses to transfer hours into WATC, those hours count towards this calculation. Remedial classes also count towards the hours a student attempts.

3. Time Frame/Pace: Students may receive financial aid for 150 percent of the number of hours, as stated in the Wichita Area Technical College catalog, required to earn the degree or certificate. For example, if a student is enrolled in an eligible program that takes 64 hours to complete, that student may receive financial aid (if eligible) for 96 attempted hours before financial aid is revoked. In addition the student must maintain a satisfactory “pace” in which he earns/attempts hours toward his degree. This pace calculation (item #2 above) will tell whether or not it is mathematically possible for a student to complete his program with the 150% timeframe.

Note: If a student changes major/program the total hours attempted and earned will count toward the 150% maximum timeframe. If the 150% maximum is reached students may appeal to the Financial Aid Review Committee to have maximum hours extended when a new program is started. If the appeal is granted students must establish and adhere to an academic plan until the program is completed.

Financial Aid Warning

Students falling below satisfactory academic progress guidelines for the first time will be put on “Financial Aid Warning”. Students have one semester in which to meet satisfactory academic progress standards before being placed on financial aid suspension. “Financial Aid Warning” is a warning period only – students are still eligible for aid during this period.

Students who are on financial aid warning and continue to fail satisfactory academic progress standards during the semester are then placed on financial aid suspension. Withdrawing during the warning period changes the student’s status to financial aid suspension. Students on financial aid suspension are not eligible for financial aid.

Note: Students will be notified of their satisfactory academic progress status change within one week of the previous semesters official end date.

Right to Appeal Financial Aid Suspension

Any financial aid recipients who have failed their satisfactory academic progress check and who have been placed on financial aid suspension may submit an appeal in writing with required supporting documentation to justify their suspension to the Financial Aid Review Committee.

  • The Financial Aid Review Committee consists of five members:  The Director of Financial Aid, Assistant Director of Financial Aid, Dean of Students, Registrar, and one faculty member appointed by the faculty representatives on the Leadership Council.
  • The committee will determine a deadline each semester in which the student must submit the appeal for review.  Exceptions will be made on a case by case basis for any appeal submitted after the deadline.
  • If the appeal is approved, the Financial Aid Review Committee may set specific terms for the reinstatement of financial aid, which may include registering for a limited number of credit hours, creating an academic plan, meeting GPA standards, etc. The committee’s decision is final.
  • Students who successfully appeal will be put on “Financial Aid Probation”.  If a student fails to meet satisfactory academic progress during the suspension period, the student will be placed back on financial aid suspension and will be ineligible for financial aid.

Course Withdrawal and Financial Aid

Students must maintain satisfactory academic progress to remain eligible for financial aid. If the student withdraws from school or drops below full-time status, financial aid awarded will be prorated according to federal guidelines.

• Withdrawing from one or more courses counts as attempted hours. Even though a student has not completed the course to earn a grade, these hours count toward the maximum number of hours for which financial aid will pay toward a degree.

• All hours attempted, including withdrawals, count toward the GPA evaluation.

• Withdrawing from courses in a degree or certificate program increases the student’s percentage of unsuccessful hours for satisfactory academic progress.

Repeated Coursework

• A course previously completed and passed is eligible to be repeated and included in enrollment status one time for financial aid purposes.

• A course previously attempted with a grade of F or W is eligible to be repeated and included in enrollment status two times for financial aid purposes.

• All repeated courses will count toward the student’s total attempted hours but only the most recent grade earned is used to calculate cumulative GPA.

Pell Grant

• The Federal Pell granted is prorated. The award offered amount changes according to the number of hours for which a student registers and attends.

• If a student has received a Pell award and withdraws from WATC or is considered to have never attended a certain class, there is a possibility that they will be billed, depending on last date of attendance. In the case of non-attendance (“no-show”), Pell must be recalculated and an overpayment may be created, which students must repay to the Department of Education before they are eligible for additional financial aid.

• Failing to maintain satisfactory academic progress puts Pell Grant and other aid in jeopardy.

Direct Loans

• Satisfactory academic progress affects student loans. Withdrawing from courses may cause the repayment process to begin.

Return of Title IV Funds Policy

Students who have received any financial aid and are considering withdrawing from courses at WATC should contact the Financial Aid office, 316.677.9400, to complete the required paperwork.

If tuition and other costs were paid with financial aid dollars (federal grants and/or loans), then all or a portion of the student’s refund must be returned to the student aid program(s) from which the money was awarded. Students who received cash disbursements to assist with living expenses and then withdraw, drop out or are expelled may be required to repay some or all of the money.

Students who withdraw from all courses before 60 percent of the semester or registration period has passed must repay all or a portion of the federal financial assistance received. This means that students are not entitled to 100 percent of their federal grants and/or loans until 60 percent (about 11 weeks of an 18-week semester) of the registration period has been completed. This policy applies only if students completely terminate registration from every course, cancel registration, withdraw or are dismissed. Determination of the percentage of the semester completed by a student is based on the student’s last date of attendance as recorded in official college attendance records maintained by instructors.

Students are required to return the difference between the amount of unearned aid and the amount returned by the college. Students are responsible for any amount due the college that results from the return of Title IV funds that were used to cover college charges, such as tuition, tools, books, uniforms or materials.

Any federal grant money that students have to repay is considered a federal overpayment. Students must either repay that amount in full or make satisfactory arrangements with the United States Department of Education to repay the amount. Students must repay, or make repayment arrangements, within 45 days of the date they are notified of the overpayment or they lose further eligibility for all federal aid for attendance at any college until the debt has been paid in full. To make repayment arrangements, contact the U.S. Department of Education, Debt Collection Services, 1.800.621.3115.

Registrar

Privacy Policy

WATC complies with the Family Educational Rights and Privacy Act of 1974 (FERPA) and affords students certain rights with respect to their educational records. This act was designed to protect the privacy of educational records, to establish a student’s right to inspect and review their educational records and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. See board policies 3-18 FERPA.

Student Records

In accordance with FERPA, WATC requires that students who want WATC to release copies of grades, transcripts or any other information relative to academic performance to parents, guardians, bill-payers, prospective employers or governmental agencies must give WATC permission to do so. All requests to secure or release these types of information must be accompanied by a written authorization signed by the student. Without such authorization, WATC does not release this information. This policy extends and applies to parents who request access to and disclosure of their student’s educational records. Student records are never released without written consent except:

• To school officials with legitimate educational interest;

• To other schools to which a student is transferring;

• To specified officials for audit or evaluation purposes;

• To appropriate parties in connection with financial aid to a student;

• To organizations conducting certain studies for or on behalf of the school;

• To accrediting organizations;

• To comply with judicial order or lawfully issued subpoena;

• To appropriate officials, including parents or emergency contacts of an eligible student, in cases of health and safety emergencies; and

• To state and local authorities, within a juvenile justice system, pursuant to specific State law.

Upon request, students may inspect and review their educational records. Students also have the right to request a hearing with vice president, Academic Affairs, to challenge the accuracy of their records. See Privacy Policy for additional information. Consent to Release Nondirectory Information forms may be obtained at the NCAT or Southside Campus.

Directory Information

Unless specifically requested by the student to not disclose the information listed below, WATC may disclose such information at its discretion for any purpose. WATC designates the following student information as public or directory information:

• Name

• Dates of attendance

• Classification

• Major/degree program of study

• Awards

• Honors

• Degrees conferred, including dates

• Past and present participation in officially recognized activities

Currently registered students, or any who have previously attended WATC, may inspect their academic records by submitting an official written request to the registrar. Students must schedule an appointment with the registrar to inspect their records.

Students may challenge possible inaccuracies or misleading items in their records during the course of such an inspection — the fairness of a grade may not be challenged under this provision. Students also have the right to file a complaint with the United States Department of Education over alleged failures by WATC to comply with FERPA requirements.

Students are notified each year of their rights under FERPA through the catalog and student handbook. Additional information regarding student records and FERPA may be obtained from the registrar.

Student Rights Regarding Personal Information

Students who are asked to supply private or confidential information are to be informed of the following according to the Federal Protection of Pupil Rights Amendment (PPRA), as amended:

“Student social security numbers are personal information. Section 7 of the FERPA of 1974, Pub L. No. 93-579, provides that it shall be unlawful for any federal, state or local government agency to deny any individual any right, benefit or privilege provided by law because of such individual’s refusal to disclose his social security account number. Any federal, state or local government agency that requests an individual to disclose his social security account number shall inform that individual whether that disclosure is mandatory or voluntary, by what statutory or other authority such number is solicited and what uses will be made of it.”

• The purpose and intended use of the information.

• Whether they may refuse, or are legally required, to supply the requested information.

• Any known consequences arising from supplying, or refusing to supply, private or confidential information.

• The identity of other persons or entities authorized by state or federal law to receive the information.

• Upon request, students must be told whether WATC maintains information on them and the classification of that information — this includes confidential information.

• Students have the right to review all private or public information on them without charge.

• Students have the right to receive copies of private or public information about them. WATC may charge a fee to cover actual costs for providing the copies.

• Students may contest the accuracy or completeness of public or private information by submitting a written complaint to the registrar. WATC has 30 days to either correct the information found to be in error or to notify the student that it believes the information is correct. If the information is found to be incorrect, WATC will attempt to notify past recipients of the information. Students may appeal WATC’s adverse determination.

• The permission or consent required of parents and the rights accorded to parents by statute or law are required for and accorded to students.

Course Load

Credit Hours and Student Status

Per Semester Student Status

  • 12 or more credit hours Full-time
  • 9 to 11.9 credit hours Three-quarter-time
  • 6 to 8.9 credit hours Half-time
  • 5.9 or fewer credit hours Less than half-time

Cumulative Credit and Student Status

  • Less than 30 credits First year/freshman
  • 30 to 60 credits Second year/sophomore

Registration Information

Change of Major

Students who wish to change their major or program of study should meet with an academic coach or the registrar.

Information Update

To update other student information, such as a name or address change, students should contact an admission counselor or the office of the registrar. To process a name change, documentation such as a marriage license or driver’s license is required.

Registration

Once the WATC Application for New Student Admission and admission assessment scores are received, students are eligible to register. Some courses and programs may have prerequisites or additional requirements that must be met before students can register. Appointments are not required. Academic coaches are available to answer questions and assist with the registration process. Registration continues through the add/drop period, with the exception of courses that have already reached maximum capacity.

Students may not attend a class in which they are not officially enrolled. Students whose names do not appear on the course roster or who have other registration issues should immediately see an academic coach.

Late Registration

See Add, Drop and Withdrawal Process.

Transfer of Credits to WATC

Coursework from an accredited institution and/or documented work experience or military training that fulfills course requirements for an AAS degree or technical certificate program may be considered for transfer credit. Credits are evaluated on a course-by-course basis. Approved transfer credits are not included in the student’s WATC career GPA, but the credit hours are applied to the program award requirements. Some WATC programs have transferable credit to other programs. Credit hours earned at WATC and transferred from one program to another are evaluated following the same guidelines and review process, and the credit is included in students’ GPA.

WATC requires official transcripts, employment information and military records from each institution from which a student wants to transfer credit. Students are responsible for ensuring that transcripts or documents have been sent and are on file with the registrar. The registrar and/or appropriate dean/instructor reviews and evaluates transfer of credit requests and informs students in writing as to the acceptability of the coursework or experience toward an AAS degree or technical certificate. Transfer credits must have been earned at an accredited institution. Equivalent coursework for which students have earned a letter grade of C or better is considered for transfer.

Credit by Examination

Students whose admission assessment score places them in a math or English course higher than the one required for their program have the following options:

• Complete the appropriate course indicated by the assessment score. Tuition and fees are assessed at the normal rate. If the course is completed with a passing grade, it meets the program requirement.

• Complete the course required for the program. Tuition and fees are assessed at the normal rate. Students must receive a passing grade.

• Receive credit for the course required for the program. A grade of S (Satisfactory) is posted to the transcript when Credit by Exam form is received in the Registrar’s Office. (Courses with a grade of S may not be eligible for transfer at some institutions.)

Auditing Courses

Students who audit courses attend regularly but are not required to take exams or complete assignments. No credit is awarded for audited courses.

• All course prerequisites must be met or students must obtain instructor approval.

• Each division determines which courses are suitable for the audit option.• A grade of X is recorded on the transcript. Under no circumstances may an audited course be changed to a course taken for credit, and courses registered for credit cannot be changed to audit. Students may register to audit courses if space is available. Registration dates for auditing courses follow the published add period for the semester.

• Permission from the appropriate department chair is required to audit courses.

• Tuition and fees for audited courses are the same as those charged for credit courses. Tuition and fees are due at registration and may not be charged to students’ accounts.

• Financial aid and scholarship monies may not be used to pay for audited courses.

Prior Learning Assessment

Students may apply for credit for prior learning. Awarding credit for prior learning is a process of evaluating and assessing students’ learning that is gained outside a traditional academic environment. A maximum of 15 credit hours may be earned through credit by exam, military credit, standardized tests, and prior learning assessment. Prior learning credit does not count toward the residence requirement for degrees. Credit for prior learning may be achieved through military credit, credit by exam, or portfolio assessment. Portfolio assessment includes learning achieved on-the-job or through corporate or industry training, professional training programs, workshops or conferences, independent studies, civic activities, volunteer service, or open-source courseware. A portfolio fee of $75 is assessed before evaluation. The assessment is conducted by a WATC faculty member who has expertise in the subject area. The portfolio consists of a narrative that illustrates knowledge in the subject area and supporting documentation, such as certifications and licenses.

Transfer of Credits From WATC

WATC credits are eligible for transfer to other colleges and universities. To be assured of credit transferability, students should consult an admissions officer at the college to which they are transferring.

Attendance

Class attendance is a reliable predictor of future performance as an employee, and WATC is dedicated to providing employability and technical skills. Punctual attendance in all scheduled classes is regarded as integral to all courses and is expected of all students. Students are also expected to maintain satisfactory progress in all courses in which they are registered. Because all coursework builds upon material sequentially presented in classes, WATC faculty members include attendance expectations in their course syllabi. Penalties for excessive absences may include reduction of grades and/or withdrawal from courses. Students are responsible for obtaining information presented during absences. WATC encourages all students to check with their instructors if they have any questions regarding attendance expectations.

Grading System

Letter Grades

WATC issues letter grades to communicate students’ level of achievement or competency. It is important to note the quality points and the meaning of each letter grade.

Letter Grade Quality Points Per Credit Hour

Grade Description

A

4

Superior achievement (credit awarded)

B

3

Above average achievement (credit awarded)

C

2

Average achievement (credit awarded)

D

1

Below average achievement (credit awarded but may not satisfy graduation requirements)

F

0

Failing work (no credit awarded)

S

Not calculated

Satisfactory achievement (credit may be awarded)

U

Not calculated

Unsatisfactory achievement (no credit awarded)

W

Not calculated

Withdrawn

WT

Not calculated

Withdrawn by Teacher

I

Not calculated

Incomplete

N

Not calculated

Grade not submitted

X

Not calculated

Audit (no credit awarded)

Grade Point Average

Semester and cumulative grade point averages (GPAs) are calculated and recorded on students’ permanent transcripts at the end of each grading period. Semester GPAs are calculated by adding the quality points earned, which is the number of credits taken multiplied by the points awarded for each letter grade (A=4, B=3, C=2, D=1, F=0). This number is then divided by the credit hours attempted that semester. Cumulative GPAs are calculated the same way, but are a composite of all quality points earned and credit hours attempted at WATC. While transferred credits are added to transcripts, the grades for these hours are not included in calculating the WATC GPA.

Repeat courses included in GPA and credit hours earned have the letter ‘I’ in the far right column (indicating “Included”). Course that are not included in GPA and credit hours earned have the letter ‘E’ in the far right column (indicating “Excluded”). The most recent grade replaces the original grade in the calculation of student’s cumulative GPA. Questions about grades or GPAs should be directed to the registrar.

Work Ethics

WATC acknowledges the importance of good work ethics. The college awards a numerical grade for work ethics in technical programs. The work ethic grade is listed next to the letter grade on the transcript and grade report. The grade is determined by evaluating ten work ethic traits including attendance, character, teamwork, appearance, attitude, productivity, organizational skills, communication, cooperation and respect:

3 Exceeds expectations

2 Acceptable

1 Needs improvement

0 Unacceptable

Incomplete Courses

Students who are unable to complete courses should contact their instructors regarding incomplete grades. At the instructor’s discretion, students may be granted an extension of time to complete assigned work if they are in good standing (making a passing grade) and they enter into a contract with the instructor indicating what work must be completed and the time frame for completion. If granted, students receive an incomplete letter grade for the course, which is recorded as an “I” on the grade report and transcript.

All work for incomplete courses must be satisfactorily completed by the agreed upon deadline within eight calendar weeks. The instructor then completes the appropriate documentation and submits it to the department chair for validation. The department chair then submits the validated documentation to the registrar. If a grade change is not requested by the designated deadline, the I automatically becomes an F or U.

Repeating Courses

Students are allowed to repeat failed or dropped courses. All course-related charges must be paid for repeated courses. Repeat courses are noted on transcripts with an ‘I’ after the letter grade for courses that are included in the GPA and credit hours earned. Courses that are excluded from GPA and credit hours earned are noted with an ‘E’ after the letter grade. Only the most recent grade earned, higher or lower, is used to calculate the GPA.

Grade Reports

Grade reports are accessible through the myWATC portal. Questions about grades should be directed to the registrar, instructor or dean.

Transcripts

Official transcripts, records for individual students, list the subjects studied, credits earned and grades received. A transcript fee must be paid before transcripts are provided to students or other institutions. Unofficial transcripts are available through the myWATC portal. Failure to meet financial obligations of any kind to WATC could result in a student’s transcript being held until the obligation has been met. Contact the registrar for additional information.

Academic Standing

At the end of each semester after semester GPA is calculated, academic achievement will be recognized according to the following criteria. Eligibility will be based on student enrollment of at least 12 credit hours per semester.

• The Presidential Scholar’s List will recognize students earning a semester GPA of 4.0.

• The Dean’s List will recognize students earning a semester GPA of 3.5-3.99.

The designations will be noted on the student’s transcript and a certificate of achievement will be issued to the student.

Academic Probation

To graduate, students must maintain a minimum cumulative GPA of 2.0 on a 4.0 grading scale. Students who are registered in six or more credit hours and do not maintain a cumulative GPA of 2.0 or higher are placed on academic probation the following semester of registration.

At the close of each semester, the registrar and the Dean of Students, review students’ academic records and notify students in writing of their probationary status.

To register while on academic probation, students are required to:

• Discuss resolution of academic issues with their academic coach as soon as possible

• In some cases the student must meet with their program department chair to complete a written action plan. This action plan should include specific academic goals that facilitate achieving the required GPA as well as any additional actions or interventions deemed necessary.

If student’s semester GPA meets or exceeds a 2.0 at the conclusion of the probationary semester, students will remain on continued probation until the cumulative GPA meets or exceeds 2.0. If at the conclusion of the probationary semester the semester GPA is less than 2.0, students will be placed on academic suspension (certain programs may have more rigorous or additional requirements).

Students who are placed on academic suspension are not eligible to register for the next regular semester. After one semester of academic suspension, students may register under continued academic probation status until their cumulative GPA reaches 2.0. Students who are placed on academic suspension may appeal to the Dean of Students.

Note: Students who receive Financial Aid must meet additional criteria to meet satisfactory academic progress.

Graduation Requirements

To be awarded an AAS degree, technical certificate or certificate of completion, students must pass all required coursework, submit required transcripts for transfer credit and meet all academic, financial or other obligations required for their program of study. To be eligible for graduation, students must have an overall GPA of at least 2.0. Technical course curriculum should be passed with a “C” or better and some programs may have additional requirements for graduation. WATC urges students to continuously monitor their educational progress through myDegreePlan. Prior to the final semester or registration period, students must meet with an academic coach to ensure that all requirements will be finished prior to the anticipated graduation date.

Associate of Applied Science Degree Graduation Requirements

  • A minimum of 60 semester credits with a cumulative GPA of 2.0 or higher.
  • A grade of “C” or better in the technical courses within the program.
  • At least 25 percent of credits must be earned at WATC.*
  • 15 of the last 30 semester credits must be earned in residence at Wichita Area Technical College.**
  • Recommendation for graduation by the registrar.

Technical Certificate Graduation Requirements

  • A minimum cumulative GPA of 2.0.
  • A grade of “C” or better in the technical courses within the program.
  • At least 25 percent of credits must be earned at WATC.*
  • Recommendation for graduation by the registrar.

*Requirement may be waived for active duty service members. This may be less than 25% for the Aviation Maintenance Technology program.

**Requirement will be waived for active duty service members.

Graduation Application

All students in AAS degree or technical certificate programs of study must formally notify the registrar of their intent to graduate by completing an Application for Graduation — even if they do not choose to participate in the commencement ceremony. This form should be completed at the time of enrollment for the student’s final semester. There is a $25 graduation fee which is assessed to the student’s account. The registrar performs degree audits upon completion of the student’s final semester.

Commencement Ceremonies

At the conclusion of the spring semester, all students completing AAS degree or technical certificate programs are honored at a commencement ceremony. Individual locations may also hold ceremonies throughout the year to recognize students who complete AAS degree, technical certificate or certificate of completion programs.

Career Services

Career Services offers several services to all WATC students and alumni to assist them in selecting a career path and securing relevant employment after graduation.

College Central Network, Inc.

WATC partners with College Central Network, Inc. (CCN), an online job and résumé board. This service is available to current students, alumni and employers. To use the system, students, alumni and employers must register online at http://www.collegecentral.com/watc/. Weekly e-mails are sent to all students and faculty updating them with new job opportunities on CCN. Approved employers are given access to students’ and graduates’ resumes.

Perfect Interview™

WATC partners with Perfect Interview™, an online interviewing software. This service allows current students and alumni to practice interviewing skills anywhere, anytime, simply by logging in at http://www.perfectinterview.com/watc/.

Career Follow-up Study

WATC conducts a Follow-up study each year to determine where graduates are in their career path. Placement Rates reflect WATC graduates who are employed, are in the military, or have chosen to pursue additional education. Results are online at http://watc.edu/. WATC provides career placement assistance to all WATC Graduates and can assist you with continuing education choices. Career or job placement cannot be guaranteed.

References and Letters of Recommendation

To request a letter of recommendation or reference from a WATC faculty member, students must complete, sign and date a Student Reference Request form. Students are responsible for submitting the original completed form to the registrar and a copy of the form to the faculty member before a recommendation is given. Forms can be found under the Career Services tab of the student portal.

Financial Services

Costs for Academic Year 2012-2013

Tuition and Fees

Kansas resident tuition for general education courses starting between July 1, 2012, and June 30, 2013 is $63 per credit hour. Tuition for technical programs varies from $62 to $165.00 per credit hour. Tuition for Kansas nonresidents and out-of-state students is an additional 20% of the in-state tuition rate, and tuition for international students is an additional 30% of the in-state tuition rate. Fees are $28.50 per credit hour. Lab fees are additional and vary according to the course. Rates are subject to change without advance notice.

Registration Fee

Per semester (non-refundable)………………………….$10

Graduation Fee

Per certificate or degree awarded………………………$25

Transcript Fee

Per transcript requested……………………………………$11

Returned Check Fee

Nonrefundable for returned check…………………….$30

Textbooks, Materials, Tools and Supplies

Students are responsible for purchasing textbooks, materials, tools, uniforms and other costs that are charged separately. Costs differ from course to course.

Payment

Payment for classes is due two weeks prior to the start of the semester. The payment due date for each semester is published on the website. Students who have not paid or made arrangements for repayment through the Business Office or Financial Aid Office by the payment due date will be dropped from their courses. Students whose courses have been dropped may re-enroll if courses are still available and payment arrangements are made at the time of enrollment.

• Students may obtain class schedules and make payments at the National Center for Aviation Training and the Southside Center. Class schedules and online payment are also available on myWATC, the WATC student portal.

• To mail payments, students should send check or money order with full name, ID# and program to:

Wichita Area Technical College

Business Office

4004 N Webb Rd, Wichita KS 67226

You may pay your account balance online at www.watc.edu by logging in to your student portal via myWATC, accessing your account from the student tab and following the links at the bottom of your account summary. You may pay using your credit card (MasterCard and Visa) or electronic check. If you have questions regarding online payments, please contact our Business Office at 316-677-9400. 

WATC Payment Plan

Wichita Area Technical College offers a payment plan as an option. The WATC payment plan allows students to pay for tuition, student fees and lab fees in monthly installments when enrolled in programs for fall, spring and/or summer.

No interest or finance charges are assessed, but a down payment is due at the time of application for the payment plan, plus a non-refundable enrollment fee of $30. WATC accepts cash, check, money orders, MasterCard and Visa. The remaining balance will be divided into monthly payments, due on the first day of each month.

Note: Certificates and degrees will not be awarded until payment is made in full.

What Students Need to Know About the WATC Payment Plan:

• Students are responsible for the full amount of tuition, fees, lab fees and other charges on their account that are deferred unless they officially drop and/or withdraw within the refund period (see catalog, student handbook or the Web site).

• Failure to attend classes or lack of attendance does not constitute an official drop. Students are still responsible for the full amount of tuition and fees.

• Any financial aid (Pell grant, scholarships, student and/or parent loans, etc.) that is subsequently awarded will be applied toward any remaining deferred amount before students receive any financial aid proceeds.

• Courses added after a payment plan has been implemented will require set up of an additional payment plan, including $30 fee.

• A nonrefundable $30 enrollment fee and a required down payment (25 or 50 percent, depending on when enrolled) is due at the time of application for the payment plan.

• Final payments are due prior to the last day of the class in that semester.

• For any changes, students must contact WATC’s Business office

Students may not be able to register for classes if there are any outstanding balances on their accounts. Accounts may be turned over to collections and/or Kansas Setoff program if not paid.

Financial Obligation

Failure to meet financial obligations of any kind to WATC could subject a student’s account to suspension of future services; referral of the delinquent account to a collection agency; and Kansas Setoff program, the assessment of additional late payment charges, transcript holds, attorney’s fees and other cost and charges necessary for the collection of any amount not paid when due.

Deferment Plan for Employer Reimbursement: Students who are eligible for tuition reimbursement funds from their employers may apply for a loan, which authorizes deferment of tuition payment. A formal agreement must be signed by the student and approved by the Business office before the deferred payment arrangement becomes effective. Students who arrange to defer payment of their educational costs while awaiting employer reimbursement must understand that these educational costs have not been waived. Students remain personally liable for repayment of the loan in the event that the indicated person, company or agency fails to pay for any part of the full amount of these charges within the allowable time. Failure to pay in full within the terms of the deferment agreement (within 45 days of the last scheduled day of class) constitutes default (see Default) and may result in denial of deferment loans for subsequent courses or terms in addition to required collection activity. Students who are interested in the Deferment Plan for Employer Reimbursement should contact the Business office for more information regarding this payment option. The deferral needs to be arranged and required documentation received by the Business office prior to the first day of classes.

Direct Billing: Students who are employed by a company or have a third-party agency paying for some or all of their educational costs should contact the Business office for information regarding the direct billing process between WATC and the student’s employer or agency. The Business office must have an agreement from the employer or agency on file before any company or agency can be billed directly for students’ educational costs. Students who arrange to pay their account by means of a direct-billing process between WATC and their employer or agency must understand that these educational costs have not been waived. Students remain personally liable for payment in the event that the indicated person, company or agency fails to pay for any part of the full amount of these charges.

Student Loans and Grants: Students who wish to pay for their educational costs with federally sponsored student loans and/or grants must complete the application process in the Financial Aid office. Proceeds from Federal Stafford Loans (subsidized and unsubsidized), PLUS loans and grants are not disbursed until students are fully enrolled and classes have begun. See the Financial Aid section in the catalog or contact the Financial Aid office for further information regarding disbursement dates to students’ accounts. An amount equal to the charges to be incurred for all tuition, fees and other educational costs during the designated loan or grant period is withheld from funds received from student loans or grants. Any overpayment generated by student loan or grant payments is automatically returned to the student (see Credit Balance Refunds for details).

Students who initially arrange payment for their educational costs by means of federally sponsored student loans or other forms of financial aid are held personally responsible for immediate payment in full should any or all of the anticipated loans and/ or financial aid not transpire. Decisions to reduce or eliminate student loans, changes in enrollment, and/ or any changes in financial aid eligibility must be discussed immediately with the Business office to arrange acceptable alternative payment arrangements.

Nature of Credit: The credit that is granted to students by WATC for any of the above extended payment arrangements is entirely for educational purposes and is considered an educational loan. As such, this loan may not be dischargeable in bankruptcy.

Monthly Statements: If students have a balance due on their account, WATC sends them a monthly statement regardless of which payment arrangement they have chosen. It indicates the current balance and lists all charges, payments and adjustments that have been made to the account during the month.

Change of Address: To facilitate accurate record keeping and to ensure correct address for refunds, it is necessary to keep the college apprised of current name, address and social security information. Change of Address forms are available in the Registrar’s office. You may also update your address through myWATC. This form should be completed and returned to WATC’s Registrar’s office immediately upon any address change. Change of address notification may also be handled by written correspondence.

Cashier Services: Payments to WATC for any purpose may be paid by personal check, cash (or equivalent), VISA or MasterCard. A fee in the amount of $30 is assessed for each check that is returned by WATC’s bank and not paid for any reason. If a check returned for non-sufficient funds was intended as a payment on account, it is considered as a non-payment. Students who present checks in payment for any services or merchandise at WATC, which is subsequently returned unpaid by the bank, may be denied check-writing privileges. In addition, a service hold is placed on the student’s account until the outstanding bad check and fee have been paid in full.

WATC’s Business offices are located at the National Center for Aviation Training/Jabara and Southside Education Center. For your protection, WATC reserves the right to request positive photo identification when any financial services are requested.

Financing Alternatives: When possible, students are encouraged to seek alternative funding sources such as corporate education assistance, external scholarships and private educational loans. Students or parents should contact their lending institutions for other possible sources of financing. Many commercial lenders make private educational loans to families who meet their credit requirements. Such loans may be in a variety of forms, including personal loans, credit lines, home equity loans, insurance policies and passbook savings loans.

Finance Charges: Balances on unpaid accounts can accrue finance charges at an annual percentage rate of 12 percent unless otherwise stated by separate agreement approved by the Business office. This interest applies in all circumstances regardless of the intentions or anticipated methods of payment proposed by the student. Accounts with outstanding balances awaiting corporate reimbursement, financial aid or other sources can continue to accrue interest until such time as the account is paid in full.

Account Disbursement Policy: Financial aid is applied in the following manner: 1) first, to term-related program charges and then 2) to any remaining educational-related expenses. Under no circumstances does WATC advance funds on the presumption of financial aid not yet authorized or any anticipated funding from outside sources. Students’ accounts must evidence a credit balance before cash disbursements to students are made.

Credit Worthiness: WATC reserves the right to examine and evaluate credit worthiness at any time. The student’s signature on any extended payment agreement authorizes the college to obtain information from credit reporting agencies and to report the account payment performance to credit bureaus. WATC reserves the right to refuse credit or any form of deferred payment agreement to students based on a verifiable record of previous default on such arrangements at WATC and/or information received from credit bureaus or other reporting agencies. If an unforeseen financial hardship prevents students from making payments as agreed, a formal payment agreement may be arranged with the Business office to rectify the default. However, if the student does not choose to do this, the debt may be referred to a collection agency and/or the Kansas Setoff program. Once this has occurred, all arrangements for repayment must be made with that agency, and the account holder forfeits the right to petition for leniency or to dispute the charges. WATC requires advance payment for future educational benefits on accounts that have previously been referred for collection or following a loss that is the result of a bankruptcy discharge.

Default: If students do not pay their account in accordance with any agreement approved by WATC in writing, they are considered to be in default. If WATC does not have a written agreement, students are in default if they do not pay their balance in full by the due date. Default means that WATC may require full payment of the account balance, and the balance due on the account may become immediately subject to a 12 percent per annum finance charge. If it becomes necessary to refer a student’s account to a collection agency, the Kansas Setoff program, or an attorney, WATC may add incurred collection costs, attorney fees and court costs to the student’s account. These fees and costs could be up to 50 percent of the defaulted balance.

Refund/Repayment Policy

Schedule Changes: Students who are considering withdrawing from a program or dropping courses must contact the registrar, their instructors and their academic coach or dean/director. Schedule changes can affect a student’s account balance and financial aid eligibility and status.

Cancelled Courses: All tuition, student fees and course fees are refundable for courses that are cancelled by WATC. Refunds, when due, are made within 30 days from the date the course is cancelled.

General Refund Guidelines

Refund Policy

Drops and/or Withdrawals

1. To receive a tuition refund, or an adjustment, students must drop course(s) by the deadlines shown below. When courses are dropped by the deadlines shown below, any refunds or adjustments will be automatically computed by the College.

2. For 8-week to 16-week Courses

• Drops received from the 1st day of class through the 9th calendar day: 100% refund for tuition, lab fees, online fees, and refundable fees. All other fees not listed are non-refundable.

• After the 9th calendar day: There are no refunds.

• Students who did not drop and who failed to attend class during the first 9 calendar days are administratively dropped on or after the 10th calendar day. There are no refunds in such cases.

3. For 3-week to less than 8-week Courses

• Drops received from the 1st day of class through the 5th calendar day: 100% refund for tuition, lab fees, online fees, and refundable fees. All other fees not listed are non-refundable.

• After the 5th calendar day: There are no refunds.

• Students who did not drop and who failed to attend class during the first 5 calendar days are administratively dropped on or after the 6th calendar day. There are no refunds in such cases.

4. For Courses less than 3 weeks and for Non-Credit courses:

• Drops received on or before the 1st day of class: 100% refund for tuition, lab fees, online fees, and refundable fees. All other fees not listed are non-refundable.

• After the 1st day of class: There are no refunds.

• Students who did not drop and who failed to attend the first day of class are administratively dropped on or after the 2nd calendar day. There are no refunds in such cases.

5. Book Store purchases and tool purchases are not refundable. Non-refundable fees include, but are not limited to:

  • Registration Fee (per student per semester)
  • Student Fee (per credit hour)
  • Graduation Fee
  • State Nurse Aide Testing
  • Test Proctoring (per hour)
  • TEAS test (initial) and retest
  • COMPASS Re-Test
  • Test-Out Credit by Exam

6. Any refunds owed to you will be used to offset any financial obligations you may have at WATC. If your financial aid paid all or part of your tuition, it is often necessary for any refund to be sent back to the financial aid source.

7. Refunds can be processed only after any required adjustments to financial aid are completed. Be sure to talk with a Financial Aid Specialist for information about the rules for financial aid adjustments.

8. No refunds or adjustments will be made after the dates shown above, except in rare cases. Examples of rare cases may include death of an immediate family member, the student’s own serious injury or illness, serious injury or illness of someone that was dependent upon the student for support and care, and military deployment. To request a rare-case exception, students must complete a Tuition Refund Appeal Form. This form is available online at www. watc.edu/tuition-refund-appeal or at the reception desk at NCAT or Southside campuses. The following deadlines to submit a refund appeal will be enforced.

• For courses dropped in the fall semester, the Appeal Form must be received by April 1st of the next calendar year.

• For courses dropped in the spring semester, the Appeal Form must be received by September 1st of the same calendar year.

• For courses dropped in the summer term, the Appeal Form must be received by November 1st of the same calendar year.

Refunds

Refunds, when due, are made within 30 days from when the credit balance is generated. If refunds are a result of the receipt of Title IV funds, any credit balance is to be refunded to the student, or parent if from a PLUS loan, within 10 business days from the date that the credit balance is generated. Students are encouraged to sign up for eRefunds or a debit card as a safe and convenient way to receive refunds. Each refund will be electronically sent to your debit card or direct-deposited to your bank account. Students may sign up for eRefunds by going online to https://firefly.watc.edu. To sign up for debit cards, see an academic coach or someone in Financial Aid. Refund checks are mailed directly from Finance to student’s recorded address. Students may not pick up refund checks.

Credit Balance Refunds: Financial aid for the applicable enrollment period is not credited to a student’s account until enrollment has been finalized and all associated charges have been posted. Credit balances are not refunded until all current charges have been paid in full. Students who wish to retain the credit balance in their account to cover anticipated additional educational expenses may arrange to do so by written request. Forms are available in the Financial Aid and Business offices. In the event that a manual check is approved and issued from a student’s account, a processing fee of $25 is charged.

Exceptions to Student Refund Policy: Students with extreme extenuating circumstances may make an appeal of the tuition refund calculation by submitting a written request to the Business office.

Administrative Dismissal From College: If a student is administratively dismissed from WATC, the dismissal date is used as the effective date to calculate any refund.

Academic Success – Tutoring

WATC’s Academic Success program assists students in mastering the necessary skills to ready themselves for entry into college-level coursework and in improving their skills to progress with their college education. The academic success instructional program includes tutoring in various general education subjects. In addition, it offers short-term test preparation courses for COMPASS™ and TEAS® assessments. These courses are supported by individualized, self-paced laboratory practice. Materials and tutorial assistance are available at the academic success centers (ASCs) located at both the National Center for Aviation Training and the Southside Center campuses. Tutoring is available free of charge for currently registered students; no tuition is charged for the test preparation courses.

The Academic Success program provides an academic safety net to meet the needs of two student groups:

• Prospective or currently enrolled students who require or wish to refresh their pre-technical college-level competencies in reading, writing, and math prior to taking program entrance assessments.

• Enrolled students who require or desire to improve their college experience through tutoring and learning enhancement activities in general education subjects such as math, reading, writing, science, and basic computer skills.

Academic Success instructors are committed to helping students succeed in technical programs and college-level courses as well as preparing students for lifelong success.

Open Learning Courses

Essential Basic Skills (EBS) Open Learning format courses are facilitated by the academic success staff. Open Learning courses are designed for students who can work independently, without the necessity of regularly scheduled lectures. In these types of courses, there are no lectures. Instructors assign readings, computerized instruction and any videos/tapes that may be required. Instructors are also available to answer questions. Students set their individual study plan schedule. Open Learning courses are not easier or less time-consuming than instructor-led courses. These courses may be taken to prepare for placement exams, to refresh skills prior to taking college-level courses, or they may be taken along with other college courses as reinforcement.

Interested in What WATC’s Academic Success Program Offers

Visit WATC’s website at www.watc.edu, email academics@watc.edu or call, 316.677.9440.

 

Comments on this entry are closed.