Student Policies and Procedures

Student Resources

West Coast University offers a variety of services to students such as advising and tutorial assistance, career services, and disability services.  The University also maintains a list of outside services to assist students with personal needs such as childcare, transportation, and other areas not directly related to their academic program of study.  For more information concerning the services available, please review the University Student Handbook. 

Student Identity Documentation

All students are required to verify their identity by submitting a copy of a signed, unexpired, government-issued photo identification to the Financial Aid Office no later than their first day of attendance.  This policy applies to all students, whether or not the student applies for financial assistance.  The University reserves the right to request original or additional identity documents, at the University's sole discretion.  Requests for exceptions to this policy must be requested in writing via the Student Identity Documentation Exception form, and approved by the Campus Executive Director.  

Library

The West Coast University Library is the knowledge center serving the curricular, research, and professional needs of students, faculty, and university community. Each campus location offers full library services.  Library hours of operation are scheduled to meet the needs of the students, faculty and staff, and offer resources and services that strengthen and enhance the University’s various academic programs.

The Library actively engages learning by effectively delivering quality materials in physical and virtual environments. Print collections include general and subject specific reference materials, monographs, serials, manuals, scholarly works, and trade publications arranged according to the Library of Congress Classification System. Electronic resources including select databases from LexisNexis®, EBSCO, ProQuest, Gale/Cengage, Credo Reference, Ovid, Lexicomp®, and Therapeutic Research Center, provide access to thousands of full-text articles and case studies. The eBook Academic Collection offers more than 114,000 virtual books and is available for student and faculty use both on and off campus. Multimedia tools, web resources, and online tutorials are also available at each campus location. Explore the collections housed at all locations using the West Coast University Library's website, available online or on a mobile device.

Professional librarians and trained support staff assist individuals with their library and research needs. Services include, but are not limited to: 24/7 reference chat service, research assistance and subject guide advisory, in-depth research consultations (by appointment), interlibrary loan through a partnership with OCLC WorldShare™ Interlibrary Loan, interdepartmental campus loans, guided library tours, and various circulation activities. 

West Coast University encourages students, faculty, and staff to become familiar with library resources and services. The Library is a central component of student-centric learning that leads to professional success by instilling the information literacy skills necessary for today’s changing environment.

Complaint/Grievances Procedure

Every student has the right to file a grievance. If a student believes a University official, faculty member, administrator or student has acted improperly or inconsistently with WCU policies and/or procedures, the student may file a grievance. This may include, but is not limited to, misapplication or misinterpretation of policy, procedures, practices, unfair treatment or conduct, etc. All grievances must be filed within 30 days of the incident.

The Grievance Policy and Procedures is designed to support and foster a fair, objective, respectful and ethical set of policies and procedures for resolution of disputes. The policies and procedures are designed to provide students with a process in which to protect the University and its students. Students, faculty or administrators who submit or support a filed grievance may not be subjected to retaliation. Incidents of retaliation should be immediately reported to the Campus Director of Student Affairs or Executive Director.

Frivolous or malicious grievances and matters that have been or are in litigation will not be reviewed/considered. Any person(s) submitting a frivolous or malicious grievance will be referred to the Conduct Committee for possible disciplinary action.

Prior to submitting a formal grievance, student/grievant is encouraged to attempt a good faith resolution with the individual(s) at whom the grievance is directed.   The University believes that most grievances can and will be resolved through this informal process.

Step 1: Discuss the issue with the individual(s). Every attempt should be made by both the student and individual(s) to resolve the matter at this level.

Step 2: If not resolved through Step 1, unresolved issues should be informally discussed/submitted in writing to the appropriate Dean or Department Head.

If dissatisfied with the response or solution, a student may submit a written grievance, along with all grievance documents, to the Director of Student Affairs

These policies and procedures are internal to WCU. If a student does not feel that the University has adequately addressed a complaint or concern, the student may consider contacting external agencies such as:

 

Bureau for Private Postsecondary Education (BPPE)

P.O. BOX 980818
West Sacramento, CA 95798
(916) 431-6959
http://www.bppe.ca.gov/

Commission for Independent Education,
Florida Department of Education (CIE)
325 West Gaines Street, Suite 1414
Tallahassee, FL 32399-0400
(888) 224-6684
www.fldoe.org

Texas Higher Education Coordinating Board (THECB)
1200 East Anderson Lane
Austin, TX 78752
(512) 427-6101
www.thecb.state.tx.us

WASC Senior College and University Commission

985 Atlantic Avenue, Suite 100
Alameda, CA 94501
(510) 748-9001
www.wascsenior.org

 

If a Nursing or Dental Hygiene student does not feel that the University has adequately addressed a complaint or concern, the student may consider contacting the following respective agencies:

 

California Board of Registered Nursing (BRN)

1747 North Market Boulevard, Suite 150
Sacramento, CA 95834
(916) 322-3350
www.rn.ca.gov

Florida Board of Nursing
Florida Department of Health
4052 Bald Cypress Way, Bin C-10
Tallahassee, FL 32399-3252
(850) 245-4125, Nurse Consultant Ext. 3612
www.doh.state.fl.us/mqa/nursing/

Texas Board of Nursing (TBON)
333 Guadalupe Road, Suite 3-460
Austin, TX 78701-3942
(512) 305-7400
www.bne.state.tx.us

Commission on Collegiate Nursing Education (CCNE)

One Dupont Circle, NW, Suite 530
Washington, DC 20036
(202) 887-6791
www.aacn.nche.edu/CCNE/reports/accprog.asp

Commission on Dental Accreditation (CODA)

211 East Chicago Avenue
Chicago, IL 60611-2678
(312) 440-2500
www.ada.org

 

If an Occupational Therapy student does not feel that the University has adequately addressed a complaint or concern, the student may consider contacting the following respective agencies: 

Accreditation Council for Occupational Therapy Education (ACOTE) 

4720 Montgomery Lane, Suite 200
Bethesda, MD 20814-3449
301-652-6611 x2914
http://www.aota.org/en/AboutAOTA/Contact-Us.aspx

Occupational Therapy Association of California (OTAC)

PO Box 276567
Sacramento, CA 95827-6567
(916) 567-7000
(888)-686-3225
www.otaconline.org

 

If a Physical Therapy student does not feel that the University has adequately addressed a complaint or concern, the student may consider contacting the following respective agency:

Commission on Accreditation in Physical Therapy Education (CAPTE)

1111 North Fairfax Street
Alexandria, VA 22314
(703) 706-3245
http://www.capteonline.org/Complaints/

 

If a Pharmacy student does not feel that the University has adequately addressed a complaint or concern, the student may consider contacting the following respective agency:

Accreditation Council for Pharmacy Education (ACPE)
135 South LaSalle Street, Suite 4100
Chicago, IL 60503
(312) 644-3575
https://www.acpe-accredit.org/students/complaints.asp

 

Family Educational Rights and Privacy Act of 1974, As Amended

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. 

Review and Correction:

• A student has the right to inspect and review his/her education records within 45 days of the day the institution receives a request for access. Students should submit a written request that identifies the record(s) they wish to inspect to the Registrar. A University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the Registrar, the student will be advised of the correct official to whom the request should be addressed. If circumstances prevent the student from inspecting and reviewing the records in person, such as distance or disability, or other circumstance, a copy of institutional records may be provided at the University’s option. A charge will be assessed for such option.
• Students have the right to ask the University to amend any of their educational records that they believe are inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

Disclosure of Educational Records:

• Information defined as Directory Information may be released without a student’s consent. West Coast University defines Directory Information to include:
  • Name
  • Address
  • Phone Number
  • Email address
  • Birthday and month
  • Enrollment Status/Grade Level (e.g., First Term, Second Term, etc.)
  • Date of Graduation
  • Degrees and Honors Received
  • Major Field of Study
  • Dates of Attendance
  • Participation in officially recognized activities and sports
  • Most Recent Institution Attended
  • A student ID or online user ID (as long as it may not be used to access educational records except when in conjunction with a student’s personal password or personal PIN)
• A student’s social security number is never considered Directory Information.
• A student may opt out of Directory Information disclosure by submitting a written request to the Registrar within 30 days of the student’s start of classes.
• A student has the right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.

Definitions:

• Authorized Representative is defined as any entity or individual designated by a State or local educational authority or an agency headed by an official listed in 34 CFR § 99.31 (a)(3) to conduct – with respect to Federal- or State-supported education programs – any audit or evaluation, or any compliance or enforcement activity in connection with Federal legal requirements that relate to these programs.
• Legitimate Educational Interest is defined as a “need to know”, in which the requesting party requires a student’s records for purposes that are essential to the general process of higher education, including teaching, research, public service, academic advising, counseling, job placement, financial assistance and advertisement, accreditation, audit, medical services, and safety. A faculty or staff member, for example, has legitimate educational interest if they are performing a task that is specified in his/her position description, performing a task related to a student’s education or to student discipline, providing a service or benefit related to the student or student’s family, or are maintaining safety and security on campus.
• Personally Identifiable Information is defined as any information about a student which can be used to distinguish or trace the student’s identity, such as a student’s name, the name of the student’s family members, the address of the student or the student’s family, the student’s social security number, student number (when meeting the conditions given below), fingerprint, retinal scan, or other biometric indicator and any other direct identifier of the student. Personally identifiable information also includes indirect identifiers, such as a date of birth, place of birth and mother’s maiden name or other information that alone or in combination is linked or linkable to a specific student.
• School Official is defined as any school faculty or employee who has a legitimate educational interest in the student’s programs. This includes university and campus administrators, the student’s teachers, university and campus registrar staff, compliance officers, financial aid officers, student service staff, academic advertising, placement, and other university staff demonstrating a “need to know” information in the student file.
• Generally, Universities must have written permission from the student in order to release any information from a student's education record. However, FERPA allows Universities to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):
  • School officials, including teachers, with legitimate educational interest as defined;
  • Other schools to which a student is transferring or already has transferred;
  • Specified officials for audit or evaluation purposes;
  • Appropriate parties in connection with financial aid to a student;
  • Organizations conducting certain studies for or on behalf of the school;
  • Accrediting organizations;
  • To comply with a judicial order or lawfully issued subpoena;
  • Appropriate officials in cases of health and safety emergencies; and
  • State and local authorities, within a juvenile justice system, pursuant to specific State law.
• It is possible, under limited circumstances, that a student's record could be disclosed by one of the parties listed above, to another authorized representative with a legitimate education interest. For example, the student record may be provided to the US Department of Education for audit purposes, and the Department could share that record with the Office of Inspector General.
• A student has the right to file a complaint with the U.S. Department of Education concerning alleged failures by the Institution to comply with the requirements of FERPA. Complaints must be filed within 180 days of the alleged violation and specify the violation with enough detail to identify the referenced violation. The name and address of the Office that administers FERPA is:

  Family Policy Compliance Office

  Department of Education

  Independence Avenue, SW

  Washington, DC 20202-4605

• The University will maintain a log of all written FERPA record requests including the records disclosed and the interest of the parties who requested the records.
• Additional FERPA information is available from the University’s Registrar including:
  • Procedures for the inspection and review of records;
  • Procedures for requesting amendment of records; and
  • Other related procedures.