Student Services Policies/Procedures

Preparation for College

Northwest College recommends high school students complete four years of English, four years of mathematics, three years of science, three years of social studies, two years of foreign language, and one year of art.

The areas of study listed above are NOT prerequisites for admission. If your educational preparation does not yet match your educational goals, you may need to spend extra time building your academic skills. The college stands ready to assist you in every way possible should this be the case.

Your Invitation to Visit Campus

Northwest College invites prospective students and their families to visit campus. Visits are scheduled Monday through Friday at 9 am and 1 pm. Learn more and make a reservation online:

 Visit the Visit Campus page of the NWC website for more information.

Admission to the College

As a member of the National Association for College Admission Counselors (NACAC), Northwest College follows the NACAC Code of Ethics and Professional Practices in the recruitment of all students. The NACAC Code of Ethics and Professional Practices is located here https://www.nacacnet.org/globalassets/documents/advocacy-and-ethics/cepp/cepp_10_2019_final.pdf

Applicants are encouraged to apply at least two months prior to the semester in which they plan to enroll. However, applications will be accepted any time prior to the start of a semester. Northwest College reserves the right to deny admission. Applicants must submit an admission application and official transcripts. Applicants are encouraged to submit scores on the American College Test (ACT) or the Scholastic Aptitude Test (SAT), ACCUPLACER and/or ALEKS Placement Tests. Results are used in academic advisement and career planning.

Academic transcripts from high school or colleges previously attended should be sent directly to Enrollment Services. Northwest College reserves the right to decline acceptance of transcripts not mailed directly from the originating institution.

Visit the Admissions section of the NWC website for more information.

Northwest College Codes

Northwest’s ACT code is 5004. The SAT code is 4542. Our federal school code for the FAFSA (see Federal Aid ) is 003931.

All Students

• Immunization Record - Any degree-seeking student born after 1956 must provide proof of immunity to Measles/Mumps/Rubella (MMR) to attend NWC. Students who fail to provide proof of immunizations may have a hold put on their account and may be withdrawn from their classes.
• Degree-seeking students who have not been immunized for religious or medical reasons must complete the appropriate waiver form. Contact the NWC Admissions Office to request the form.

Wyoming Residents

• Northwest College admits Wyoming residents who are graduates of a Wyoming state accredited high school and entering college for the first time.
• Northwest admits current Wyoming residents who graduated from an accredited high school from any other U.S. state.
• Wyoming residents who have not graduated from a state accredited high school may be considered for admission if they have successfully completed the General Education Development (GED) examination, or provide the Home School Transcript Evaluation Form.

Out-of-State-Residents

• Northwest will consider out-of-state residents who graduated from a state accredited high school with a 2.0 (C) high school cumulative grade point average or successfully completed the GED or show special aptitudes indicating promise of success in college.
• Northwest College reserves the right to deny admission.

Transfer Students

• Northwest will consider transfer students who present official transcripts from all colleges attended.
• Transfer students with fewer than 15 credit hours of transfer credit must also submit a high school transcript.
• Northwest College reserves the right to deny admission.
• Students who wish to transfer to Northwest must have their transcripts evaluated by the NWC Registrar.
• Generally, students who have a cumulative grade point average of 2.0 (C) or above will have courses with “D” grades accepted as well, except in courses with a minimal grade requirement.
• Courses are transferred but not the letter grade.

Home-Schooled Students

Students 16 years of age or older who have been home-schooled are required to submit the Home School Transcript Evaluation Form along with their ACT/SAT scores. Students who have not taken the ACT/SAT are required to take the ACCUPLACER Placement Test.

International Students

Northwest College does not require a TOEFL or any other English proficiency exam scores. All international students will take an English placement assessment prior to their arrival to demonstrate proficiency in English. Students are then placed in appropriate classes.  Students with a low English proficiency will be required to take ESL courses before enrolling in college-level English courses, which may be required prior to enrolling in other college-level courses. Our international admissions team corresponds with interested students, evaluates applications, and assists international students with the required documents and visas. All international students must purchase a health insurance policy through NWC and are required to reside on campus during their first two semesters.

Veteran Students/Active Military

Northwest College is approved by the State of Wyoming for veterans’ training under the Montgomery GI Bill® and for those training under Dependents’ Educational Assistance.

All questions concerning VA eligibility for educational benefits may be directed to the Financial Aid Office. Additionally, the veteran may request assistance directly from the U.S. Department of Veteran Affairs Office, P.O. Box 66830, St. Louis, MO 63166, 1-888-442-4551. Those applying for VA educational assistance will be provided with the most recent VA requirements concerning attendance and satisfactory academic progress.

For information regarding the College’s federal student loan Cohort Default Rate (CDR), along with the volume of Service Members/Veterans benefit usage, and retention, graduation, & transfer statistics of benefit recipients at the College, please visit the National Center for Educational Statistics, here: https://nces.ed.gov/collegenavigator/?s=WY&id=240657

Wyoming Air and Army National Guard

You are eligible for additional financial assistance if you are a Wyoming resident currently serving in the Air or Army National Guard. Contact Dawn Kasinger, 307-754-6040, for information.

Wyoming Veterans, Heroes and Their Survivors

Additional tuition assistance is available to qualifying Wyoming veterans and their survivors, as well as to qualifying survivors of Wyoming public service heroes.

Contact Deb Karst, 307-754-6270, if you are a:

• Wyoming Vietnam veteran or surviving spouse or child of a Wyoming Vietnam veteran.
• Surviving spouse or child of a Wyoming firemen, law enforcement officer or emergency medical technician who was killed in the line of duty.

If you’re a Vietnam veteran, you’ll need to complete the appropriate application and bring it, along with the long version of your DD214, to the NWC Financial Aid Office.

In addition to NACAC’s Code of Ethics and Professional Practices, Northwest College will ensure compliance with program integrity requirements consistent with the regulations issued by the Department of Education (34 C.F.R 668.71-668.75 and 668.14) related to restrictions on misrepresentation, recruitment, and payment of incentive compensation. This applies to the educational institution itself and its agents including third party lead generators, marketing firms, or companies that own or operate the educational institutions. As part of efforts to eliminate unfair, deceptive, and abusive marketing aimed at Service members.

Northwest College and its agents including third party lead generators, marketing firms, or companies that own or operate the educational institutions will:

1. Ban inducements, including any gratuity, favor, discount, entertainment, hospitality, loan, transportation, lodging, meals, or other item having a monetary value of more than a de minimis amount, to any individual or entity, or its agents including third party lead generators or marketing firms other than salaries paid to employees or fees paid to contractors in conformity with all applicable laws for the purpose of securing enrollments of Service members or obtaining access to TA funds. Educational institution sponsored scholarships or grants and tuition reductions available to military students are permissible, and;
2. Refrain from providing any commission, bonus, or other incentive payment based directly or indirectly on securing enrollments or federal financial aid (including TA funds) to any persons or entities engaged in any student recruiting, admission activities, or making decisions regarding the award of student financial assistance, and;
3. Refrain from high-pressure recruitment tactics such as making multiple unsolicited contacts (3 or more), including contacts by phone, email, or in-person, and engaging in same-day recruitment and registration for the purpose of securing Service member enrollments.

“GI Bill®” is a registered trademark of the U.S. Department of Veterans Affairs (VA).  More information about education benefits offered by VA is available at the official U.S. government website at www.benefits.va.gov/gibill.”

Readmission for Military Service Members returning from a military service* obligation

Policy

Northwest College acknowledges that military service members may be temporarily unable to attend classes or have to suspend their enrollment due to military service obligations.  Northwest College encourages these students to resume their enrollment upon completion of their military service obligation.

In accordance with 34 C.F.R. 668.18 and the Department of Defense Voluntary Partnership Memorandum of Understanding, Northwest College shall readmit a service member to a program after enrollment was suspended due to service obligations if the student meets the specified eligibility conditions as outlined within this policy.  Qualified students shall be readmitted with the same academic status they had when last enrolled or accepted for admission into the next program cohort if no previous enrollment occurred. 

Student Notification Process

Intent to Suspend Enrollment - The military service member student should provide oral or written notice of such service to the Registration and Records Office as far in advance as is reasonable under the circumstances, unless precluded by military necessity.  Military service member students are not required to indicate any potential return timeline to Northwest College. 

Intent to Resume Enrollment - The military service member, who wishes to resume their enrollment at Northwest College after completing the military service obligation that required them to suspend their enrollment, must reenroll in the College, and notify the Registration and Records Office, within three years after the completion of their period of military service obligation.  A student who notifies the Registration and Records Office of their Intent to Resume Enrollment shall provide documentation to the College to establish that:

1. The cumulative length of the absence and of all previous absences from that institution by reason of service in the uniformed services, including only the time the student spends actually performing service in the uniformed services, does not exceed five years; and
2. The student’s eligibility for readmission has not been terminated due to:
   1. A separation of such person from the Armed Forces (including the National Guard and Reserves) with a dishonorable or bad conduct discharge.
   2. A dismissal of a commissioned officer permitted under section 1161(a) of title 10, United States Code by sentence of a general court-martial; in commutation of a sentence of a general court-martial; or, in time of war, by order of the President.
   3. A dropping of a commissioned officer from the rolls pursuant to section 1161(b) of title 10, United States Code due to absence without authority for at least three months; separation by reason of a sentence to confinement adjudged by a court-martial; or, a sentence to confinement in a Federal or State penitentiary or correctional institution; and
3. Documentation to confirm the service requirement.  Acceptable documentation includes, but is not limited to:

1. Department of Defense 214 Certificate of Release or Discharge from Active Duty.
2. Copy of duty orders prepared by the facility where the orders were fulfilled carrying an endorsement indicating completion of the described service.
3. Letter from the commanding officer of a Personnel Support Activity or someone of comparable authority.
4. Certificate of completion from military training school.
5. Discharge certificate showing character of service.
6. Copy of extracts from payroll documents showing periods of service.
7. Letter from National Disaster Medical System (NDMS) Team Leader or Administrative Officer verifying dates and times of NDMS training or Federal activation.

In accordance with federal regulations, all returning military service members, who wish to resume their enrollment at Northwest College after completing the military service obligation that required them to suspend their enrollment, forfeit rights to readmission under this policy if they fail to meet one or more of the requirements indicated above.

College Readmission Process

Academically Prepared Student Assessment - If Northwest College determines that the military service member, who wishes to resume their enrollment at Northwest College after completing the military service obligation that required them to suspend their enrollment, is not academically prepared to resume the program from the point at which they suspended enrollment, the College shall make reasonable efforts, at no additional cost to the student, to assist them in academically preparing to resume enrollment or otherwise enable them to be reenrolled in the program. Northwest College is not required to readmit the student to the program if it determines that there are no reasonable efforts it can take to academically prepare the student to resume the program at the point where the student left off or to enable the student to academically complete the program.  Additionally, Northwest College is not required to readmit the student to the program if, after reasonable efforts are made, the student is not prepared to academically resume or complete the program.

Readmission to General Programs - Northwest College shall readmit the military service member, who wishes to resume their enrollment at Northwest College after completing the military service obligation that required them to suspend their enrollment, if the student has met the documentation and notification requirements outlined in the Intent to Resume Enrollment section above and has been determined to be academically prepared to resume enrollment, to the next academic semester scheduled in the same academic program, unless the student requests a later enrollment date or decides to enroll in a nationally accredited program with regulated program cohort capacity semesters. 

Readmission to Nationally Accredited Programs with Regulated Program Cohort Capacity - Nationally accredited programs with regulated program cohort capacity require the College to obtain permission from the respective accreditor to exceed the regulated program cohort capacity prior to readmitting the student into the program, if the next cohort is filled to capacity at the time of student’s Intent to Resume Enrollment at the College.  The student seeking readmission into a nationally accredited program with regulated program cohort capacity who has met the documentation and notification requirements outlined in the Intent to Resume Enrollment section above and has been determined to be academically prepared to resume enrollment, shall be readmitted to the next scheduled academic semester unless the regulated program cohort capacity semester is filled to capacity at the time of the student’s Intent to Resume Enrollment at the College.  If the regulated program is at capacity, the student shall be readmitted into the next available regulated program cohort capacity semester, or the College obtains accreditor permission to exceed the cohort capacity for a semester that begins sooner than the next available regulated program cohort capacity semester, whichever semester commences first. 

Tuition and Fees

A military service member, who wishes to resume their enrollment at Northwest College after completing the military service obligation that required them to suspend their enrollment and remains enrolled in the same academic program as previously enrolled, shall be assessed the tuition and fee charges they would have been assessed for the academic year during which the enrollment suspension occurred, unless veteran’s education benefits or other service member education benefits will pay the current tuition and fee amounts.  For readmission into a different academic program than in what the student was previously enrolled and for all subsequent academic years, the student’s tuition and fee charges shall not exceed the tuition and fees charges assessed to other students in the same program for the current academic year.

*service, whether voluntary or involuntary, in the armed forces, including service by a member of the National Guard or Reserve on active duty, active duty for training, or full-time National Guard duty under federal authority, for a period of more than 30 consecutive days under a call or order to active duty of more than 30 consecutive days. This does not include National Guard service under state authority.

Dual/Concurrent Enrollment

High school students admitted as special students are limited to no more than two college-level classes per semester. (College-level courses are those generally numbered at the 1000 level or above. See General Education Requirements .) Regular Northwest students have preference for access to classes with limited size. Approval for admission is for one semester only; continued enrollment is subject to satisfactory completion of previous coursework. Qualified students are:

• Juniors with a GPA of 3.0 and seniors with a GPA of 2.7 enrolled in a state accredited high school. A letter of permission from the high school guidance counselor or principal,  and a copy of the current high school transcript are required.
• High school students below the junior level who demonstrate exceptional ability through public school coursework (cumulative GPA of 3.5 or better). A letter of permission from the high school guidance counselor or principal, and a copy of the current high school transcript are required.

Special Admits

Northwest will consider the following individuals for admission as special admits. All Special Admits are not eligible for Federal Financial Aid and are considered nondegree-seeking students.

Students under age 16 (compulsory Age of Attendance in Wyoming) who are not enrolled in a state accredited high school or who have a release from high school and can demonstrate college-level ability in one of the following ways:

• have successfully completed the GED
• or other evaluation by appropriate NWC faculty for enrollment in technical skills courses. 

The student and the student’s parents will need to meet with a college official in determining eligibility. Appeals arising from denial of admission will be referred to the Student Appeals Board.

Family Educational Rights and Privacy Act of 1974 (FERPA)

The Family Educational Rights and Privacy Act of 1974 (FERPA) governs Northwest’s collection, retention, and dissemination of information about students.

Northwest may disclose “directory information” unless a student requests a restriction of disclosure in writing by the last day of registration for any given academic term (write or email the Registrar at registrar@nwc.edu).

Northwest College defines “directory information” as: name, local address and telephone listing, email address, photography and video, permanent address, date of birth, major field of study, previous schools attended, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and classification.

We encourage students and their family members to thoroughly familiarize themselves with students’ basic rights under the law through FERPA. For example, NWC personnel cannot discuss a student’s grades, payment status, classroom issues, etc., unless the student signs a Release of Information form in advance.

Complete information is available:

• online at nwc.edu/ferpa,
• in the NWC Student Handbook and
• at the Registrar’s Office.

Northwest’s guidelines for implementing FERPA are maintained by the Registrar who is available to address questions, concerns, or problems (registrar@nwc.edu).

Students may file formal complaints alleging Northwest failed to comply with FERPA by contacting the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, S.W., Washington, D.C. 20202-4605.

Visit the FERPA page of the NWC website for more information.

On-Campus Living Requirement

See Residential Life  for a complete explanation of the campus residency requirement.

Residency Classification

Requirements for in-state residency for tuition determination for the Wyoming Community Colleges are established by the Wyoming Community College Commission.   Individuals who qualify as Wyoming Residents shall pay the in-state tuition rate, as established by the Wyoming Community College Commission. All other individuals shall pay the out-of-state or Western Undergraduate Exchange (WUE) tuition rates, as established by the Wyoming Community College Commission. The following regulations govern the classification of students as resident or nonresident for the purpose of tuition charges at Northwest College.

Classification Procedures

• Residence classification shall be made for each student at the time the application for admission is accepted and whenever a student has not been in attendance for more than one semester.
• Community college districts may require applicants to supply information to document residency status.
• Residing in Wyoming primarily as a student will not support a claim for resident status.

Reclassification Procedures

• A student previously classified as a nonresident may be reclassified after meeting the established residency criteria.
• The request must be received prior to the start of classes of the term in which reclassification is sought.
• Reclassification as an In-state student will not be applied retroactively to previous terms.
• A student classified as a resident by one Wyoming community college is considered a resident at all community colleges in Wyoming.

Residence Definitions

Any of the following may be used by a student and would result in an individual being classified or reclassified as a Wyoming resident for tuition purposes:

• Financial dependent or under the age of 24 with a parent, guardian, or spouse who lives In the State of Wyoming. (Provide most recent tax return for verification of dependent status. Additional documents may be required to show length of residency in Wyoming.)
• Graduate of a Wyoming high school. (High School transcript or diploma may be required.)
• Earned a high school equivalency in Wyoming and also qualify for a Hathaway Scholarship.  (Verification of Hathaway eligibility is required as well as completion of high school equivalency.)
• Active Wyoming National Guard member or U.S. Armed Forces member stationed in Wyoming, or am the dependent of one. (Provide military enlistment papers or transfer orders.)
• Wyoming resident who was temporarily absent from the State due to military service, attendance at an educational institution, or other type of documented temporary absence.
• Awarded resident tuition status at another Wyoming Community College or the University of Wyoming. (Submit documentation showing resident tuition status.)
• Spouse or financial dependent of an individual who is determined to be a Wyoming resident pursuant to these Guidelines. (Provide a copy of marriage license and verification of spouse’s residency.)
• Legal dependent under the age of 24 of a Wyoming community college graduate.  (Provide graduate’s name, Wyoming Community College, graduation date, and verification of dependent status.)
• Permanent home in Wyoming. To determine if a permanent Wyoming home has been established, a variety of factors are considered including:

a. Evidence that any former out-of-state home has been abandoned

b. Evidence of full-time employment in Wyoming for a minimum of six continuous months prior to residency determination

c. Ownership of home or property in Wyoming

d. Six months of continual presence in Wyoming prior to residency determination,

e. Former Wyoming residency and maintaining state ties

f. Reliance on Wyoming resources for full financial support

g. Wyoming vehicle registration dated a minimum of six months prior to residency determination

h. Wyoming address on most recent federal income tax return

                       i. A valid Wyoming driver’s license dated a minimum of six months prior to residency determination

j. Wyoming voter registration

No one factor determines residence status. (Documentation must show six months continual presence in Wyoming.)

• Veteran or eligible individual, as described in 38 U.S. C. 3679 (c) (2), who is enrolling within three (3) years of discharge.  Provide:
•  A certificate or other evidence of the veteran’s qualifying service of 90 days or more in the uniformed services of the United States;
• Documented evidence at the time of enrollment that:
• The applicant for resident tuition intends to live in Wyoming during the term of enrollment (lease agreement, power bill, etc.);
• A veteran using educational assistance under either Chapter 30 (Montgomery GI Bill® - Active Duty Program) or Chapter 31 (Vocational Rehabilitation and Employment (VR&E), or Chapter 33 (Post-9/11 GI Bill®) as described in 38 U.S.C.
• The veteran was discharged or released from a qualifying period of service in the active military, naval or air service before the date of enrollment (DO214 showing date of discharge within three (3) years prior to enrollment);
• lf the applicant is a spouse or a child of the veteran, the applicant is a transferee pursuant to 38 U.S.C. 3311(b)(9) or 3319 of the veteran’s eligibility for educational benefits.

A person who has qualified for resident tuition pursuant to the above requirements of this section, shall remain qualified in subsequent years if the person pursues one or more courses of education while remaining continuously enrolled, other than during regularly scheduled breaks, lives in the state during the term of enrollment, and, if the person is eligible through a transfer of eligibility pursuant to 38 U.S.C. 3319, the transfer has not been validly revoked.

Non-Residents

The following students are considered non-residents:

1. Individuals who do not qualify under Resident Definition section;
2. Individuals who are not U.S. citizens or permanent residents except as provided by Section A.2 or A.3 above.

“GI Bill®” is a registered trademark of the U.S. Department of Veterans Affairs (VA).  More information about education benefits offered by VA is available at the official U.S. government website at www.benefits.va.gov/gibill.”

Transfer Agreements/Dual Admissions

Northwest College has articulation agreements with a variety of colleges and universities. Many allow NWC students who graduate with an Associate of Arts or Science degree to “block transfer” and fulfill the transfer institution’s general education requirements. Northwest also has degree specific agreements outlining NWC courses students should take to transfer into a specific bachelor’s program. Course-by-course agreements give NWC students specific information on how courses transfer to other institutions.

Northwest College also has Dual Admission agreements. Students are simultaneously admitted to Northwest College and a transfer college.

Get more information on Course Transfer  and Transferring from Northwest  or online.

Visit the Transfer Information section of the NWC website for more information.

WUE Tuition Scholarship

WUE is an acronym for the Western Undergraduate Exchange Program, a voluntary organization of western states. Under this agreement, students who are residents of Montana, Alaska, Arizona, California, Colorado, Commonwealth of the Northern Mariana Islands, Guam, Hawaii, Idaho, Nevada, New Mexico, North Dakota, Oregon, South Dakota, Utah, and Washington may attend Northwest College at 150 percent of Wyoming tuition, rather than the out-of-state rate. Currently, tuition rates will also be calculated at 150 percent of Wyoming tuition for Nebraska residents. The value of this tuition discount scholarship is more than $3,200 per year.

Title IX

Sexual Misconduct/Harassment reports, which may be made by any person at any time, shall be provided to: