Summer School Procedures

 

November 

 

• First week: The Registrar’s Office will forward a memo to each Department/School with Summer Session dates and class meeting times for the various sessions along with the previous year’s schedule for changes. 
   
• Third week: Information due back to the Registrar’s Office  

 

December 

 

• First week: First draft returned to Department/School Chairs 
• Third week: Revisions due before semester break  

 

February 

 

• February 1: Summer Schedule published.   

 

April 

 

• The Office for Academic Affairs contacts faculty to confirm summer teaching plans and sends contracts to faculty. 

 

May 

 

• Two weeks prior to the start of classes, The Office for Academic Affairs identifies courses with under six (6) enrollment and negotiates class cancellations or reduced pay for these classes with faculty. 
   
• One-week prior, designated classes are cancelled, and the Department Chair contacts any affected students to help them make schedule changes. 

 

Summer School Policy

 

1. Course Enrollment

 

• A course must enroll six (6) or more tuition paying students to be offered at full faculty salary, as described below in #3.
• With instructor approval, continuing education courses can be offered regardless of enrollment. Arrangements for teaching continuing education courses must be made with the Dean of Extended Learning.
• The Academic Affairs Office will notify faculty during the two weeks prior if enrollment is below six (6) students. Cancellation of courses will be discussed, and courses will be cancelled no later than one week prior to the start of the session.
• “Six” students is defined as six tuition paying students. Those receiving tuition waivers do not count toward the six.
• Courses with less than six (6) students may be offered for reduced salary (see #4, below). The decision to cancel or offer the course must be made in discussion with the Vice President for Academic Affairs (VPAA) two weeks prior to the start of Summer School. Faculty are not required to teach courses with under six (6) enrollment for reduced salary, but they may choose to do so.

 

2. Summer sessions compress the regular semester, by meeting 3, 4, or 8 weeks instead of 16 weeks. However, the expectation for academic rigor, course content, and study remain the same. Therefore, a 3 credit course offered during an 8 week session will take the same amount of time as 6 credits would in a regular academic term, and a 3 credit course offered during a 4 week session is equivalent to 12 credits (or full time) during a regular academic term.

 

If a student will be registered for more than nine (9) credits at any one point in time, the student needs to submit a petition with an overload request to academic.services@vcsu.edu (Director of Student Academic Services) for review by the Academic Scholastic Standing Committee (ASSC).

 

Undergraduate Registration - Courses with a Catalog Number 100-499 are undergraduate level.

 

• Course loads for the summer session are as follows: full-time - 6 credits; three-quarter time - 5 credits; and half-time - 3 credits. During the summer session, the maximum load is 9 concurrent credits for a student in good academic standing. An approved overload petition must be presented with any request to enroll for more than 9 concurrent credits. 
• No more than 14 credits will be allowed during the summer. In addition, students should recognize the intense demands of the compressed summer term, and limit themselves to no more than two courses in any session (for example, no more than two courses during the first four weeks, or no more than two, non-overlapping courses during the first three week session).
• For purposes of federal financial aid, undergraduates are considered half-time at 6 credits, three-quarter time at 9 credits and full-time at 12 credits.
• Registration may be completed online in Campus Connection before the last day to add for each session (the dates are listed in Appendix A of this document).
• Contact the Office of the Registrar at 701-845-7295 or registrar@vcsu.edu if you have any questions.

 

Graduate Registration – Courses with a Catalog Number 601-699 are graduate level.

 

• All graduate courses are online.
• Registration may be completed online in Campus Connection before the last day to add for each session (the dates are listed in Appendix A of this document).
• For purposes of federal financial aid, graduate students are considered half-time at 5 credits, three-quarter time at 7 credits and full-time at 9 credits.
• Contact the Office of Graduate Studies & Research at 701-845-7303 or graduate@vcsu.edu for assistance with graduate registration.

 

 

3. Change in Course Information

 

• Any changes in course information from that published in the Summer School Schedule will be reported in writing (email) by the Department Chair/Dean to the Registrar’s Office and the Office for Academic Affairs.
• Any additions or cancellations of COURSES must be approved by the VPAA prior to making these changes in the Summer School Schedule.
• If a course is cancelled due to low enrollment but has students enrolled, the Department Chair/Dean (or designate) of the department responsible for staffing the class is responsible for contacting the students who have been dis-enrolled from the course and offering enrollment options and/or advising assistance.

 

4. Faculty Salary Information

 

• For payment purposes, course enrollment will be determined on the morning after the “last day to add” for the session within which the course is offered. These dates are published online in the term/session calendar.
• Faculty will be paid for instruction of courses per credit hour according to enrollment below:

 

Enrollment	Pay Based on Enrollment
6 through 20 students enrolled	$800 per credit
21 and higher students enrolled	additional $60 per student per credit.

 

Faculty teaching continuing education courses will be paid $60 per credit per student.

 

Faculty teaching graduate courses will receive credit load with the following scale: 1 graduate credit = 1.33 credit load.

 

• Faculty choosing to teach a regularly scheduled undergraduate course with under 6 enrollment will be paid $100 per credit per student.
• An online course is “full” at 20. Faculty who do not wish to accept more than 20 students may set the cap at 20. Faculty who are willing to teach more students may set a higher cap. We will pay $100 per student from 21- 24. When a course reaches 25, we will pay for two sections.
• Faculty will not be paid for teaching independent studies or special topics courses not published in the print version of the Summer School Schedule.

 

5. Salary Disbursement Information

 

• Faculty will not be paid for courses that are cancelled.
• Salary payments for Summer will be made according to the pay schedule in Appendix B of this document.
• Payroll is processed on a bi-monthly payment schedule; work completed the 1^st   through the 15^th of each month is paid on the last day of that month; work completed between the 16^th and 30^th or 31^st is paid on the 15^th day of the following month.
• Internship Supervision is paid at the end of the semester; $100 per student to faculty who complete the forms required by the Director for Career Services.
• 
  

Appendix A: Summer Term-Session Calendar  

 

DROP/CANCEL or WITHDRAW

If you register for a summer course but will be unable to complete it, you must drop the course or withdraw from the term.   

 

A drop may be entered in Campus Connection before the last day to Drop with Record "W" for each session.  Campus Connection will only allow you to drop all of your summer undergraduate or graduate classes ON or BEFORE May 19, 2025

 

A withdraw form must be completed to drop all summer classes ON or AFTER the summer term begins on May 19, 2025, please contact the Student Academic Services Office at academic.services@vcsu.edu or 701-845-7302. 

 

DROP REFUND POLICY 

A refund is based upon the percent of the enrollment period that has been completed.  Because all summer session courses are delivered in an abbreviated schedule, the amount of time in which you can drop a course and still receive a refund is VERY brief.  Please review the Summer Session Drop/Add Dates above for the Last Day to Drop with a Refund for each session.   

 

For more information on the tuition refund policy, visit the Drop & Withdrawal Refunds solution. 

 

 

Session:	Begin Date:	Last Day to:  -Add -Drop with No Record -Drop with a Refund	Last Day to:  -Drop with a Record “W”	End Date:
First 3 Weeks	May 19, 2025	May 20, 2025	May 30, 2025	June 6, 2025
First 4 Weeks	June 9, 2025	June 11, 2025	June 25, 2025	July 3, 2025
First 8 Weeks	June 9, 2025	June 13, 2025	July 15, 2025	Aug 1, 2025
Second 4 Weeks	July 7, 2025	July 9, 2025	July 24, 2025	Aug 1, 2025
Second 3 Weeks	Aug 4, 2025	Aug 5, 2025	Aug 15, 2025	Aug 22, 2025
Graduate	June 9, 2025	June 13, 2025	July 15, 2025	Aug 1, 2025

 

 

 

                                              Appendix B:  Pay Schedule for Summer School

 

First 3 Weeks	May 19 – June 6
Pay Period May 16-May 31	Pay Day June 13
Pay Period June 1-June 15	Pay Day June 30

 

 

First 4 Weeks	June 9- July 3
Pay Period June 1-June 15	Pay Day June 30
Pay Period June 16-June 30	Pay Day July 15
Pay Period July 1-July 15	Pay Day July 31

 

 

First 8 Weeks	June 9 - Aug 1
Pay Period June 1-June 15	Pay Day June 30
Pay Period June 16-June 30	Pay Day July 15
Pay Period July 1-July 15	Pay Day July 31
Pay Period July 16-July 31	Pay Day August 15

 

 

Second 4 Weeks	July 7 - Aug 1
Pay Periods July 1-July 15	Pay Day July 31
Pay Period July 16-July 31	Pay Day August 15

 

Second 3 Weeks	Aug 4 - August 22
Pay Period August 1-August 15	Pay Day August 29

 

 

Graduate 8 Weeks	June 9 - Aug 1
Pay Period June 1-June 15	Pay Day June 30
Pay Period June 16-June 30	Pay Day July 15
Pay Period July 1-July 15	Pay Day July 31
Pay Period July 16-July 31	Pay Day August 15