CELCIS

Center for English Language and Culture for International Students
Western Michigan University
Kalamazoo MI 49008-5223 USA
(269) 387-4800

Attendance

Attendance Policy

All CELCIS students must attend classes and make normal progress in learning English.  You are responsible for knowing this policy.  If you do not understand, you must ask your instructors, the CELCIS chair, or the assistant director to explain it to you.  If you do not understand the immigration effect of this policy you must ask your immigration advisor.
  • Absences are counted in class hours.
  • CELCIS requires at least 90% attendance over the course of a semester. 
  • Students who have perfect attendance (0 absences) will receive an Attendance Certificate at the end of the semester. 
  • All absences will be reported on the CELCIS Progress Report, including those caused by medical, legal, or emergency reasons. 
  • Your instructor's record of attendance is the official attendance record. 
  • Missing class time may have a negative effect on your class success.
  • If you miss more than 10% of your classes, you will receive an email notification from the CELCIS office and may be required to meet with the CELCIS assistant manager.
If you reach 15 or more unexcused absences (class hours) in a class, you will be considered in violation of the CELCIS Attendance Policy: 
  • You will receive an INITIAL violation notice from the CELCIS office. You must contact the assistant director within 5 business days. If you believe the records are incorrect, you may appeal within the 5 business days. 
  • After confirming that the attendance record is accurate, a FINAL violation notice will be sent to you. At this time, students with F-1 or J-1 visas will be referred to the CELCIS immigration advisor. 
  • A violation of the CELCIS Attendance Policy may result in dismissal from the CELCIS program. 
For students on F-1 and J-1 visas, with 15 or more unexcused absences (class hours) in a class, you may be in violation of your immigration status. 
  • Your SEVIS record may be terminated and the U.S. Department of Homeland Security may be notified of your failure to attend class. 
  • You must immediately make an appointment with the CELCIS immigration advisor to request a reinstatement. (269) 387-3865
  • You must go to classes while U.S. Citizenship and Immigration Services make a decision on your application. 
  • Your reinstatement might be approved or might be denied. If the application for reinstatement is denied, the student must leave the U.S. immediately. 
  • If you do not file for reinstatement, U.S. Immigration will require you to leave the U.S. immediately. 
  • Short-term program students are expected to adhere to the 90% attendance policy. Additional standards may be required as part of their program. 

Tardiness

Classes begin on the hour (9 a.m., 10 a.m., and 11 a.m.)  If you arrive late, this may be counted against your class participation points.  If you arrive more than 10 minutes late to class or if you miss more than 10 minutes of class at any other time, you will be marked absent for that class hour.  

What happens if you cannot attend class?  
  • If you cannot come to class, you should:
  • If possible, tell your teachers that you will be absent. 
  • Students who are absent must complete all missed work according to the teachers' policies. 

Late arrivals

All students are expected to be in class on the first day of the semester.  New students are expected to attend the required orientation before the start of the semester.  
 
All students (new and returning) who are unable to arrive on time should understand the following:
  • You must notify the CELCIS chair and receive permission to arrive late. 
  • Any arrival after the start date reflected on your I-20 or DS-2019 may result in being denied entry at the U.S port of entry. It is advised for initial students to obtain a new initial I-20 from IAS reflecting a deferred start date to arrive late. 
  • Late arrival for ANY reason may have a negative effect on your progress and grades during that semester. 
  • All students who begin classes after the start of the semester, for any reason, will be counted absent for the classes they have missed. This will affect class participation points and affect grades. 
  • Instructors are NOT required to re-teach any material that is covered while you are absent, and instructors do NOT have to provide make-up tests or accept late assignments, etc. for the period that you are absent. 

Early departure

Students who choose to leave before the end of the semester will be counted absent.  Instructors are NOT required to pre-teach or re-teach any material that is covered while a student is absent, and instructors do NOT have to provide make-up tests or accept early, or late, assignments, etc. for the period that a student is absent.  If a final assessment is given, students who are not in class during the final week of classes may not be allowed to take the assessment.  
  • This will affect class participation points and affect grades. 
 
Before you leave WMU, you must make an appointment with the CELCIS immigration advisor and complete a Notification of Departure form.  Before leaving WMU, be sure to take care of any financial obligations to the University, drop classes in the CELCIS office, and cancel health insurance.   

Bereavement Leave

A student will be allowed up to five (5) consecutive absences (class hours) if there is a death in their immediate family (spouse, parent, child, grandparent, sibling, spouse’s parent, spouse’s grandparent, spouse’s sibling).  The student must provide the CELCIS office with a copy of a death certification or obituary in English and contact their teachers about their class work.  

Medical Leave (Extended absence due to serious medical condition)

If you have a temporary illness or medical condition, you may be eligible for medical leave.  You must provide the CELCIS chair or assistant director with documentation from a licensed medical doctor or clinical psychologist.  The doctor’s note should specify dates and indicate the reason why you are unable to attend classes. 

Students on medical leave must complete all missed work according to the teachers' policies. 

Students may be allowed to miss up to a maximum of 14 consecutive class hours or 14 total class hours for the semester (per class). 

Pregnancy: In the case of pregnancy, women are eligible for medical leave with a doctor's note at time of birth or if complications occur. Fathers are eligible for up to 3 class hours of paternity medical leave at time of birth. 

NOTE: Medical leave is for serious illness or medical conditions, not for scheduled appointments.  To avoid absences, students should try to schedule medical appointments outside of class time.   

Application for Reduced Course Load (RCL) for medical reasons (Immigration)

International students in F-1 and J-1 status are required to maintain full-time enrollment during the academic year. If you cannot or will not meet this requirement, you must make an appointment with the CELCIS immigration advisor, (269) 387-5865, to request a reduced course load (RCL). 

 
** You must continue attending your classes until your RCL is approved.**
 
If you have a temporary illness or medical condition and you are not able to attend classes, you may request a Medical Reduced Course Load (RCL).  
  • Make an appointment to meet with the CELCIS immigration advisor (269) 387-3865.
  • Fill out an RCL application. 
  • Get a letter from a licensed medical doctor or clinical psychologist. 
 
Note: Please note that only a Designated School Official (CELCIS immigration advisor) may approve your request for Medical Reduced Course Load through SEVIS.  You will be notified after it is approved by your Designated School Official 

Absence due to religious observance

It is university policy to permit students to fulfill obligations set aside by their faith. Students must let their instructors know that they will be missing class in advance. Students are responsible for completing all missed work according to the teachers' policies and within a reasonable time frame. 

Absences due to special circumstances

Students will be marked absent if they are not in class. To avoid grade penalties, students should try to schedule appointments outside of class time. This includes personal appointments, court appearances, driver's license exams, etc. 

Makeup Work

You are responsible for contacting your teachers when you are absent. You are also responsible for doing all homework, quizzes, tests, and assessment according to the teachers' policies. No work can be submitted after the last day of classes for the semester for Speaking/Listening, Grammar/Communication, and Reading/Writing 2. No work may be submitted after mid-term for Reading/Writing 1. 

Instructors are NOT required to pre-teach or re-teach any material that is covered while a student is absent, and instructors do NOT have to provide make-up tests or accept late, or early, assignments, etc. for the period that a student is absent.  Students who are not in class during the final week of classes may not be allowed to take the assessment.  Students cannot take the assessment early.

Participation Policy Notice

  • Keep in mind that CELCIS classes are participatory, and your success in each class will depend on your attendance and participation.
  • Your instructor will explain the attendance/participation policy for his or her course and will include it on your class syllabus.
  • You can expect that attendance and participation will count for approximately 20% of your final grade.
  • Teachers will put the exact percentages (%) of attendance and participation of your final grade on their syllabi. 
  • Absences will affect your participation points. 

Course Withdrawal

Consult with the CELCIS immigration advisor to withdraw as this may result in violation of status unless authorized by IAS in advance. If you are eligible to withdraw from one or more of your CELCIS classes, you must also go to the CELCIS office to complete a withdrawal form.    

Tuition Refund Policy (excludes application fee)

If you need to withdraw from CELCIS during the first few days of class, tuition will be refunded.  The refund amount will be determined by the date the CELCIS office receives the refund request.  See the CELCIS academic calendar for refund deadlines.
 
Tuition Appeal
If you are withdrawing due to an unforeseen circumstance (death of a family member, medical emergency, etc.), you may be eligible for a tuition refund. Please see the assistant director for assistance with an appeal.

Mandatory (Required) Semesters/Sessions

CELCIS at Western Michigan University is authorized under Federal law to enroll nonimmigrant students. As an SEVP approved school, all CELCIS students who have F-1 or J-1 visas are required to enroll full-time during fall and spring semesters. Fall and Spring are mandatory semesters.

Summer Sessions

Summer I/summer II sessions are considered University break period for student enrollment. Students are not required to take CELCIS classes during the summer sessions. (This does not apply for new students whose first term of enrollment is summer).

However, CELCIS offers optional summer I/summer II classes. If you are receiving a financial scholarship by a sponsor, please follow their enrollment requirements for funding purposes. The CELCIS department recommends that students take summer semester classes. Taking long breaks may cause students to forget the English that they have learned.

ALL students who study during the Summer I session will be required to also study in the Summer II session.

If a new student receives a Summer I I-20, then by federal regulations, both summer sessions are mandatory enrollment periods (and the student will not be eligible for vacation until the summer session the following year). 

New students have the option to begin in the Summer II term if they have a Summer II I-20.  Students who begin in Summer II will not be eligible for a vacation period until the summer session the following year. Returning students will not be allowed to register for only summer II classes.