Handbook

Webster Student Handbook Information

Welcome to Webster University in Elgin. Our staff and faculty want to make your Webster experience as hassle free as possible. This handbook is intended to provide you with information specific to the Elgin Campus, and also give you some extra information not found in the University catalog. Please remember that we are here to help you. If you have questions, please let us know.

General Information

The University office is located at 1750 N. Randall Road, Suite 230, Elgin, IL 60123.

Office Hours

Monday – Thursday 9 a.m. – 6 p.m.
Friday 9 a.m. – 1 p.m.

Staff

Valerie Perera
Director
valerieperera26@webster.edu

Advising

A meeting with an advisor is available by appointment. Please call the Elgin Office in order to schedule one (847) 429-0391.

Classrooms & Computer Lab

The Webster classrooms and computer lab are located at 1750 N. Randall Road, Suite 230, Elgin, IL 60123. The computer lab is available during the day and on evenings when it is not in use for a class.

Check with the Webster office for availability.

ID Cards

To have a Webster ID Card issued, please contact the Elgin office and be picture ready.
Don't lose you card! If an ID card is misplaced or stolen, there is a $20 replacement fee which will be charged to your student account.

Career Services

Webster University, St. Louis provides career center services from St. Louis. Interested students are encouraged to contact the Career Center at 800-981-9805. A new service has been established to support students/alumni of Webster extended campuses; JOBTRAK, an online resource for job seekers. Students may register their resume in the JOBTRAK database plus review job listings and company profiles. Access to JOBTRAK is at www.jobtrak.com or through the Webster website at www.webster.edu/careers-services

Library

Webster students have access to their local libraries and may also do research through the Internet using Webster's Library online system. The Eden-Webster Library's World Wide site integrates resources and online databases for students and faculty from any computer with an Internet connection. Service is provided 24 hours a day. For more information visit us online at http://library.webster.edu.

Holidays

Webster observes the following holidays:

New Years Day, Martin Luther-King Day, Memorial Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving Day, Thanksgiving Friday, Christmas Eve, Christmas Day, The Week of Christmas

Make-up sessions will be held for classes that fall on a holiday.

Program Plan

Each student is given a Program Plan when they start the program. You must follow your plan each semester as there are pre-requisites to many courses and the plan is designed taking these into consideration.

If you drop out for a semester, you must see an academic advisor prior to re-entering the program in order to have a new plan prepared.

Should you wish to change your degree or area of concentration/emphasis you must also see an advisor prior to registration.

Undergraduate Transcripts

An official transcript noting conferral of an undergraduate degree must be received by the Main Campus in St. Louis during your first semester at Webster. No pre-requisite waivers can be done until the transcript is received. A form letter is provided to request the transcript. The transcript must show a current issue date. In order for the transcript to be official it must be sent to someone other than the student (i.e., academic institution) or must be in a sealed envelope.

Transfer Credit

Graduates may transfer up to 12 graduate credit hours subject to prior review & approval. Transfer credit for the MBA is limited to 9 hours and for MAT is limited to 6 hours, again subject to review & approval.

Only grades of B or better transfer for graduate credit. The institution must send an official transcript directly to Webster University Elgin Metropolitan Campus. The Office of the Registrar at Webster University in St. Louis makes all final determinations about transfer credit.

Grades

By utilizing your Connections account, you may access your grades for the session just completed, as well as past grades. Should you require a hard copy, other than a print out, you may request an official transcript online or by filling out a transcript request form.

Grades are not typically available through the local office.

Grade Appeals

The following is a clarification of the procedure used in reviewing a student's appeal of a grade of C or F (a grade of B may not be appealed, since it reflects satisfactory graduate work and has no punitive connotation).

The purpose of the academic review procedure is to provide channel for the resolution of lack of agreement between student and instructor for a course grade of C or F. It is not the purpose of the procedure to determine the validity of the grading criteria but only whether the criteria have been applied fairly.

Before an appeal can be brought before the Associate Vice President, the student must utilize the following channels in an attempt to resolve the issue:

Discuss the issue with the course instructor.
Discuss the issue with the local director or academic advisor.
The student will present a request, in writing, to the local director in a timely fashion. Accompanying the request will be objective data documenting the claim of unfairness. A copy will be submitted to the Associate Vice President of Graduate Studies. The course instructor will be asked by the director to submit a statement to the Associate Vice President addressing the issue.

After reviewing the statements submitted by the student and the course instructor, the Associate V.P. will determine whether there is sufficient evidence of unfair application of the grading criteria.

The student has the right to bring each separate grade to the Associate V.P. only once.

In order for the right of appeal to be acted on, all pertinent course materials will be retained by the student and faculty member(s) until the appeal has been resolved.

Tuition Payments

Webster University offers students several options to pay tuition:

Payment Options

Each time you register for class, you must select one or more of the following payment options, indicating how you will be paying for your tuition.

Billing statements will be emailed each month to all students, and authorized payers, while a balance remains on account, regardless of payment option selected.

Payment in Full - PD

This involves students who are paying their tuition themselves. Payment is due two weeks prior to the start of the term. Depending on when the student registers, he/she may or may not receive an e-statement before payment is due. The payment is still due two weeks prior to the start of the term. If the student is registering during this two-week period, payment must be made at the time of registration.

Monthly Payment Plan - TM

Advanced Education Services offers monthly payment plans for the University. For a $30 enrollment fee, payments can be automatically scheduled over a term or semester. Apply for an AES payment plan online, or contact AES at 1-800-932-8409.

Advanced Education Services brochures (.pdf files):
Deferred Tuition Plan - For graduate and part-time undergraduate students.

Financial Aid - FA

This payment option encompasses students who are participating in the Department of Education Title IV programs. Student's financial aid is based upon compliance with the terms and conditions set forth on the student's financial aid award.

Each student who is taking out loans will receive a packet from his/her lender once the promissory note is signed. Inside the packet there should be a disclosure statement that shows the disbursement amount, the expected date that the loans will be released to the school, and the lender's contact phone numbers.

If the student drops or withdraws credit hours within the award period, the award may be recalculated and funds may have to be reduced or canceled. Students will need to reapply for loan funds following the break in enrollment. Students are responsible for any balance owed due to a reduction in the financial aid awarded.

Under no circumstance is a prior academic year balance allowed to be carried forward into a new academic year. Prior academic year balances must be paid prior to new registrations.

Visit the Financial Aid web site for more information.

Financial Aid - FA (Alternative Loans)

Private educational loans are available to eligible students and are provided by outside financial institutions. As loan processing depends on operations inside and outside of Webster University, please allow for 6 – 8 weeks processing time. Students may contact their lender with status inquiries.

If a student is receiving a loan from an outside lender (i.e. Sallie Mae, Wells Fargo, etc.), the loan check will be made co-payable to the student and Webster University. If the student's account is paid in full, the University may endorse the check and release it directly to the student. If a balance is due on the student account, those checks must be credited to the student account. Students will be contacted by the Business Office in order to obtain the student's endorsement as required by the Uniform Commercial Code Article 3, Subsection 110, item D.

Once an outside loan arrives at the University, Financial Aid will validate student enrollment and forward the loan check to the Business Office. The Business Office will notify the student with a phone call. If the cashier cannot reach the student, an email notification will be sent to the student's Webster email address.

If the student is studying at a Webster University campus outside the St. Louis area, the Business Office will overnight the loan check to the campus site to get the necessary student endorsement.

If the student is studying abroad during the semester, arrangements can be made to provide Webster University with Power of Attorney, so the check can be negotiated without the student's endorsement. These arrangements should be complete prior to the student leaving the country.

Employer Reimbursement - ER

If you are reimbursed for tuition by your employer, select this option. As a courtesy, your payment due date is deferred until 3 weeks after your class ends. Print the Employer Educational Assistance Authorization form (.pdf file). Payment is due 3 weeks after class ends, whether your employer has completed your reimbursement or not.

Direct Billing to Employer- DB

If you are employed by a company that requires direct billing of tuition, choose this option. This usually refers to "private" employers (companies). This option should NOT be used for civil service employees (form SF-182) who should be coded as TA, or Vocational Rehabilitation students who should be coded as VR. Submit vouchers, letters of credit, or other authorization forms to the Bursar Office two weeks before your class begins, or at the time of registration. If employer will not cover 100% of the tuition, the student must pay their portion at the time of registration or have the remaining portion covered by another payment option.

Tuition Assistance - TA

If you are eligible for tuition benefits from the US Military, Civil Service, or the Federal Government as an employee, choose this option. Typically this involves forms SF-182, 2171, 1227, etc. Submit forms to the Bursar Office two weeks before the term begins, or at the time of registration. Because active duty members of the Army register for classes through the GoArmyEd portal there are no TA forms required. For assistance, see this helpful checklist.

If Tuition Assistance will not cover 100% of the tuition, the student must pay their portion at the time of registration or have the remaining portion covered by another payment option.

Top-up Program - If you participate in the Top-up Program, also select 'VA' as a secondary payment option. The Top-up portion is due as a VA payment, 3 weeks after your class has ended, whether the Top-up Program has completed your reimbursement or not.

Veterans Affairs Benefits - VA (Other than Post 9/11)

If you are eligible for education benefits such as the Montgomery GI Bill from the Department of Veterans Affairs select this option. As a courtesy, your payment due date is deferred until three weeks after the term ends. Payment is due three weeks after class ends, whether the VA has completed your reimbursement or not.

Certification questions for online and Saint Louis courses should be directed to Webster University's Registrar's Office. Questions for extended site courses should be directed to the student's extended campus.

Veterans Affairs Benefits - VA (Post 9/11)
(Limits may apply)

Students who have been certified for Post 9/11 VA benefits should see their VA payments posted directly to their student accounts.

The Yellow Ribbon program is a provision of the Post 9/11 Veterans Educational Assistance Act of 2008. This program, effective August 1, 2009 allowed Webster to voluntarily enter into an agreement with the VA to fund tuition expenses, for qualified veterans that exceed the highest public in-state undergraduate tuition rate. Webster University will be listed on the Yellow Ribbon Program website as participating in states where Webster's tuition rate (grad or undergrad) is higher than this limit.

Webster University will waive 50% of those excess charges, and the VA will pay the remaining 50% difference. Eligible students who have been certified for these benefits should see their VA wire payments and waiver amounts post direct to their student account. Webster will only offer a tuition discount to eligible veterans certified at 100%. Veterans must present a certificate of eligibility to the campus before the enrollment can be processed.

Vocational Rehabilitation - VR

If you are eligible for benefits through a Vocational Rehabilitation program, choose this option. Submit authorization forms to the Bursar Office two weeks before your class begins, or at the time of registration. If benefit will not cover 100% of the tuition, the student must pay their portion at the time of registration or have the remaining portion covered by another payment option.

Tuition Remission - TR

Employees of the University, and their spouse, dependents, or other designee can take advantage of the University's Tuition Remission policy. Fill out the Tuition Remission form each semester, and submit completed for the Bursar Office two weeks prior to the term beginning or at time of registration.

Financial Aid

There is very little in the way of financial aid at the graduate level. However, you may qualify for a Federally Funded Loan. Contact our office for assistance and information.

Grants or Scholarships may be available through various organizations. However, it is your responsibility to research these. Check the reference section at your local library and ask for the "College Blue Book," or research the information provided on the Internet.

There are no Grants or Scholarships available through the University.

Add/Drop Period

Students may add a class before its second meeting but must work with the instructor in order to make up the first class.

To drop a class, contact a staff member at the office or via your online student account. A student may drop with a full refund prior to or during the first two physical weeks of the term, not by the class meetings. The last day to drop with no financial liability is the Friday of the second week of the term by 1pm.

Refund Policy

Drop

Week 1

Week 2

Percent Refunded

100%

100%

 

Withdrawal

Week 3

Week 4

Week 5

Week 6

Percent Refunded

50%

25%

No refund

No refund

 

THERE IS NO WITHDRAWAL AFTER THE 6TH WEEK.

Make-up Exams

Arrangements can be made through the Webster office to have exams proctored.

Graduation

Students must complete a Petition to Graduate Form prior to/when registering for their final course. This form must be submitted to the Elgin Office. In addition to the form, students must pay the $50 Graduation Candidacy Fee once it appears on their student account. Students will also be given the option to attend the annual St. Louis Ceremony, as well as a local graduation dinner event. Once a student submits a graduation petition, his or her name will be added to our upcoming graduation list and will receive information in the mail regarding each graduation as the time draws near.

Directed Studies

Directed Studies are not a regular part of the curriculum. They are only given under extenuating circumstances (i.e., transfer, hospitalization). Official documentation must be provided.

All directed studies must be arranged through the Webster Office.

Internships

In some areas of concentration, such as management and business administration, students not currently employed may be able to make arrangements to obtain an internship in a business or industry. This would be particularly attractive to foreign students who are in the United States on a student visa and cannot work for pay. The following guidelines are established to facilitate this process:

  • 1. Internships are permitted only in a student's chosen area of concentration.
  • 2. Internships are not permitted in a place of business where a student is regularly employed.
  • 3. Students will complete an internship proposal which specified;

      • a. place of business offering the internship
      • b. identification of supervisor
      • c. job description and/or job assignment with detail of responsibilities
      • d. length of internship
      • e. hours per seek to be spent in internship
      • A student will be expected to work at least twenty (20) hours per week for at least eight weeks for the three (3) credit hours.
  • 4. The proposal must be submitted at least 6 weeks prior to the semester you expect to register.

As part of the course requirements, students will be expected to:

  • 1. Keep a daily record of activities and submit a weekly summary to the designated Webster University mentor.
  • 2. Present a paper that:

    • a. evaluates the internship experience and assesses the value of that experience for their professional education.
    • b. Discusses some problem or experience encountered in the internship and relates that problem to the literature and class materials of that respective area of concentration.
    • Internships will carry a 6500 number plus the prefix of the area of concentration.

Registration: Preparation and approvals for an internship should be completed so that the student may register during the official pre-registration period. Allow at least six weeks lead time for approval.

Thesis

The thesis is a significant undertaking for students and instructors alike. Since six credit hours are awarded for a thesis, great care should be taken to guarantee that the end product warrants these credits.

Students should undertake a thesis in a core area only after completion of the respective area of concentration.

Thesis may not be substituted for a core course with the exception of the 6000 integrated studies course. In such cases, the thesis may substitute for the integrated studies course and one elective course, or for two separate integrated studies courses provided the subject of the thesis is applicable to both areas.

NOTE: For those doing a double area, the transcript will record the thesis with one of the areas of concentration designated - not two areas. This will be determined by the Thesis Mentor and Thesis Reader and Senior Director.

A student should contact his/her respective extended campus director to obtain the Thesis Declaration of Intent Form. A student who has earned a C or F in any graduate course taken at Webster University is ineligible to do a thesis. A student must declare his/her intent to do a thesis after advancement to candidacy and before completing 24 semester hours in his/her program.

The Thesis Declaration of Intent Form must be approved by two instructors from the area of concentration/emphasis in which the thesis is done and who have taught the student. They will verify: (A) that the student is capable of doing thesis work, and (B) that the thesis topic is appropriate for the area of concentration/emphasis.

On the Thesis Declaration of Intent Form, the student will suggest a thesis committee to extended campus director. The committee will consist of a Thesis Mentor and a Thesis Reader. The director must approve the committee before the Thesis Declaration of Intent Form is sent to the Academic Dean of the University or his/her designee.

If suggested thesis topic and thesis committee are approved, the student develops the thesis proposal in conjunction with the thesis committee. The Thesis Proposal Form, signed by both members of the thesis committee, is forwarded to the Academic V.P. of the University or his/her designee.

When the thesis is completed, both the Thesis Mentor and Thesis Reader must agree on the grade for the thesis. The grade has to be A, B, or C. If these two cannot agree on the grade, the Academic Dean of the University or his/her designee will assign a third faculty person to recommend the grade in consultation with the Thesis Mentor and Thesis Reader.

The student should furnish an abstract of the thesis and two copies of the finished manuscript (typed and documented), one for the site's records and one for the Webster Library. These should be presented in acceptable literary style and composition. It is suggested that the student refer to Kate L. Turabian, A Manual for Writers of Term Papers, Theses and Dissertations, University of Chicago Press,

A student who has registered for a thesis/project should expect to complete and submit the thesis/project on sooner than nine (9) weeks and no later than eighteen (18) weeks after registration. The faculty supervisor will assign an incomplete (I) grade at the end of the first session, thus allowing an additional nine (9) weeks for completion.

The thesis project should reflect a thorough study of the chosen topic.

The Academic V.P. required at least six weeks to review the Thesis Proposal Form before registration can take place. Students may register for Thesis at regular registration times only.

Weather Closings

Mainly during the Fall 2 and Spring 1 terms, severe weather may force Webster to close the office and/or cancel classes and advising appointments.

Announcements will be posted on the Elgin Campus website's homepage and a recording will be left on the office voicemail system. In addition, either a staff member or your instructor will try to contact you using either the phone or email information gathered from our termly emergency contact lists.