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Utah Valley University
Policies and Procedures

COVER SHEET
Policy Title: 503 - Registration Processes 
Type of Policy: Modification of an existing policy . 
Draft Number and Date:  
President's Council Sponsor: Cory Duckworth  Ext. 8335 
Policy Steward: Michelle Taylor  Ext. 8806 
POLICY PROCESS STAGES AND DATES
Stage 1: Origination and Development
Entrance Date: Feb 08, 2007
Stage 2: Institutional Entities Review
Entrance Date: Feb 08, 2007 
Stage 3: Campus Community Review
Entrance Date: Oct 25, 2007 
Open Feedback: Feb 20, 2008 
Close Feedback: Nov 17, 2007 
Stage4: President's Council Approval
Date Approved: Mar 27, 2008 
FINAL POLICY OFFICE REVIEW FOR POSTING
Stage 5: Board of Trustees Approval
Date Approved:  
Policy Number: 503 
Section: Student Affairs 
Sub section: Admissions, Enrollment, Tuition, and Commencement 
 
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Stage 5: Live Policy
Post to Live Date:  
Policy Office personnel who verified and posted this policy in the Website
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Date posted and verified:


Utah Valley University
Policies and Procedures

Title Registration Processes Number 503
Section Student Affairs Approval Date Aug 25,2004
Subsection Admissions, Enrollment, Tuition, and Commencement Effective Date Aug 25,2004
I. Purpose
  1. In order to fulfill the mission of the institution to provide quality educational experiences, this policy provides guidelines for students and institutional personnel regarding class registration. This policy recognizes that circumstances may necessitate students changing classes or withdrawing from some or all classes. The goals of this policy are to:
    1. Assist each student in making responsible academic decisions so that good academic standing is maintained and educational goals remain attainable.
    2. Provide quality guidance and fair, equitable service to students.

II. References
  1. Institution Policy 505 Payment and Non-Payment of Tuition and Fees

  2. Institution Policy 601 Classroom Management

  3. Institution Policy 507 Tuition Refunds

  4. Institution Policy 541 Student Rights and Responsibilities

  5. Procedures for active duty and death of a student as found in the catalog

III. Terms
  1. Academic advisor:  A trained individual who assists and supports a student in pursuit of academic goals. Depending on the major, this individual may be a department or school advisor or someone in the Career & Academic Counseling Center.
  2. Add Card:  A form used to change registration after the last day to register without an Add Card deadline.
  3. Attendance:  A meeting with the instructor and other students at the scheduled time and place for the class.
  4. Audit:  Registering and paying tuition for class(es) as a “listener” without receiving academic credit.
  5. Change of registration:  Adding, dropping, or withdrawing from a class during an academic term.
  6. Class:  Specific section of a college course taken by a student for credit or audited during a term whether day, evening, weekend, or through distance education.
  7. Continuing student:  A student who has completed a minimum of one semester and attends for consecutive terms.
  8. Deadline:  A published date in the Student Time Table by which registration and changes in registration can be started or must be completed. The following specific deadlines are referenced in this document:

    1. Last day to register without an Add Card
    2. Tuition/fee payment deadline
    3. Last day to add/audit class(es) deadline
    4. Last day to drop class(es) – no record appears on transcript
    5. Last day to withdraw from class(es)

  9. Department Chair for a class:  Administrative head of the academic unit that has responsibility for a course and the sections offered in an academic term.
  10. Department Chair for a student’s major:  The administrative head of the academic unit, program or department in which the student is an officially declared major.
  11. Documentation:  Official/legal forms or a written statement signed by a qualified individual verifying the extenuating circumstances of the petitioning student.
  12. Dropping a class:  Canceling registration for a class before the last day to drop deadline. No record of the class will appear on the student’s transcript.
  13. Extenuating circumstances:  (1) An incapacitating health condition, illness or injury which prevents a student from attending classes (usually more than five consecutive class days); (2) a death in the immediate family; (3) change in work schedule as required by employer; or (4) other emergencies beyond the control of the student.
  14. Holds:  Restrictions on a student’s registration that must be cleared by contacting the appropriate administrative office.
  15. One Stop:  The administrative location that handles student admissions, registration, financial aid, and parking services.
  16. Proof of attendance:  A written statement or signature, on the appropriate form, of the class instructor or other designated department official verifying a student’s attendance for a class.
  17. Qualified individual:  An employer, physician, licensed medical practitioner, licensed mental or physical therapist or person otherwise qualified and possessing personal knowledge of extenuating circumstances of the petitioning student.
  18. Readmitted student:  A student who previously attended the institution and who has reapplied for admission after three consecutive semesters of non-enrollment.
  19. Student record:  An official academic transcript.
  20. Student Time Table:  Dates and deadlines for registration and changes in registration published on the institution’s web pages.
  21. Syllabus:  A statement provided by the instructor of each course explaining course goals, learning objectives, procedures and evaluation processes.
  22. Tuition:  Education cost per semester determined by the Utah State Board of Regents.
  23. Variable credit course:  A course that offers a range of credit options depending on the number of learning objectives achieved or work required.
  24. Withdrawals:  Canceling registration for a class or all classes after the last day to drop deadline, usually resulting in a graded notation on the transcript.
    1. Types of Withdrawals:

        1. Administrative withdrawal:  Cancellation of a student’s registration for a class by the institution for lack of attendance during the first of a term, lack of satisfying prerequisites, and other such reasons.
        2. Complete withdrawal:  Reducing class load to zero for a specific academic term.
        3. Official withdrawal:  Reducing class load by canceling registration from all classes before the last day to withdraw deadline.
        4. Partial withdrawal:  Reducing class load by dropping or withdrawing from a class or classes.
        5. Unofficial withdrawal:  Occurs when a student ceases to attend a class for which he/she is registered but does not follow procedures for officially withdrawing; could result in a “UW,” or “E” grade on the student’s transcript.

      1. Withdrawal forms:  Official forms to be used to complete registration changes appropriately.

        1. Types of actions processed on the withdrawal form:

          1. Official Withdrawal Form: used to drop or withdraw from all classes according to the deadlines noted in the Student Time Table.
          2. Withdrawal Exception: withdrawing from individual class(es) or all classes after the last day to withdraw deadline noted in the Student Time Table.

      IV. Policy
      1. Students may register for classes, change their registration, or withdraw from classes based on the following procedures
      V. Procedures
      1. Proportional deadlines used to create the Student Time Table for each established term

        2. Term

        Add Card Begins

        Last Day to Add/Drop/Audit (Dropped classes do not appear on transcript)

        “W” Grade Begins (“W” grade appears on transcript for class withdrawals)

        Last Day to Withdraw

        Semester

        (15 Weeks)

        Day 6

        Day 15

        Day 16

        Day 30

        Block (7 ½ Weeks)

        Day 6

        Day 7

        Day 8

        Day 15

        10 Week Module

        Day 6

        Day 10

        Day 11

        Day 20

        5 Week Module

        Day 6

        Day 5

        Day 6

        Day 1

      2. Changing Registration

        1. Once admissions processing is complete and orientation, assessment, and advisement are completed, a new student, without holds on his/her student record, may register for classes according to the dates of the Student Time Table and by methods designated by the institution.
        2. A continuing student, without holds on his/her student record, may register according to dates as noted in the Student Time Table and by methods designated by the institution.
        3. A late fee is assessed for registration after the tuition/fees payment deadline as noted in the Student Time Table.
        4. A student who has not attended the institution for three consecutive semesters must reapply for admission before being eligible for registration.
        5. To audit a class, a student registers for the class, pays tuition, completes an audit form, and turns the form into the appropriate campus location by the add/drop/audit deadline as noted in the Student Time Table. Classes taken as an audit may not be changed to credit status.
        6. Tuition payments and registration status

          1. If tuition is not paid by the tuition/fee payment deadline, registration for all classes will be dropped on specified dates. (see institutional Policy #505 Payment and Non-Payment of Tuition and Fees)
          2. A student who has a check returned for insufficient funds will have all classes dropped and a hold placed on his/her registration and student records.
            1. Any student in this circumstance will not be allowed registration privileges until the Collections Office has released the hold on registration.
            2. Once the financial obligation to the college has been cleared, registration activity will be retroactive to the date of first official drop date according to the Student Time Table.
          3. Reinstatement
            1. A student whose classes have been dropped for non-payment is reinstated when tuition, the late fee, and the $50 reinstatement fee are paid in full.
        7. Changes in registration prior to deadlines

          1. Adding classes prior to the last day to register without an Add Card deadline
            1. Before classes begin and through the first week of classes, prior to the deadline, registered students may add classes that are open for enrollment without charge or approval by methods designated by the institution. Students should be aware that more tuition may be due when credit hours are increased.
            2. To add classes after the first week of a term until the last day to add/drop/audit deadline, students must use an Add Card form, obtain the proper signatures and approvals, pay the add fee, and return the Add Card form to the appropriate campus location to complete the add process.
            3. Changing sections or increasing credit on a variable credit class is a change in registration and is processed like an added class.
            4. An add fee may be waived for department recommended changes noted by Department Chair for the class.
            5. Add Cards may be accepted through the add/drop/audit deadline as noted in the Student Time Table
            6. Classes may not be added after the last day to add/drop/audit deadline.
          2. Dropping an individual class or classes prior to last day to drop deadline
            1. Beginning the first day of the semester, a student may reduce his/her course load prior to the add/drop/audit deadline noted in the Student Time Table without a fee or charge.
            2. Classes dropped prior to the deadline will not appear on the student’s transcript.
            3. To avoid payment penalties, a student with financial aid should notify the Financial Aid office of his/her intent to reduce registered credit hours.
            4. A student in the United States on a student visa must notify the International Center of any intent to reduce registered credit hours and obtain an official signature.
          3. Dropping all courses prior to the add/drop/audit deadline
            1. Beginning the first day of a term for a student to drop all courses, he/she must complete and submit an official withdrawal form at the appointed location on campus through the last day to add/drop/audit deadline as noted in the Student Time Table.
            2. To avoid payment penalties, a student with financial aid should notify the Financial Aid office of the intent to drop all courses.
            3. A student in the United States on a student visa must notify the International Center of the intent to drop all courses.
            4. Classes dropped prior to the add/drop/audit deadline will not appear on the student’s transcript.
        8. Changing registration after the last day to add/drop/audit deadline

          1. Withdrawing from an individual class or classes, partial withdrawal after the last day to add/drop/audit deadline
            1. A student may withdraw from a class or classes up to the last day to withdraw deadline.
            2. A grade of “W” will appear on the student’s transcript for all class withdrawals after the add/drop/audit deadline as noted in the Student Time Table.
            3. To avoid payment penalties, a student with financial aid should notify the Financial Aid office of the intent to reduce registered credit hours
            4. A student in the United States on a student visa must notify the International Center of the intent to reduce registered credit hours.
          2. Withdrawing from all classes, complete withdrawal after the last day to add/drop/audit deadline
            1. A student may withdraw from classes up to the last day to withdraw deadline.
            2. Classes dropped before the add/drop/audit deadline will not appear on the student’s transcript.
            3. A grade of “W” will appear on the student’s transcript for all withdrawals after the last day to add/drop/audit deadline.
            4. To avoid payment penalties, a student with financial aid should notify the Financial Aid office of the intent to withdraw from all courses
            5. A student in the United States on a student visa must notify the International Center of the intent to withdraw from all courses.
        9. Administrative withdrawal

          1. Upon documentation, a registered student who does not attend a high demand course within the first three class periods of a term may be withdrawn administratively by action of the course instructor with approval from the Dean.
          2. Any student who does not meet the course prerequisite(s) as published in the college catalog may be withdrawn administratively by action of the course instructor, through the department chair, after the student has been advised of such action (e.g., noted in the class syllabus).
        10. Unofficial withdrawal

          1. A student who stops attending a class without officially withdrawing will receive a grade which may be a “UW” or “E” at the discretion of the instructor.
        11. Exceptions for changes in registration after the last day to withdraw deadline as noted in the Student Time Table

          1. Withdrawing from individual classes, partial withdrawal exception

            1. Withdrawing from individual classes after the last day to withdraw deadline must be approved by the department chair of the class and may be for extenuating circumstances only and not solely for academic difficulty.
            2. A student petitioning to withdraw from a class after the last day to withdraw deadline must complete and process the withdrawal exception form according to instructions and provide supporting documentation by a qualified individual regarding the extenuating circumstances.
            3. Withdrawal processes must be completed prior to the last day of the term, the last day of finals.
            4. A grade of “W” will appear on the transcript for all withdrawals after the last day to withdraw deadline.
            5. Students receiving financial aid must notify the Financial Aid office of the intent to withdraw.

              1. A financial aid recipient must meet with at least one of his/her instructors to obtain proof of attendance to at least one class session. Proof of attendance is noted on the withdrawal exception form by the instructor’s signature.
              2. Unless proof of attendance is provided, the student will be required to immediately repay all federal funds.

            6. International students must receive written approval on the withdrawal exception form  from the International Center prior to a withdrawal
          2. Withdrawing from all classes, complete withdrawal exception
            1. Withdrawing from all classes after the last day to withdraw deadline must be approved by the department chair in the student’s major course of study and may be for extenuating circumstances only and not solely for academic difficulty.
            2. A student petitioning to withdraw from all classes after the last day to withdraw deadline must complete and process the withdrawal exception form according to instructions and provide supporting documentation from a qualified individual regarding the extenuating circumstances.
            3. Withdrawal processes must be completed prior to the last day of the term, the last day of finals.
            4. A grade of “W” will appear on the transcript for all approved withdrawals after the last day to withdraw deadline.
            5. Students receiving financial aid must notify the Financial Aid office of the intent to withdraw.

              1. A financial aid recipient must meet with at least one of his/her instructors to obtain proof of attendance to at least one class session. Proof of attendance is noted on the withdrawal exception form by the instructor’s signature.
              2. Unless proof of attendance is provided, the student will be required to immediately repay all federal funds.

            6. International students must receive written approval on the withdrawal exception form from the International Center prior to a withdrawal.
        12. Refunds of tuition and fees will be based on institution Policy #507 Tuition Refund Policy.
        13. Appeals

          1. Unusual exceptions to registration policy will be handled on an individual case basis by the Office of the Registrar.
          2. For academic grievances, the channel of appeal will be through the Academic Standards Committee for grade change, withdrawal, etc. by contacting the Office of the Registrar (see institutional Policy #541 Student Rights and Responsibilities).

        14. Students called to active duty in the armed forces, or students who die during the semester, are addressed on an individual case basis by contacting the Office of the Registrar.

        Nancy Bartlett, Policy Facilitator : mailto:Nancy.Bartlett@uvu.edu | 801.863.8156
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