University of Western States is required by law to make information available to enrolled students, prospective students and parents on the following:
- General institutional operation
- Financial aid availability and policies
- Estimates of program costs including tuition
- General completion and graduation rates
- Annual security report
To meet these requirements, information for UWS is provided below, including website links and contact information for the university officials who can respond to questions or information requests in their specific areas. UWS can provide paper copies of any of the information on the listed websites upon request.
General University Information
Drug and Alcohol Abuse Prevention
Drug and Alcohol Policy
Campus Safety and Clery
Computer Use and File Sharing
Services Pertaining to Disability
Title IX and VAWA
Voter Registration Information
Withdrawal from UWS
Financial Aid Information
Cohort Default Rate
Cost of Attendance
Determination of Financial Need
Disbursement of Financial Aid
Drug Conviction Disclosure
Ethical Code of Conduct
Federal Work Study
Financial Aid Programs
Return of Federal Financial Aid
Satisfactory Academic Progress
Student Rights and Responsibilities
Civil Rights Equity Protection and Title IX
University of Western States is committed to providing an environment that is free from discrimination for all students and employees. The university provides resources and trainings to the campus to address concerns related to discrimination on the basis of sex and sexual harassment, including acts of sexual violence, all of which are forms of sex discrimination prohibited by Title IX.
The University of Western States non-discrimination and anti-harassment policy can be found here. The policy regarding sexual or gender-based harassment, sexual violence, relationship and interpersonal violence and stalking can be found here.
The goal of the admissions process is to recruit and admit candidates who are most likely to succeed in the UWS educational programs, will go on to pass licensing exams, and will succeed as health care professionals. The application process is designed to afford maximum opportunity for prospective students to present the fullest picture of themselves.
Qualification is based on assessment of all available information. The applicant’s academic record is important. The university looks for achievement and consistency, especially in academic performance. Students’ formal and informal presentations of themselves through written materials, phone contact, campus visits, and interviews are also important. It is hoped that applicants can make a logical and articulate connection between their employment, volunteer, academic, and other experiences and the desire to pursue education at UWS. The university values conscientious, ethical, and mature handling of admissions and other interactions. The university looks for informed thoughtfulness and commitment, as well as evidence that there is a good match between the character, expectations, and goals of the prospective student and those of UWS programs. In addition, the university looks for indications that the student is prepared for the responsibilities to society inherent in being a licensed health care professional.
Evaluation for admission begins when a complete application package has been received. Applicants will be accepted on the basis of the professional judgment of the admissions staff, as well as the availability of space. UWS reserves the right to deny admission for any reason other than those prohibited by law and, based on updated information, to reconsider and retract any candidate’s acceptance prior to enrollment.
Candidates for admission must possess physical and other abilities that allow them to meet performance standards required of all UWS students. For details of these requirements, refer to the technical standards below.
Code of Conduct
UWS financial aid professionals help students pursue their educational goals and achieve success by providing information about and access to appropriate financial resources. To this end, financial aid staff members are guided by a set of principles that serve as a common foundation for an acceptable standard of conduct.
- No action will be taken by financial aid staff that is for their personal benefit or could be perceived to be a conflict of interest.
- Employees within the financial aid office will not award aid to themselves or their immediate family members. Staff will reserve this task to an institutionally designated person, to avoid the appearance of a conflict of interest.
- The University has no preferred lending agreement with any lender of private educational loans and does not maintain a preferred lender list. Neither the University nor any employee shall enter into any revenue-sharing arrangement with any lender or accept offers of funds for private loans to students in exchange for providing concessions or promises to the lender for a specific number of loans, a specified loan volume, or a preferred lender arrangement.
- A borrower’s choice of a lender will not be denied, impeded, or unnecessarily delayed by the institution. Borrowers will not be auto-assigned to any particular lender.
- No amount of cash, gift, or benefit in excess of a de minimis amount shall be accepted by a financial aid staff member from any financial aid applicant (or his/her family), or from any entity doing business with or seeking to do business with the institution (including service on advisory committees or boards beyond reimbursement for reasonable expenses directly associated with such service).
- No compensation may be accepted for any type of consulting arrangement or contract to provide services to or on behalf of a lender relating to education loans.
- Information provided by the financial aid office is accurate, unbiased, and does not reflect preference arising from actual or potential personal gain.
- Institutional award notifications and/or other institutionally provided materials shall include the following:
- A breakdown of individual components of the institution’s Cost of Attendance.
- Clear identification of each award, indicating type of aid, i.e. gift aid (grant, scholarship), work, or loan.
- Standard terminology and definitions.
- Renewal requirements for each award.
- All required consumer information is displayed in a prominent location on the institutional web site(s) and in any printed materials, easily identified and found, and labeled as “Consumer Information.”
- Financial aid professionals will disclose to their institution any involvement, interest in, or potential conflict of interest with any entity with which the institution has a business relationship.
Statement of Ethical Principles
The primary goal of the institutional financial aid professional is to help students achieve their educational goals by providing appropriate financial support and resources. To this end, this statement provides that the financial aid professional shall:
Advocate for students
- Remain aware of issues affecting students and continually advocate for their interests at the institutional, state and federal levels.
- Support federal, state and institutional efforts to encourage students to aspire to and plan for education beyond high school.
Manifest the highest level of integrity
- Commit to the highest level of ethical behavior and refrain from conflict of interest or the perception thereof.
- Deal with others honestly and fairly, abiding by our commitments and always acting in a manner that merits the trust and confidence others have placed in us.
- Protect the privacy of individual student financial records.
- Promote the free expression of ideas and opinions, and foster respect for diverse viewpoints within the profession.
Support student access and success
- Commit to removing financial barriers for those who want to pursue postsecondary learning and support each student admitted to our institution.
- Without charge, assist students in applying for financial aid funds.
- Provide services and apply principles that do not discriminate on the basis of race, gender, ethnicity, sexual orientation, religion, disability, age, or economic status.
- Understand the need for financial education and commit to educate students and families on how to responsibly manage expenses and debt.
Comply with federal and state laws
- Adhere to all applicable laws and regulations governing federal, state, and institutional financial aid programs.
- Actively participate in ongoing professional development and continuing education programs to ensure ample understanding of statutes, regulations, and best practices governing the financial aid programs.
- Encourage colleagues to participate in the financial aid professional associations available to them at the state, regional, or national level and offer assistance to other aid professionals as needed.
Strive for transparency and clarity
- Provide our students and parents with the information they need to make good decisions about attending and paying for college.
- Educate students and families through quality information that is consumer-tested when possible. This includes (but is not limited to) transparency and full disclosure on award notices.
- Ensure equity by applying all need-analysis formulas consistently across the institution’s full population of student financial aid applicants.
- Inform institutions, students, and parents of any changes in financial aid programs that could affect their student aid eligibility.
Protect the privacy of financial aid applicants
- Ensure that student and parent private information provided to the financial aid office by financial aid applicants is protected in accordance with all state and federal statutes and regulations, including FERPA and the Higher Education Act, Section 483(a)(3)(E) (20 U.S.C. 1090).
- Protect the information on the FAFSA from inappropriate use by ensuring that this information is only used for the application, award, and administration of aid awarded under Title IV of the Higher Education Act, state aid, or aid awarded by eligible institutions.
*This was adopted in part from the National Association of Student Financial Aid Administrators’ Statement of Ethical Principles and Code of Conduct for Financial Aid Professionals. The obligations in this Code of Conduct are in addition to any requirements imposed by state or federal laws, or University of Western State policies.
Drug and Alcohol Abuse Prevention
U.S. Department of Education Drug-Free Schools and Communities Act (DFSCA) Drug and Alcohol Abuse Prevention Regulations
Part 86 – Drug and Alcohol Abuse Prevention Regulations from the Education Department General Administrative Regulations (EDGAR), requires that, as a condition of receiving funds or any other form of financial assistance under any federal program, an institution of higher education (IHE) must provide to its students, faculty and staff information to prevent drug and alcohol abuse. The university must also have a drug and alcohol prevention program.
STANDARDS OF CONDUCT
University of Western States prohibits the possession, use, manufacture or distribution of marijuana, cannabinoids, other controlled substances or illegal drug paraphernalia, by students and employees in buildings, facilities, grounds or property controlled by the university, or as part of university activities. Controlled substances include, but are not limited to, marijuana, cannabinoids, cocaine, cocaine derivatives, heroin, amphetamines, barbiturates, LSD, PCP, tranquilizers and inhalants. The university is committed to preventing the abuse of alcohol, marijuana, cannabinoids, and the illegal use of controlled substances, marijuana, cannabinoids and/or alcohol by employees.
DRUG AND ALCOHOL COUNSELING TREATMENTS AVAILABLE
Counseling services are provided free to all UWS students and their families through the WellConnect student assistance program. WellConnect is easy to use and offers referrals and support for various types of counseling to suit your individual needs. Learn more here.
Staff and faculty contact the Director of Human Resources Kathleen Cannon at [email protected]. All full and part-time, benefitted employees have access to Cascade Employee Assistance Program, which provides confidential counseling for employees and their dependents. Counselors are available 24/7 by calling 800-433-2320.
HEALTH RISKS ASSOCIATED WITH DRUG AND ALCOHOL USE
Most drugs of abuse can alter a person’s thinking and judgment, leading to health risks, including addiction, drugged driving and infectious disease. Most drugs could potentially harm an unborn baby; pregnancy-related issues are listed in the chart below for drugs where there is enough scientific evidence to connect the drug use to specific negative effects.
More information can be found here.
BIENNIAL PROGRAM REVIEW OF THE DRUG AND ALCOHOL PREVENTION PROGRAM
The Drug and Alcohol Abuse Prevention Program underwent review in August 2018 and was found to be compliant with current regulations. There are no significant revisions necessary at this time for the program.
The program review identified that since September 1, 2016 there have been two incident reports involving alcohol or drug related concerns. Neither lead to any sanctions of any type, nor were there fatalities.
The next review is scheduled for August 2020.
DESCRIPTION OF SANCTIONS
In addition to any penalties under local, state, and federal law, employees or students found to be in violation of this policy may be subject to disciplinary sanctions consistent with applicable provisions of state laws and regulations (including the UWS Student Conduct Code, applicable collective bargaining agreements and applicable university policies, regulations and directives).
If imposed, sanctions will include appropriate action up to and including expulsion or termination of employment and referral for prosecution and may require participation in an approved drug or alcohol abuse assistance or rehabilitation program
City of Portland Sanctions
The City of Portland establishes sanctions for certain alcohol violations, generally punishable by a fine of not more than $500, or by imprisonment of not more than six months, or by both. No penalty shall be greater than that allowed under Oregon law. PCC 14A.20.060.
- Alcohol on Public Property and Rights of Way (PCC 14A.50.010): prohibits drinking alcohol or possessing bottle, can or other receptacle that has been opened, the seal broken, or the contents partially removed upon any street, sidewalk or other public right of way.
- Streetcar (PCC 14A.110.220): prohibits a person from possessing an open container of alcoholic beverage or from being under the influence of alcohol or a controlled substance on a Portland Streetcar vehicle or at a Portland Streetcar station.
- Vehicle Impoundment (PCC 14B.40.010): provides that a vehicle used by a person arrested in the City for DUII may be seized and impounded.
State of Oregon Sanctions
- MIP – Minor in Possession: No minor under 21 years of age shall attempt to purchase or be in possession of alcoholic liquor. Possession may include holding, consuming or attempting to purchase alcohol. Personal possession of alcoholic liquor includes consumption of liquor. Fine: Up to $1,000 (Class B Violation) ORS 471.430 (1)
- Controlling an Area Where Minors are Permitted to Consume Alcohol: No person in control of property may knowingly allow minor(s) to consume alcohol or allow minor(s) to remain on the property after consuming. Private property may include a hotel room, camp site, or any rented/leased location. Fine: 1st offense up to $2,000 (Class A Violation), 2nd and subsequent violation is specific fine violation with presumptive fine of $1,000 ORS 471.410 (3)
- Furnishing Alcoholic Liquor to a Minor: No one shall sell, give or otherwise make available any alcoholic liquor to a person under the age of 21 years. Penalty: Fine up to $6,250 (or double the gain from commission of offense) and/or jail or both (Class A Misdemeanor) ORS 471.410(2)
- Driving Under the Influence: A person commits the offense of driving while under the influence of intoxicants if the person drives a vehicle while the person has a blood alcohol content of 0.08 or more and/or under the influence of intoxicating liquor and/ or controlled substance. Under state of Oregon DUII statutes, for a person under 21 years of age, any amount of alcohol in the blood constitutes being under the influence of intoxicating liquor. Penalty: Fine up to $6,250 and/or jail or both (Class A Misdemeanor) and subject to statute requiring minimum fine of $1,000 for 1st offense, $1,500 fine for 2nd offense, and $2,000 fine for the 3rd or subsequent conviction if the person is not sentenced to a term of imprisonment. Additional penalties may include: fee to be paid on conviction, suspension of license, mandatory alcohol education, screening and treatment, mandatory imprisonment or community service, attendance at victim impact treatment session and session fee, and ignition interlock device installed on your vehicle ORS 813.01
- Misrepresentation of Age by a Minor: When minors misrepresent their age, purposely are not truthful about their age to purchase alcohol, enter a lounge or evade detection by law enforcement, the minor may be fined. If DMV identification is used in misrepresentation, the minor’s driving privileges may be suspended for up to one year and/or the minor will have to wait for up to one year to apply for a driver’s license and the minor may be required to perform community service. Penalty: Fine up to $1,250 and/or jail or both (Class C Misdemeanor) ORS 165.805
- False Swearing: Falsifying information knowing that what you say is untrue. Anyone purchasing a keg using a false name or any other deceitful information shall be subject to this definition. Penalty: Fine up to $6,250 and/or jail or both (Class A Misdemeanor) ORS 162.075 (1)
- Entry of Licensed Premises by Persons Under 21: No one under 21 years of age shall enter or attempt to enter any area of a licensed premise that is posted or otherwise identified as prohibited to minors. Fine: Up to $1,000 (Class B Violation) ORS 471.430 (3 and 4)
- Mixing, Storing or Serving Alcohol Without a License: No person who owns, operates or conducts a private or public club and who is not in possession of a license issued by the commission permitting the mixing, storing, and serving of alcoholic liquor at said premises, and no agent, servant or employee of such person, for a financial consideration by way of a charge for service, membership fee, admission fee, initiation fee, club dues, contributions or other fee or charge, shall serve or permit to be serve. Penalty: Fine up to $6,250 and/or jail or both (Class A Misdemeanor) ORS 471.475
In Oregon, penalties for possession and distribution are determined by the controlled Substance Schedule upon which the drug appears. Examples from the drug schedules appear below. (Note: Most drugs appear on the same federal and state schedules. On July 1, 2015, changes in Oregon law come into effect regarding marijuana; however, that substance continues to be a controlled substance under federal law. As a federally-controlled substance, the use, possession, manufacture, or distribution of marijuana in any form is prohibited on campus).
- Schedule I: Heroin, LSD, Marijuana, Peyote, Mescaline, Psilocybin
- Schedule II: Cocaine, Amphetamine, Methamphetamine
- Schedule III: Anabolic Steroids, Buprenorphine
- Schedule IV: Various prescription drugs
- Schedule V: Other less dangerous prescription drugs and small amounts of certain drugs
Penalties are established in ORS 475.752 et seq. and are generally set forth below. Certain penalties are increased if unlawful act is within 1,000 feet of a school.
Marijuana (until July 1, 2015) (affected by Measure 91)
- Delivery for consideration (selling, dealing, or bartering) – Class B Felony (up to 10 years imprisonment and fine up to $250,000 or up to twice the value of any resulting gain of property or money)
- Delivery not for consideration (less than 1 oz.) – Class A Misdemeanor (up to one year imprisonment and fine up to $6,250 or up to twice the value of any resulting gain of property or money)
- Delivery not for consideration (less than 5 gm.) – violation (specific fine violation with presumptive fine of $650)
- Unlawful Possession (less than 1 oz.) – violation (specific fine violation with presumptive fine of $650)
- Unlawful Possession (more than 1 oz. but less than 4 oz.) – Class B Misdemeanor (up to 6 months imprisonment and fine $2,500 or up to twice the value of any resulting gain of property or money)
- Unlawful Possession (more than 4 oz.) – Class C Felony (up to five years imprisonment and fine up to $125,000 or up to twice the value of any resulting gain of property or money)
- Unlawful Possession (less than 1/4 oz.) – Class B Misdemeanor (up to six months imprisonment and fine up to $2,500 or up to twice the value of any resulting gain of property or money)
- Unlawful Possession (1.4 oz. or more) – Class C Felony (up to five years imprisonment and fine up to $125,000 or up to twice the value of any resulting gain of property or money)
SCHEDULE I DRUGS
Manufacture or distribution (except marijuana) – Class A Felony (up to 20 years imprisonment and fine up to $375,000 or up to twice the value of resulting gain of property or money)
Unlawful Possession – Class B Felony (up to 10 years imprisonment and fine up to $100,000 or up to twice the value of resulting gain of property or money).
SCHEDULE II DRUGS
Manufacture or distribution – Class B Felony (up to 10 years imprisonment and fine up to $250,000 or up to twice the value of any resulting gain of property or money).
Unlawful Possession – Class C Felony (up to five years imprisonment and fine up to $125,000 or up to twice the value of any resulting gain of property or money)
SCHEDULE III DRUGS
Manufacture or distribution – Class C Felony (up to five years imprisonment and fine up to $125,000 or up to twice the value of any resulting gain of property or money)
Unlawful Possession – Class A Misdemeanor (up to five year imprisonment and fine up to $6,250 or up to twice the value of any resulting gain of property or money)
SCHEDULE IV DRUGS
Manufacture or distribution – Class B Misdemeanor (up to six months imprisonment and fine up to $2,500 or up to twice the value of any resulting gain of property or money)
Unlawful Possession – Class C Misdemeanor (up to 30 days imprisonment and fine up to $1,250 or up to twice the value of any resulting gain of property or money)
SCHEDULE V DRUGS
Manufacture or distribution – Class C Misdemeanor (up to 30 days imprisonment and fine up to $1,250 or up to twice the value of any resulting gain of property or money)
Unlawful Possession – Violation (unspecified violations are Class B violations under ORS 153.015 punishable by fine of up to $1,000)
It is unlawful for a person to manufacture or deliver a schedule 1, 2, or 3 controlled substance within 1,000 feet of the real property compromising a public or private elementary, vocational, or secondary school attended by minors This is a Class A felony (up to 20 years imprisonment and fine up to $375,000 or up to twice the value of any resulting gain of property or money).
In addition, the court may order the defendant to pay the cost of prosecution, and the defendant’s vehicle used in the crime may be forfeited to the state. Finally, the defendant may forfeit any property used in the crime to the county in which the crime occurred.
The federal system establishes sanctions for unlawful distribution, possession, manufacture, etcetera, of controlled substances, based on the schedule of the drug and the amount involved. The minimum and maximum statutory penalties are driven by the type and the quantity of the drug involved, but may be increased if the offense involved death or serious bodily injury, or if the offender has a prior conviction for a felony drug offense. The statutory sanctions are also subject to the “Sentencing Guidelines for US Courts.” Imposition of the guidelines may lead to higher offense levels and, thus, more strict penalties than otherwise indicated. Attached is a chart describing the federal penalties and sanctions for illegal trafficking and possession of a controlled substance. In addition to criminal sanctions, the consequences of unlawful or irresponsible alcohol or drug use may include, but are not limited to: 1) Restrictions on future employment opportunities. 2) The loss of Federal Financial Aid (Mandatory for Drug Offenses) 3) Potential risks for injury, including permanent disability 4) The risk of being a victim of a crime and / or committing additional crime(s) 5) The loss of driving privileges 6) Additional sanctions on your educational record and future educational opportunities.
Notification of Admission Decisions
Applicants are reviewed on an ongoing basis when the necessary documents have been received and assembled in the office of admissions. The review process of a completed file typically takes less than two weeks and leads to one of these decisions: acceptance, conditional acceptance, denial.
- Documentation confirms that all prerequisites have been met and evaluation shows the applicant meets all objective and subjective selection criteria.
- The file includes enough information for the admissions staff to judge that the applicant seems likely soon to meet the standards for acceptance even though some prerequisites still remain to be completed. Full acceptance will subsequently be offered once all conditions have been fulfilled and the student continues to meet the selection standards.
- The information presented does not meet UWS selection criteria. To put a “denial” in perspective, applicants should carefully read the selection criteria section of the catalog and compare it to their perceptions of their own application. Except in the case where a rejection is the result of failure to meet objective prerequisite minimums, the decision will not be open to discussion. A denied applicant may choose to update their credentials and resubmit an application at a later time. In such cases, candidates are advised to do so only when they have a clear strategy for strengthening their application.
On occasion, even when all necessary documents have been received, some questions may still remain. This situation may arise, for instance, when the amount of completed science coursework at the time of application to the DC program is insufficient for the admissions staff to assess relevant academic strength. In such instances, the applicant will be given opportunity to update his/her file prior to a decision being made.
Provisional enrollment is intended for applicants who meet the academic admission requirements for a specific UWS program but are missing some of the required admissions materials, which include but are not limited to official transcripts, TOEFL, GRE or MAT test scores, and/or letters of recommendation.
The office of admissions determines academic eligibility for provisional enrollment. Students admitted under provisional enrollment must submit all outstanding items prior to the last day of the first term of enrollment. Provisionally admitted students who do not meet the end-of-quarter deadline will be ineligible to enroll in the next term. Extended deficiency may lead to dismissal from the university. See Policy 2008 – Provisional Enrollment for details.
When an offer of acceptance is made, applicants are expected to pay a non-refundable tuition deposit in order to secure a space in that entering class. The tuition deposit is applied toward the first term’s tuition. If the deposit is not received or arrangements made with the admissions office by the stated deadline, the offer of acceptance may be withdrawn.
Deferment or Transfer of Entry Date
When an applicant is offered acceptance, it is for a specific entering class. Written requests to transfer the acceptance to a different entry date are considered on a case-by-case basis. If approved, the student will be expected to pay a non-refundable deferment deposit that will be recorded as additional credit toward the student’s tuition for his/her first enrolled term.
All applicants and enrolled students must reveal any criminal record and cooperate by providing full information for review as it may pertain to the health professions program and licensure. Following the guidelines of the professional licensing agencies, UWS holds that felony convictions – and certain non-felony convictions – are probable grounds for denial of admission or of continued enrollment. In some instances, a criminal record may also disqualify a student from financial aid eligibility, in accordance with federal student aid regulations.
Under Policy 2006 – Readmission, an individual who has withdrawn, taken an unauthorized leave of absence, failed to return from an authorized leave of absence as agreed, failed to enroll in courses, or been dismissed may apply for readmission. The student must submit an application, with the required application fee, and meet the admission and degree requirements at the time of readmission. The request for readmission must address the events associated with the lapse, a critical analysis of these events, and a plan to ensure that similar actions will not reoccur should the individual be readmitted. The Admissions Committee will consider the merits of an application for readmission and make a recommendation to the vice president of enrollment. The readmission application should include:
- Completed application
- Petition for readmission explaining the student’s circumstance
- Official transcripts of any intervening education
- Application fee
- At least one UWS faculty member recommendation
If a student is accepted for readmission, special terms and restrictions may be applied. Restrictions may include, but are not limited to, the courses which will be accepted back into the program toward degree credit, or the student may have limited access to financial aid for repeating course work previously attempted.
Appeal of the outcomes of the readmission process must be, in writing, to the vice president of enrollment, whose decision is final. There is no obligation on the part of the university to readmit any individual to a program from which he/she has withdrawn or been dismissed, or who has voluntarily withdrawn from a university program.
Policy of Non-Discrimination
Pursuant to university Policies 1013 and 2001, University of Western States admits students of any race, color, nationality, ethnic origin, sex or age to all the rights, privileges, programs and activities generally accorded or made available to students at the university. Find out more about this policy and how you can handle inquiries.
University of Western States admits students of any race, color, nationality, ethnic origin, sex or age to all the rights, privileges, programs and activities generally accorded or made available to students at the university. University of Western States does not discriminate on the basis of race, color, national origin, sex, disability or age in its administration of programs, activities or employment practices. The following have been designated to handle inquiries regarding the non-discrimination policies:
Executive Vice President and Title IX Coordinator
8000 NE Tillamook St.
Portland, OR 97213
Director of Human Resources
8000 NE Tillamook St.
Portland, OR 97213
UWS seeks to enroll a diverse student body, to reach out to students from underrepresented groups, to promote gender balance in its programs, and to assure the university and health professions are strengthened through contributions from the different socio-economic, cultural, and ethnic backgrounds that reflect modern society.
Additionally, in pursuit of its goal of academic excellence, UWS is committed to maintaining a campus climate that recognizes and values diversity. Each member of the UWS community has a responsibility to support a pluralistic, inclusive campus in which to work, study, teach, research, and serve.
Privacy of Student Records - FERPA
UWS protects the privacy of student academic records in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and its amendments. For more information, see Policy 1232 – Student Record Privacy.
UWS may be required by law to provide directory information in accordance with the provisions of the Family Educational Rights and Privacy Act (FERPA). Information pursuant to legally required disclosure will be limited to the extent required by law. The university shall make a good faith effort to notify individuals who have had FERPA-protected information disclosed under this requirement.
Directory information may include: student name, address, telephone number, email address, date and place of birth, photograph, dates of attendance, enrollment status, degrees and awards received, and most recent previous educational agency or institution attended by student. Any student who does not wish to disclose his/her information must notify the registrar in writing. The office of the registrar or student services can provide appropriate forms to opt out of specific information disclosures.
Under FERPA, students have the right to inspect and review information contained in their education records, to challenge the contents of their education records, to have a hearing if the outcome of the challenge is unsatisfactory, and to submit explanatory statements for inclusion in their files if they disagree with the outcome of the hearing. Information on how to request a review of records or to initiate a hearing process is available in the office of the registrar.
University of Western States provides official and unofficial transcripts upon receipt of a signed, written request to the office of the registrar. The Transcript Request form may be found here. Requests for official transcripts must be accompanied by payment in the form of check, cash, or charge in the amount of the current transcript fee (also posted on the website). Official transcripts bear the registrar’s signature and UWS seal.
Requests for transcripts will be honored only when the student or graduate is in good financial standing (has no indebtedness the university). Policy 1237 – Transcripts
Licenses, certifications, or applications pursuant to practice eligibility may necessitate assistance by the university, particularly the registrar’s office. These processes often require institutional verifications or other information. Students are encouraged to communicate with the registrar far in advance of posted deadlines in order to ensure that necessary filings, materials, and other requirements are met.
The office of the registrar is available to assist DC program students in the proper completion of NBCE applications, which require official certification by the registrar, notary certification of identity, and a current photograph. The university generally arranges a date and time, in advance of the application deadline, in which these requirements can be completed.
Under Policy 9010 – Student Immunizations, and in conformity with state and federal legislation, the university enforces the immunization requirements for measles and hepatitis-B. More details on this requirement are available through the office of student services.
Student Rights and Responsibilities
As a student consumer you have the right to:
- know what financial assistance is available, including information on all federal, state, and institutional financial assistance programs;
- know the deadlines for submitting applications for each of the financial assistance programs available;
- know how your financial need is determined. This process includes how costs for tuition and fees, room and board, travel, books and supplies, and personal expenses are decided in developing cost of attendance budgets;
- know what resources (such as parental contribution, other financial assistance, student assets, etc.) are considered in the calculation of your financial need;
- know how much of your financial need, as determined by the University, has been met;
- request from the Office of Financial Aid, an explanation of the various programs in your student aid package. If you believe you have not received the financial assistance for which you are eligible, you may request reconsideration of the award which was made;
- know what portion of the financial assistance received must be repaid, and what portion is grant aid. If the aid is a loan, you have the right to know what the interest rate is, the total amount that must be repaid, the payback procedures, the length of time you have to repay the loan, and when repayment is to begin; and
- know how the Office of Financial Aid determines whether you are making satisfactory academic progress, and what happens if you are not.
It is your responsibility to:
- review and consider all information about the financial aid programs at the University prior to enrolling;
- complete all financial assistance applications and forms accurately, and submit them to the Office of Financial Aid by the appropriate deadlines;
- fill out the Free Application for Federal Student Aid (FAFSA) or Renewal FAFSA completely because it determines your eligibility for a wide variety of financial assistance. You may experience delays in receiving a decision about financial aid if forms are filled out incompletely or incorrectly. Falsification of information on application forms for federal financial assistance is considered a criminal offense, and you may be subject to penalties under the U.S. Criminal Code;
- respond quickly to all requests for additional documentation related to verification or corrections;
- notify the Office of Financial Aid if there is a change in any of the information reported on the FAFSA;
- read and understand all forms that you are asked to submit or sign, and keep copies of these forms. You are legally responsible for all agreements which you sign;
- notify your lender of any changes in your name, address, or school status if a loan is part of your financial aid;
- know and comply with the University’s refund procedures, should you withdraw from the University;
- comply with Statement of Financial Responsibility and make arrangements to pay an outstanding balance, and;
- be formally admitted to the University of Western States in a degree or certificate-seeking program.
Return of Federal Financial Aid
Return of Title IV (Federal) Funds
If you withdraw from the university and have received financial aid, any refundable amount of your institutional charges (tuition and fees and/or university housing costs) may be returned to the appropriate financial aid sources. You may be expected to repay the “unearned” portion of your financial aid if you withdraw from school or receive any combination of Y/W/N/F grades in all courses in a particular term. You are also required to complete exit counseling.
Your withdrawal date is the date that we can document that you last participated in an academic activity for that term. This date is stored with the Office of the University Registrar and used to recalculate financial aid eligibility.
- Financial aid is returned in the following order:
- Unsubsidized Direct Stafford loans (other than PLUS loans)
- Subsidized Direct Stafford loans
- Federal Perkins loans
- Direct PLUS loans
- Federal Pell Grants
- Federal SEOG
Aid disbursed to you is considered in the calculation of your aid eligibility upon withdrawal. Aid for the term from which you withdrew, for which you were eligible and that was not disbursed to you, is also used in the calculation under certain conditions.
Below are two examples of the calculations used to determine the amount of unearned aid a student would be expected to repay based on the reported last day of attendance of the term from which a student has withdrawn.
Seth Jones last attended class on January 26 and contacted the Registrar to withdraw from the university later that day. The term began on January 5 and is 75 days long. Seth has attended 22 days and has earned 29.3 percent of his financial aid (22 days divided by 75 days equals 29.3 percent).
Donald received in aid:
Federal Stafford Loan: $1167
Federal Direct Parent PLUS Loan: $1500
Pell Grant: $1000
Total aid winter term: $3667
- The amount of federal aid earned is 29.3% x $3667 = $1074.43.
- Total federal aid unearned is $3667 – $1074.43 = $2592.57.
- The second calculation determines percentage of amount unearned based on school charges for tuition and housing. Seth was charged $1,843 in tuition and did not live on campus. Percentage of unearned aid for this second calculation is 100% – 29.3% = 70.7%. Therefore, based on the tuition charges for the term, $1843 x 70.7% = $1303.
- The amount of federal aid Seth must return is the lesser of step 2 or 3 ($1,303 in our example).
- Federal guidelines determine the order of aid types to be reduced: Stafford Loan, Parent PLUS Loans, and then Pell Grant until $1,303 has been repaid. Therefore Seth’s aid will be reduced to:
Federal Stafford Loan: $1167 – $1167 = $0
Federal Direct Parent PLUS Loan: $1500 – $136 = $1364
Pell Grant: $1000 – $0 = $1000
Total returned = $1303
The total returned amount reflects the amount to be billed to Seth’s student billing account from his financial aid. Any refunds from tuition that are determined and applied to his account may affect the amount that Seth owes for winter term. Please review related topic links below.
Katie King stopped attending classes on January 10 and contacted the UWS Registrar to do a complete withdrawal. The term began on January 5 and is 75 days long. Katie has attended six days and has earned eight percent of her financial aid (six days divided by 75 days equals eight percent).
Katie received in aid:
Federal Stafford Loan: $862
Perkins Loan: $1000
Pell Grant: $1350
Total aid winter term: $3212
- The amount of federal aid earned is 8% x $3212 = $256.96.
- Total federal aid unearned is $3212 – $256.96 = $2955.04.
- The second calculation determines percentage of amount unearned based on school charges for tuition and housing. Katie was charged $1,843 in tuition and $2,298 for housing. Percentage of unearned aid is 100% – 8% = 92.0%. Therefore, based on the charges for the term, $4141 x 92.0% = $3809.72.
- The amount of federal aid Katie must return is the lesser of step 2 or 3 ($2,955.04 in our example).
- Federal guidelines determine the order of aid types to be reduced: Stafford Loan, Perkins Loan, and then Pell Grant until $2,955 has been repaid. Therefore Katie’s aid will be reduced to:
Federal Stafford Loan: $862 – $862 = $0
Perkins Loan: $1,000 – $1,000 = $0
Pell Grant: $1,350 – $1,093 = $257
Total aid winter term = $2,955
The total returned amount reflects the amount to be billed to Katie’s student billing account from her financial aid. Any refunds from tuition that are determined and applied to her account may affect the amount that Katie owes for winter term.
Treatment of Title IV Aid When a Student Withdraws
The law specifies how the university must determine the amount of Title IV program assistance that you earn if you withdraw from school. The Title IV programs that are covered by this law are: Iraq and Afghanistan Service Grants, Direct Loans, Direct PLUS Loans, and Federal Perkins Loans.
Though financial aid is posted to your account at the start of each quarter (a payment period), you “earn” the funds as you complete the payment period. If you withdraw during the payment period, the amount of Title IV program aid that you have earned up to that point is determined by a specific formula. If you received (or the university received) less financial aid funding than the amount that you earned, you may be able to receive those additional funds. If you received more financial aid funding than you earned, the excess funds must be returned by the university and/or you.
The amount of financial aid that you have earned is determined on a pro rata basis. For example, if you complete 30% of your payment period, you earn 30% of the assistance you were originally scheduled to receive. Once you have completed more than 60% of the payment period you have earned all the assistance that you were scheduled to receive for that quarter.
If you did not receive all of the funds that you earned, you may be due a post-withdrawal disbursement. If your post-withdrawal disbursement includes loan funds, your school must receive your permission before it can disburse those. You may choose to decline some or all of the available loan funds so that you don’t incur additional debt. There are some Title IV funds that you may have been scheduled to receive that cannot be disbursed to you once you withdraw because of other eligibility requirements.
If you received (or the university received on your behalf) excess Title IV program funds that must be returned, the university must return a portion of the excess equal to the lesser of:
- your institutional charges multiplied by the unearned percentage of your funds, or
- the entire amount of excess funds.
The university must return this amount even if it didn’t keep this amount of your Title IV program funds (if, for example, some funds were released to you in the form of a “residual funding” check). If your school is not required to return all of the excess funds, you must return the remaining amount.
Any loan funds that you must return, you repay in accordance with the terms of the promissory note. That is, you make scheduled payments to the servicer/holder of the loan over a period of time.
The requirements for Title IV program funds when you withdraw are separate from any refund policy that the business office may have. Therefore, you may still owe funds to the school to cover unpaid institutional charges. UWS may also charge you for any Title IV program funds that the school was required to return.
If you don’t already know the UWS refund policy, you should can read the policy before making a decision about leaving enrollment mid-quarter.
The Registrar’s office can provide you with the requirements and procedures for officially withdrawing from school.
Here are examples of the Return to Title IV calculations for students who withdrew from enrollment without completing a quarter:
Seth Jones last attended class on October 30 and contacted the Registrar to withdraw from the university later that day. The term began on October 9 and is 75 days long. Seth has attended 22 days and has earned 29.3 percent of his financial aid (22 days divided by 75 days equals 29.3 percent).
Seth received in aid: Federal Stafford Loan: $6,761 (disbursement net of withheld processing fees)
Total aid winter term: $ 6,761
- The amount of federal aid earned is 29.3% x $6761 = $1,980.
- Total federal aid unearned is $ $6,761 – 1,980 = $4,780.
- The second calculation determines percentage of amount unearned based on school charges for tuition and housing. Seth was charged $5,826 in tuition and fees. The percentage of unearned aid for this second calculation is 100% – 29.3% = 70.7%. Therefore, based on the tuition charges for the term, $5,826 x 70.7% = $ 4,118.
- The amount of federal aid Seth must return is the lesser of step 2 or 3 ($ 4,118 in our example).
Therefore, Seth’s aid will be reduced to:
Federal Stafford Loan: $6,761 – 4,118 = $2,643
Total returned = $4,118 – and the student will be responsible for repaying a loan of $2,643 (net value)
The total returned amount reflects the amount to be billed to Seth’s business office account from his financial aid. Any refunds from tuition that are determined and applied to his account may affect the amount that Seth owes for Fall quarter.
Please review related topic links (above) to learn how the business office calculates tuition and fees refunds at withdrawal.
Stacie Smith stopped attending classes on February 2 and contacted the UWS Registrar to do a complete withdrawal. The term began on January 8 and is 75 days long. Stacie has attended 26 days and has earned 34.7 percent of her financial aid (26 days divided by 75 days equals 34.7 percent).
Stacie received in aid:
Federal Stafford Loan: $10,883 (disbursement net of withheld processing fees)
Perkins Loan: $1,000
Grad PLUS Loan: $4,942 (disbursement net of withheld processing fees)
Total aid winter term: $16,825
- The amount of federal aid earned is 34.7% x $16,825 = $5,838.
- Total federal aid unearned $16,825 – $5,838 = $10,986.
- The second calculation determines percentage of amount unearned based on school charges for tuition and fees. Stacie was charged $10,132 in tuition and fees. Percentage of unearned aid is 100% – 34.7% = 65.3%. Therefore, based on the charges for the term, $10,132 x 65.3% = $6,616.
- The amount of federal aid Stacie must return is the lesser of step 2 or 3 ($ 6,616 in this example).
Federal guidelines determine the order of aid types to be reduced: Stafford Loan, Perkins Loan, and then Grad PLUS Loan $6,616 has been repaid.
Therefore, Stacie’s aid will be reduced to:
Federal Stafford Loan: $10,883 – $6,616 = $4,267
Perkins Loan: $1,000 – $0 = $1,000
Grad PLUS Loan: $4,942 – $0 = $4,942
Total aid winter term = $10,209 (net value)
The total returned amount reflects the amount to be billed to Stacie’s student billing account from her financial aid. Any refunds from tuition that are determined and applied to her account may affect the amount that Stacie owes for winter term.
Please review related topic links (above) to learn how the business office calculates tuition and fees refunds at withdrawal.
Please email the financial aid office or call 503-847-2563 for additional information.
Students should review the technical standards that apply to the educational program in which they intend to enroll and ensure they are able to meet the standards (with or without reasonable accommodations) of that program. See Policy 1206 – Technical Standards for requirements.
If students demonstrate documented need for accommodation in any of these areas, the university will determine the extent to which it can reasonably accommodate the student’s needs. Regardless of disability status or accommodation, all students must successfully complete the requirements of their program.
University of Western States makes a good faith effort to distribute a mail voter registration form (for federal elections and state elections for governor or other State chief executive) to each student enrolled in a degree or certificate program and physically in attendance at the school.
We make the voter registration form widely available to students at the school, with forms in the administration building and the office of student services. We request the forms from the state 120 days prior to the deadline for registering to vote within the state.
Furthermore, we host campus visits from non-profit organizations who assist students in registering to vote and in verifying and updating their voter registration information.
Our responsibility is to ensure patient/student safety and confidentiality.
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The Information UWS Collects
When you access the official UWS website, certain access information described below is automatically collected. No other information is collected through the UWS website except when you deliberately send it to UWS (for example, by completing and sending an online form or by clicking a link to send us an email).
When you submit personal information through UWS website online forms or any other means, UWS will use this information to process your requests. UWS will not intentionally sell, share, or distribute your personal information to third parties, except as required by law or university policy.
Access Information (automatically collected)
Client information: the Internet domain and Internet address of the computer you are using.
Technical information: identification of the page or service you are requesting, type of browser and operating system you are using; and the date and time of access, the Internet address of the website from which you linked directly to our website, and the “cookie information” used to direct and tailor information based on your entry path to the site.
Essential and nonessential technical information lets UWS respond to your request in an appropriate format [or in a personalized manner] and helps the university plan website improvements. To expedite this process, some official UWS webpages use “cookies.” Usually a cookie enables UWS to tailor what you see according to the way you entered the site. UWS also uses non-identifying and aggregate information to better design its website. For example, UWS may determine that X number of individuals visited a certain area on our website, or that Y number of men and Z number of women filled out a particular registration form. However, UWS does not disclose information that could identify those specific individuals.
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Optional information (deliberately sent)
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Live chat: all the information that you choose to fill in or confirm. This may include information about other people if you are providing it for delivery purposes, etc. Doesn’t really fit with live chat.
How To Contact Us
For further information, you can contact the webmaster. Should you have other questions or concerns about these privacy policies and practices, please call 800-641-5641.