Student Handbooks

MBA Student Handbook - Registration Policies and Procedures

Registration

First-year Early Career/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 WebAdvisor System.

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 has reached its enrollment capacity. Students on the waitlist will be moved from the waitlist to 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

Waitlists are established when a course has reached its enrollment capacity. Students on the waitlist will be moved from the waitlist to the course based on the date and time at which the student was added to the waitlist.

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 if a space becomes available. Students who do not attend the course during the first week of classes may not be eligible to enroll in the course if a space becomes available.


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 you are considering two courses that 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 karthur@willamette.edu, 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 karthur@willamette.edu. 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 2012 is Friday, August 24, 2012. The last day to add an MBA course without instructor permission for spring semester 2013 is Friday, January 18, 2013.


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 karthur@willamette.edu 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 2012 is Friday, October 19, 2012. 
  • The last day to drop an MBA course without a "W" grade (withdrawal) showing on the transcript for spring semester 2013 is Friday, March 15, 2013.


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 AGSM 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 of "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 karthur@willamette.edu 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, Accelerated, Exchange, JD/MBA (who are in their year of full-time enrollment in the NBA program) and non-degree students who are enrolled for at least nine (9) credits per semester are classified as full-time MBA 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 4.5 to 8 credits per semester meet the half-time enrollment requirement for federal loans.


Course Prerequisites

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.


Class Attendance

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 student's 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

Willamette University is committed to the full access and inclusion of all qualified students in its programs. The Willamette Disability Services office facilitates reasonable accommodations for students with a qualifying disability or temporary medical condition while maintaining institutional standards. Students with a disability should contact Lori Fontaine at the Willamette University Disability Services Office.

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 administrators 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 through the Associate Dean/Director of Admission.

Students who apply for readmission to the MBA program will be automatically readmitted by the Associate Dean/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 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 Senior Associate Dean, who will consider the six (6) standards listed below in the evaluation of whether to grant the readmission request.

  • 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; and Assessment 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 Senior Associate Dean for reinstatement of all course credit hours.


Final Exam Policy

Final exams week for first-year MBA core courses will have no more than one core course 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 joneill@willamette.edu) who will confer with the Senior Associate Dean for a decision. 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 Senior Associate Dean)
  • Minimum cumulative grade point average of 3.00 in Willamette MBA course work