Enrollment and Grades


  • Student Attendance
  • Auditing Courses
  • Course Overloads
  • Military Leave
  • Withdrawal Policy


  • Grading System
  • Pass / Fail Grading
  • Incomplete Grades
  • Grade Point Average
  • D/F Repeat Policy
  • Grade Reports
  • Dean's and President's List
  • Transcripts

In this section:

student attendance

importance of class attendance

At Potomac State College of WVU, class attendance contributes significantly to academic success. Students who attend classes regularly tend to earn higher grades and have higher passing rates in courses. Excessive absences may jeopardize students’ grades or even their ability to continue in their courses. There is a strong correlation between regular class attendance and academic success. Faculty are strongly encouraged to require attendance in all 100- level classes.

attendance policies

Instructors may set attendance policies that are appropriate for the goals and instructional strategies of their courses and instructors may include attendance records in determining the final course grade. All attendance policies that affect students’ grades must be announced in writing (typically within the course syllabus) within the first week of class. Moreover, instructors are responsible for keeping accurate enrollment records and for keeping accurate attendance records when attendance is used in grading.

class absences

Students who are absent from class for any reason are responsible for all missed work and for contacting their instructors promptly, unless the instructors’ policies require otherwise. However, instructors cannot require documentation of student illness from any medical provider as part of an attendance policy, as medical conditions are confidential and frequently not verifiable.

make-up examinations

Students absent from regularly scheduled examinations because of authorized College activities will have the opportunity to take them at an alternate time. Such make - up examinations should be of comparable difficulty to the original examination. Students in courses with regularly scheduled evening examinations shall have the opportunity to make up these examinations if they miss them in order to attend a regularly scheduled class that meets at the same time. Such make -up examinations should be of comparable difficulty to the original examination. Attendance at a regularly scheduled evening examination will not excuse a student from a regularly scheduled class that meets at the same time as the examination.

Auditing courses

An auditor may register for courses and must pay full fees but does not receive credit for the course. A student who audits a course must let one semester pass before enrolling in the same course for credit. A student may change his or her status from audit to grade or grade to audit only during the registration period. Attendance requirements for auditors are determined by the instructor of the course. The instructor may direct the Office of the Enrollment Services to remove an auditor from a class list or grade report if attendance requirements are not met.

course overloads

Students may not enroll for more than 18 credit-hours of course work in a fall or spring semester or 14 credits in a summer summester without first receiving permission from the Dean of Academic Affairs.

military leave

Students Called to Serve in the Military

  1. Students who withdraw from the College for military service up to and including the 12th week of the semester will receive a full refund of their fees and be administratively withdrawn from their classes. No course grades or credit will be awarded.
  2. Students who leave the College for military service after the 12th week of the semester should work with the designated contact person, the Associate Dean of Academic Affairs. The contact person will assist the student in reviewing the student's eligibility for credit for their courses on a course-by course basis with the instructors.
  3. The contact person will work with the student's instructors to gather grade information for the student. Several outcomes are possible:
  • If the course is substantially complete and the student has done passing work, the student should receive the grade earned at that time. It is anticipated that this would be the outcome in the majority of the courses. NOTE: Students who receive orders with sufficient advance notice are expected to notify their professors of their upcoming deployment date and meet with their professors to come to an agreement on what regular course assignments they can reasonably complete prior to the deployment date (the details of this arrangement should be included in a contract initialed by both the instructor and the student; contracts must be placed in the student's file). Students should not be penalized for not completing assignments, quizzes, tests, or exams due after their deployment date.
  • If a critical competency has yet to be covered in a competency-based course, the instructor should award a grade of "I" and work with the student to develop a plan to complete that critical part of the course. To alleviate confusion at a later date, the plan should be in writing and signed by both the instructor and the student. Students called to active duty for a relatively short duration that includes exam week may arrange for an "I" with provision to make up the final exam after completing the period of duty.
  • If the student chooses to withdraw from the course, the contact person will work with the appropriate University office to provide an administrative withdrawal.

Leave for Military Drill

In accordance with the “Veteran Friendly” designation, PSC faculty may allow students who are members of the US Armed Forces (including the National Guard and Active Reserve) to make up tests and assignments that are missed during a semester if the student is officially called up for military service requirements for a limited period and if the delayed coursework completion will not irreversibly impact the student’s ability to appropriately master the required subject matter. Absence due to required military obligation should not exceed a cumulative amount of three weeks. Students should notify faculty members of the circumstances of their absence as far in advance as possible and work with faculty members to agree upon a plan of action for completing course requirements.

withdrawal policy

There are two types of withdrawals: withdrawal from individual courses for which a student has registered and a complete withdrawal from the University. Deadlines for withdrawals for each semester are available at: http://potomacstatecollege.edu/cal/. If students follow all established College procedures and withdraw before the published deadline, they will receive a W on their transcript. The grade point average is not affected in any way by this mark. If formal withdrawal procedures are not executed by the student, a failing grade/s will be recorded. It is the student's responsibility to see that all forms are properly executed and delivered to the appropriate authorities for recording.

withdrawal/drop from individual classes

Students may drop individual classes within a term based on established deadlines. These deadlines are posted at http://potomacstatecollege.edu/academics/academic_calendar.html.

Students, with the help of their academic advisors, are responsible for determining:

  • If their course load would be reduced below the minimum hours required to qualify for athletic eligibility, financial aid, or international full-time status;
  • If the course to be dropped is a co-requisite for another course the student is taking or a prerequisite for a course required the following semester, the student may be required to drop the co-requisite course or asked to take a substitute course the following semester.

withdrawal from all classes for the term

Students may withdraw from the College for the term in which they are enrolled at any time before the last day of classes of the term which regular classes are scheduled to meet. Students will receive grades of W in all classes for that term.

To withdraw from all classes through the last day to drop a class with a W, a student would log on to their MIX account and drop their classes through STAR.

The withdraw from the term after the last day to drop a class with a W, a student must complete a Withdrawal from College form which is available in the Office of Enrollment Services or online at http://potomacstatecollege.edu/admissions/Potomac%20State%20College%20Student%20Withdrawal%20Form.pdf.

Students who are unable to access the form may mail a request to the Office of Enrollment Services, Potomac State College of WVU, 75 Arnold Street, Keyser, WV 26726. Include: full name, WVU ID number, reason for withdrawal, address, telephone number, and signature. The request may also be faxed to (304) 788-6939.

importance notice

Financial aid recipients who withdraw from all classes before 60 percent of the term is completed may be required to return a portion of any financial aid that was received for the term. Students who do not receive at least one passing grade for classes in a term must provide documentation which verifies continued participation in educational activities. If documentation cannot be provided, those students are considered to have informally withdrawn from the College prior to 60 percent of the term and may be required to return a portion of any financial aid that was received. This review and return of financial aid is done in accordance with federal regulations.

In this section:

Grading System

Grade Description
A Excellent (Given only to students of superior ability and attainment)
B Good (Given only to students who are well above average but not in the highest group.)
C Fair (Average for undergraduate students.)
D Poor but passing
F Failure
I Incomplete
W Withdrawal from a course before the date specified in the University calendar.
P Pass (See Pass/Fail grading below)
X Auditor, no grade and no credit.
CR Credit but no grade
S Satisfactory
U Unsatisfactory (equivalent to F)
IF Incomplete grade not removed by next regular term (Computed as an F.)
UF Unforgivable F (Not eligible for D/F repeat policy.)
PR Re-enroll (student's progress in a foundations course is satisfactory but course competencies have not yet been mastered

Note: Grades that are not reported by faculty at the end of a term will be designated with an NR on the official transcript. Grades that are not reported will become an F at the conclusion of the next semester if a final grade is not submitted.

pass/fail grading

Pass/fail grading encourages students to take elective courses not related to their degree concentrations. Pass/fail grading also facilitates grading in competency -based courses that may be an integral part of an academic program.

student option

Any full -time student who has completed 15 hours and who has maintained a 2.0 grade - point average may take a maximum of four hours each semester or summer session on a pass/ fail basis. Any course taken on a pass/fail basis must be a free elective. Students are limited to a total of 18 hours of pass/fail credit in the collegiate career. Courses in the major, courses in other subjects that are required by the major, and courses taken to satisfy college requirements are excluded from pass/fail. For example, courses elected to satisfy the General Education Foundations (GEF) or foreign language requirements may not be taken for pass/fail grading.

A course taken on a pass/fail basis is graded as a graded course. The instructor turns in the appropriate letter grade to the Office of the University Registrar. This letter grade is then converted to a P on the basis of A, B, C, or D for a pass and F for a fail. The grade of P does not affect your grade point average. However, any F grade affects a student’s grade point average whether it is a regular grade or a pass/fail grade.

A student chooses the option of pass/fail grading for a course during the registration period. Once the registration period has ended, he or she may not change the grade status in the course.

The college may designate any performance - or competency -based course as exclusively pass/fail. Courses offered only as pass/fail are not included in the maximum of eighteen hours that may be freely elected as pass/fail under the student option.

incomplete grades

A grade of I (Incomplete) is a temporary grade assignment used when unforeseen, non -academic circumstances arise that prohibit students from completing the last course assignments or examinations at the end of the semester. The grade of Incomplete is typically assigned because of an excused absence from the final examination, or because assignments are unavoidably incomplete, as determined by the instructor. Students who are failing a course (exclusive of the incomplete work) may not request an Incomplete.

Students who want be considered for an Incomplete must apply to their instructor prior to the end of the term. If the instructor agrees, the instructor and the student must negotiate the conditions under which the grade of I will be changed to a letter grade and sign a contract. The date to submit the incomplete work should not be set beyond the last day of class of the following semester. If the student does not complete the terms of contract then the instructor should submit a grade of F. All incomplete contracts must be filed with the Office of Enrollment Services with copies to the student and the Office of Academic Affairs.

To remove the grade of I, a student does not register for the course again.

If the Incomplete grade is not changed by the end of the next major term (excluding summer), the I will be replaced with an IF.

grade point average

grade points

All academic units of the University require minimum standards of scholastic quality that must be met or exceeded. Beginning in January 2012, grades earned in Baccalaureate -level college work attempted at other accredited US institutions are included in the calculation of the overall GPA. All credits and grades accepted as transfer credit from all accredited US institutions will be used in the calculation of the cumulative grade point average and total attempted and earned credits. Study Abroad credit is treated as non -US and is awarded as credit only, regardless of whether it is taken through a US institution. Only courses with a grade of “D” or higher will be transferred to WVU as earned Study Abroad Credit. To be eligible to receive a baccalaureate degree, a student must have a GPA of at least 2.0 at the time of graduation. GPA is based on all work for which a student received a letter grade other than W, WU, P, and PR. See D/F repeat policy, below.

Students are responsible for knowing their grade point standing and can obtain the necessary information from their advisor or the dean of their college or school. GPA is determined according to the method described in the section on GPA calculations.

The grade point average is computed on all work for which a student registers, with the following exceptions:

  • Courses with a grade of CR, P, PR, S, W, WU and X carry no grade value. The grade of Incomplete (I) initially carries no grade value.
  • When a student receives the grade of I and the incomplete grade is later removed, the grade point average is calculated on the basis of the new grade. If the I grade is not removed within the next semester, the g rade is treated as an F (failure).
  • If a student is working toward teacher certification, he or she is responsible for every registration in a course in which the grade of A, B, C, D, F, P, X or I is received.

gpa calculations

  1. Students need to know how to calculate their overall and semester grade point averages. The following example shows how to do it. Assume a student registered for 16 hours and receive the following grades in these courses:
    1. English 101 – B
    2. Mathematics 126 - A
    3. Geology 101 - C
    4. Political Science 101 - B
    5. Spanish 101 - D
    6. Psychology 201 - P
  2. Course, Credits, Grade, Value, Credits x Value, Grade Points Earned
    1. English 101, 3, B, 3, 3 x 3 = 9
    2. Geology 101, 3, C, 2, 3 x 2 = 6
    3. Spanish 101, 3, D, 1, 3 x 1 = 3
    4. Mathematics 126, 3, A, 4, 3 x 4 =12
    5. Political Science 101, 3, B, 3, 3 x 3 = 9
    6. Psychology 201, 1, P, 0, 1 x 0 = 0
  3. Multiply the credit by the grade value to get the grade points earned for each course
  4. Add the total grade points, in this case, 39.
  5. Divide the total grade points earned by the total credit hours with a grade value. Remember that P grades have no grade value, so in this case, there are 15 credit hours for the GPA calculation: 39 divided by 15 = grade point average of 2.6.

D/F Repeat Policy

WVU has a D/F repeat policy for undergraduate students who have not received their initial baccalaureate degree. If a student earns a D or F in a course at WVU or at any school in the WV State System and the course is taken no later than the semester or summer term in which the student completes the sixtieth hour (including any class in which the student earns a grade and transfer classes), the student may “D/F repeat” that course. Academic advisors assist students with completing the appropriate form, which should be filed during the semester in which the student is repeating the course. The course can be repeated only at WVU Morgantown, Potomac State College of WVU, or WVU Institute of Technology (Beckley). Students have only one opportunity to improve their original grades under the D/F repeat policy. The new grade becomes the grade that counts toward the student's cumulative GPA and credit hours for graduation, even if the repeated course grade is lower than the original grade in the course. The D/F repeat policy will be enacted anytime an eligible course is repeated.

When a course is D/F repeated, the following procedure occurs:

  1. The original grade is disregarded for the purpose of determining the overall GPA; it is marked as excluded (E) in the semester that the student originally took the course.
  2. The original grade is not deleted from the student’s permanent record.
  3. The second grade is entered on the student’s transcript and marked as included (I) in the semester that the course was repeated.
  4. Grades of Unforgivable F (UF) are not eligible for D/F repeat. Such a failure is indicated on the student’s permanent record by an UF and is calculated in the GPA.

Other Repeated Courses

Courses repeated, but not eligible for the provisions of the D/F repeat policy, follow this procedure:

  1. The original grade is included in determining the overall GPA. It is excluded from earned or degree hours and is marked with an (A).
  2. The original grade is not deleted from the student’s permanent record.
  3. The second grade is entered on the student’s transcript and marked as included (I) in the semester that the course was repeated.
  4. Courses repeated more than once (including D/F repeats) are handled the same way with the final attempt carrying earned or degree hours. All attempts are used for determining the GPA.

grade reports

During the seventh week of classes in the fall and spring semesters, instructors submit a grade for all students. These grades are used for counseling, are not recorded on the student’s official transcript, and disappear from the computer system after the semester is completed. These grades are available to the student via MIX.

Final grades are due within 48 hours after the end of the College’s final examination and are viewable to students within one week of submission. The final grades of all seniors provisionally approved for graduation at the close of the spring semester are reported to the Office of Enrollment Services using special forms provided for that purpose.

At the end of each semester, grades are available through MIX.

dean's and president's list

Full- time students whose academic accomplishments are of significant quality to merit special recognition are placed on either the President’s List or the Dean’s List. To be placed on the President’s List, a student must be enrolled for at least 12 credit hours of graded courses, excluding courses in which any grade of Audit, Pass, or Incomplete is recorded, and must earn a grade -point average of 3.700 or higher. To be placed on the Dean’s List, a student must be enrolled for at least 12 credit hours of graded courses, and must maintain a grade -point average of 3.000 to 3.699 for the semester which he or she is enrolled. A student is not eligible for either list if the grade recorded for any course is D, F, I or NR. Courses completed with a grade of P, S, or X are excluded from the calculation of credit hours for President's List and Dean's List.


Each copy of an official transcript costs nine dollars, payable by check, money order, or credit card. Because of demand, it may take two or three weeks to process an application for a regular transcript at the close of a semester or summer session. At other times, it is the policy of Potomac State College to process all regular transcript requests within 48 hours of receipt of the request.

All financial obligations to Potomac State College must be cleared before transcripts can be released. Transcripts may not be picked up by another party unless the student has given written authorization with the request. The designated person will be expected to show a picture I.D. before obtaining the transcript.

A student must furnish the following when requesting a transcript: full name under which enrolled, date of birth, date of last attendance, and WVU ID number

Requests for transcripts must be made in writing to the Office of Enrollment Services, 75 Arnold Street, Keyser, WV 26726. A request form is also available at: http://www.potomacstatecollege.edu/communities/current_students/transcript.html.

Telephone requests cannot be accepted due to risk to the security of your records.

withholding information

No degree is conferred upon any candidate and no transcripts are issued to any student before payment is made of all tuition, fees, and other indebtedness to any unit of the college.

It is the policy of Potomac State to place on restriction students who have outstanding debts to a unit or units of the College. The restriction may include, but is not limited to, the withholding of a student's registration, diploma, or transcript.