Winter Program Course Setup

William & Mary does not have a separate Winter or "J-Term". session. Instead Winter Program courses are built within either the Fall or Spring term, based on the course's end date.

Faculty and departments considering offering a Winter Program course should consult the information on this page and contact [[wmscheduling,Academic Scheduling]] early for guidance on term assignment and course setup. 

Term Assignment Guidelines

• A course that ends completely before the first day of Spring classes (all assignments and presentations completed before the first day of Spring classes) will be built as a Fall course, whether it began during the Fall term or after Fall exams ended. Grades for such courses must be submitted within one week of the start of the Spring semester; Incomplete and Deferred grading is not available.
• Courses that will extend into Spring term will be split into two segments, (1) a Fall section that ends before the first day of classes for Spring and (2) a Spring section that reflects the work done between the first day of Spring classes and the end of the course.
• Preparatory sections, which begin and end during the Fall term and usually earn one credit are built as Fall courses, even if the winter experience itself has both a Fall and a Spring component.

Sample course durations are shown below, with their corresponding term designation:

Course Setup

• A detailed course syllabus must be available no later than the first day of the Fall semester and ideally well in advance of scheduling the course. EPC or other curriculum committees or dean's offices require a syllabus for approval of non-standard dates and de-linking of contact and credit hours. The University Registrar requires a syllabus to determine add/drop and withdraw dates.
• Submit a schedule request to CLSS or a graduate registrar to have the course section built, as soon as the course has EPC/curriculum committee/dean’s office approval (for non-standard time) and fees have been approved (if applicable).
• All Winter Program course should be assigned the section attribute "Winter Course" (WINT) to ensure they are properly identified in reporting. 
• Once the course dates are established and the syllabus provided, the University Registrar or a graduate registrar will determine add/drop and withdrawal deadlines, based on the actual course meet dates and other instructional activities as identified on the course syllabus.

Course Fees

• Fees may be assessed for a Winter Program course if approved by the Board of Visitors or its designees in Financial Operations, Student Accounts, or the Reves Center. A department/program/school/office wishing to have a fee established for a Winter Program course should begin the process of fee approval several months before the course begins, in order to have the fee approved and a code assigned prior to the building of the course and student registration.

Other Considerations

• Ensure faculty understand grading deadlines and other elements early in the process.
• For graduate programs, designation of the term for winter courses must be consistent for all winter courses within the individual program.
• If the winter experience involves international travel, contact the Reves Center.
• Student Registration: Timing and the term will determine if students will register themselves, or if the University Registrar or a graduate registrar will register students.