MBA Student Handbook - Registration Policies and Procedures
First-year Early Career MBA, MBA for Career Change, MBA/JD, BA/MBA, Accelerated, exchange and non-degree students will be registered by the Atkinson School Recorder for their first semester courses.
Pre-registration for currently enrolled students for spring semester occurs during November. Pre-registration for returning students for fall semester occurs in April.
All students will pre-register online on the Willamette Internal Web JASON System (Joint Academic/Administration System Online). MBA students will be provided a pin number by the registrar's office prior to pre-registration.
Pre-registration for a course reserves a place in the class and helps the Atkinson School order an adequate supply of textbooks. Waitlists are established when a course is full. Students who move from the waitlist to the course will be moved into the course based on the date and time at which the student was added to the waitlist.
Students may pre-register for a maximum of 18 credits. Students needing to pre-register for more than 18 GSM credits must receive permission from Judy O'Neill, Associate Dean/Director of Admission.
Early career, career change, MBA/JD, BA/MBA, accelerated, exchange and non-degree students may not register for GSMPR courses of the MBA for Professionals program.
Although changes in registration may be made during the first week of a semester, students are encouraged to carefully consider their pre-registration choices.
A student is considered officially registered only after fees have been paid or arrangements have been made with the Business Office.
Course Waitlist Procedures During the First Week of the Semester
Students who are on a waitlist for a course are expected to attend the course during the first week of classes to receive waitlist priority for enrollment. Students who do not attend the course during the first week of courses may not be eligible to enroll in the course and will not receive priority consideration for enrollment.
Adding a Course During the First Week of the Semester
Students who are considering adding a course during the first week of the semester, must attend the class during the first week to be eligible to register for the course. Instructor approval is required. If two courses being considered meet at the same time, talk to the professor of each course for advice and instruction. To add a course, contact Karen Arthur, Recorder/Records Analyst at firstname.lastname@example.org, by 5:00 p.m., Friday of the first week of the semester. Students are responsible for initiating and completing the add process in a timely manner. Students on waistlists receive priority for registration in the waitlisted course.
Adding a Course After the First Week of the Semester
MBA courses may not be added after the end of the first week of the semester, unless approved by instructor of the course. To add a course after the end of the first week of instruction, contact Karen Arthur, Recorder/Records Analyst at email@example.com. Students are responsible for initiating and completing the add process in a timely manner.
The last day to add an MBA course without instructor permission for fall semester 2011 is Friday, August 26, 2011.The last day to add an MBA course without instructor permission for spring semester 2012 is Friday, January 20, 2012.
Auditing Courses is Not Allowed
Only students who are officially registered for a course may attend a course. Auditing a course (sitting in on a class without full participation, grades, and/or registration) is not an available option.
Dropping a Course
Students considering dropping a course are encouraged to talk to the professor, faculty advisor or the Associate Dean/Director of Admission prior to the decision. Students are responsible for initiating and completing the course withdrawal process in a timely manner.
To drop a course, email the Atkinson School Recorder, Karen Arthur, at firstname.lastname@example.org and request to drop from the course.The email must be received by the Recorder before the deadline for dropping a course. Deadlines for dropping an MBA course are listed in the academic calendar. Deadlines for the 2011-12 academic year are:
The last day to drop an MBA course without a "W" grade (withdrawal) showing on the transcript for fall semester 2011 is Friday, October 21 2011.
The last day to drop an MBA course without a "W" grade (withdrawal) showing on the transcript for spring semester 2012 is Friday, March 16, 2012.
Withdrawing from a Course
Students considering withdrawing from a course are encouraged to talk to the professor, faculty advisor or the Associate Dean/Director of Admission prior to the decision. Students are responsible for initiating and completing the course withdrawal process in a timely manner.
The deadline to withdraw from an MBA-P course is prior to the last scheduled class session of the course. Withdrawal from a course is shown on the permanent transcript as a "W." A grade if "W" does not affect the grade point average, and no credit is granted
To withdraw from a course, email Atkinson School Recorder, Karen Arthur, at email@example.com and ask to withdraw from the course. The email must be received by Karen Arthur before the deadline for withdrawing from the course. The deadline to withdraw from a course is prior to the last scheduled class session of the course.
Full-Time and Part-Time Course Loads
All Early Career, Career Change, BA/MBA, JD/MBA in their year of full-time enrollment in the NBA program, and non-degree students (including exchange students) who are enrolled for at least nine (9) credits of per semester are classified as full-time students. The nine credit minimum applies to any semester of enrollment, whether it be fall semester, spring semester or the optional summer semester.
Although nine credits is the minimum requirement for full-time status in any given semester of the 60 credit MBA program, students generally complete 15 credits per semester (fall semester of the first year, spring semester of the first year, fall semester of the second year and spring semester of the second year) to complete the program in 21 months.
Full-time students enrolling for more than 18 credits will be charged additional tuition beyond the flat rate charge for 9 to 18 credits.
MBA students who are enrolled for less than nine (9) credits per semester are enrolled part-time. MBA students who are enrolled for or 4.5 to 8 credits per semester meet the half-time enrollment requirement for federal loans.
Students are required to meet the stated prerequisite for an Atkinson course prior to enrollment in the course.
Students who have successfully completed or waived the course(s) listed as a prerequisite are considered to have met the prerequisite.
Students who have not completed the stated prerequisite may request permission to enroll by submitting the "Request to Enroll in an Atkinson School Course without the Required Prerequisite" form. The form is available from the Atkinson School Recorder.
Students submitting a "Request to Enroll in an Atkinson School Course without the Required Prerequisite" must describe how they have met the prerequisite in an alternate way (previous course work, professional certifications, work experience, etc.). A request based on previous course work must include a copy of the syllabus and catalog course description of each previous course related to the request, and a photocopy of a transcript showing completion of the course and the grade received. A request based on professional certification must include a photocopy of the certificate. The completed form and all attachments should be submitted to the Atkinson School Recorder, who will process the request and forward it to the instructor of the course.
Approval of a "Request to Enroll in an Atkinson School Course without the Required Prerequisite" does not constitute the waiver of any course or curricular requirement of the Atkinson School.Students considering dropping a course are encouraged to talk to the professor or the Associate Dean/Director of Admission prior to the decision. Students are responsible for initiating and completing the drop process in a timely manner.
Active class participation and in class discussions enhance the learning environment for all students. As such, students are expected to attend all classes and participate in all learning activities.
The professor of the course sets the attendance policy for the course and students are expected to adhere to the attendance policy. Attendance, preparation and participation in classroom discussions may be used by faculty in determining course grades.
Students who are aware of the need to miss an upcoming class should discuss their upcoming absence with the professor in advance of the absence and make alternative arrangements for completing any related class requirements.
When a student is unable to attend class due to an unpredictable illness or an immediate personal/professional commitment, they should email or telephone the professor in advance.
Whenever a student misses a class, the student is responsible for all material covered in the missed class and may be asked by the professor to complete additional work to make up for the missed class session. It is the students responsibility to initiate, follow through, and complete all material and assignments related to a missed class.
Students who must miss more classes then the professor has outlined as acceptable to meet the requirements of the course, should withdraw from the course for the given semester and re-enroll in the course at a later date.
Discontinuing a Course
The University reserves the right to discontinue any course for which the enrollment is insufficient.
Accommodations for Students with Disabilities
Students with disabilities should be familiar with the Willamette University Policies and Procedures Specific to Individuals with Disabilities as stated on the Willamette University Disabilities Services web page at www.willamette.edu/dept/disability/policies.htm.
Atkinson students who have been certified to receive accommodations through the Willamette University Disabilities Services Office will receive an Eligibility Verification form from the Disabilities Services Office verifying their eligibility for accommodations. Students eligible for accommodations will also receive several copies of a Letter of Accommodation which outlines accommodations for which the student is eligible. It is the student's responsibility to provide a copy of the Letter of Accommodation to the Atkinson School Recorder so it may be provided to each professor.
It is also the responsibility of the student to coordinate their accommodations with the Administrative Assistant of the faculty member teaching the course in which the accommodation is needed or the Atkinson School Recorder. Students must notify the appropriate Administrative Assistant or the Atkinson School Recorder two weeks prior to the exam or as soon as the exam date is announced to secure accommodations.
Questions regarding the provision of accommodations for Atkinson School courses should be directed to the Atkinson School Recorder who serves as the Atkinson liaison to the Disabilities Office.
Students who believe they have a grievance about a disability issue should follow the Disabilities Services Grievance Procedure as described at the following page on the Willamette University website: www.willamette.edu/dept/disability/policies.htm.
Immunizations Required to Attend Class
Willamette University Immunization Policy requires every entering student enrolled at least half time (4.5 credits) who was born on or after January 1, 1957, must provide the university with evidence of having received two doses of measles vaccine on or after the first birthday with a minimum of 30 days between doses. Graduate students must be in compliance prior to the first day of classes, and will not be able to attend classes until the requirement is met. For more information call the Bishop Health Center at 503-370-6062 or visit http://www.willamette.edu/dept/health/
Repeating a Course
Students may not repeat a course previously completed unless the grade earned in that course was an "F." In the case of a core or required course, a course completed with a grade of "F" must be repeated. When a course is repeated, both the "F" grade and the grade received in the repeated course appear on the transcript, and both grades are calculated in the grade point average.
Complete Withdrawal from All Courses During a Semester
MBA students considering withdrawing from all courses during a semester are encouraged to talk to their professors, faculty advisor or Associate Dean/Director of Admission prior to the decision.
MBA students choosing to withdraw from all courses during a semester must complete and submit the Willamette University "Complete Withdrawal Form" online at http://agsm.willamette.edu/withdraw/
Students are responsible for initiating and completing the withdrawal process in a timely manner. Submission of the online form will automatically email University administrative who need to know the information.
The student's official withdrawal date is the date the online form is submitted, the date the student began the institution's withdrawal process and officially notified the institution of intent to withdraw, or the midpoint of the period for a student who leaves without notifying the institution. The official date of withdrawal is the date used for any tuition adjustments. Information about university tuition refund policies is available in the financial policy section of the handbook.
Medical Withdrawal or Medical Incomplete
A medical withdrawal may be requested when a student has a documented medical or psychological condition preventing completion of the semester, or requiring a reduced course load. If approved, the student's transcript will reflect grades of "W" in all courses, and a comment of "Medical Withdrawal."
Normally, a student withdrawing from all courses under this situation will receive a tuition refund according to the University's published refund schedule, or a student may request a tuition credit in lieu of a refund by contacting the Controller in the University Business Office. Contact the Business Office for a copy "Policy and Procedure for Requesting a Tuition Credit Following Approval of a Medical Withdrawal."
If a student wants to complete his/her courses, but for documented medical or psychological reasons will need more time to complete one or more courses, a temporary grade of "Medical Incomplete" may be requested.
Students requesting a medical withdrawal or medical incomplete must submit the "Willamette University Atkinson School Request for Medical Withdrawal/Medical Incomplete" form available from the Atkinson School Admission/Recorder Office
Leave of Absence
Officially admitted students who have completed at least one semester of course work at the Atkinson School, and intend to enroll in less than one (1) Atkinson course for two (2) or more consecutive semesters should apply for a Leave of Absence. Students applying for a Leave of Absence must complete the following procedures prior to the end of the semester preceding the leave or within two weeks of the beginning of the semester on leave:
- Complete an exit interview with the Associate Dean/Director of Admission; and/or
- Complete an "Atkinson School Request for Leave of Absence" form.
Readmission Process for Students Who Leave the Program
Officially admitted students who enroll for less than one (1) Atkinson School course (three credits) for two (2) consecutive semesters must apply for readmission to the MBA program. Students who apply for readmission to the MBA program will be automatically readmitted by the Director of Admission if they meet the following six (6) criteria:
- The student applied for and received a Leave of Absence; and
- The student has submitted a letter to the Associate Dean/Director of Admission/Director of Admission requesting readmission to the program; and
- The student has a cumulative GPA of 3.00 or higher; and
- The six (6) year completion date for the degree is feasible at the time of readmission; and
- There were no pending disputes, disciplinary actions, or appeals at the time of withdrawal; and
- The student has not previously applied for readmission.
Readmission status of students who do not qualify for automatic readmission will be determined by the Dean, who will consider the six (6) standards listed below in the evaluation of whether to grant the readmission request. The Dean's decision is final, and no further Atkinson appeal is available.
- The six (6) criteria listed for automatic readmission; and
- Quality of student's experience while absent from the program; and
- Performance in alternate classes attended while absent from the program; and
- Evidence of professional growth; andAssessment of ability to successfully complete the program; and
- Evidence of commitment to complete the program within the six (6) year completion requirement period.
Readmission requests involving an actual or predicted program completion date beyond the six (6) year completion period must include an appeal to the Dean for reinstatement of all course credit hours. The Dean's decision is final, and no further appeal is available
Final Exam Policy
Final exams week for MBA core courses will have no more than one exam scheduled for each day. Final exams for MBA elective courses will be scheduled during finals week, or at a time mutually acceptable to students and the instructor, exclusive of the last four regularly scheduled class days.
Requests for Exceptions to Academic Policies or Procedures
Students requesting an exception to academic policies or procedures must submit a written request and rationale for the request. The proposal should be directed to the Associate Dean/Director of Admission (email firstname.lastname@example.org) for review. The following are required of all written proposals.
- The student must explain the request in detail
- The student must provide information about any discussion or tentative agreements that may have occurred between the student and a faculty member (if any)If a tentative agreement has already been made with a faculty member, the student must provide the signature of the faculty member involved or the faculty member must send an email directly to the Associate Dean/Director of Admission discussing their level of support for the proposal and any other comments or suggestions
- The student must state a clear rationale for the request as to why it is the best alternative for their educational and career goals
If the proposal is not approved, the Associate Dean/Director of Admission will notify the student via email.
If the proposal is tentatively approved, the student must complete an interview (in person or on the telephone) with the Associate Dean/Director of Admission to discuss the implications and regulations governing the requested exception and any future implications of the exception.
Following the interview, the student must sign in writing that they understand and accept the exception that has been made and the conditions and regulations governing the exception. The signature is required for the exception to be implemented. Failure to provide a written statement accepting the conditions and regulations governing an exception voids any tentatively approved exception to policy or procedures.
Students should note that the following basic requirements of the MBA degree are never modified:
- Satisfactory completion of the minimum number of credits required for graduation
- Satisfactory completion of required courses (or substitute courses approved by the dean)
- Minimum cumulative grade point average of 3.00 in Willamette MBA course work