The Office of the Registrar: An Overview of Policies and Procedures

The drop/add period runs throughout the first week of classes (refer to the academic calendar for dates).

Students initiating registration during this time will be assessed a late registration fee.

Students may drop their courses or withdraw from the University during the drop/add period with no record of enrollment and without financial liability for tuition and associated fees.

ADD/DROP Courses

A student must contact the professor and follow the necessary procedures that have been instructed by the professor and set forth by the respective academic department.

Class Overrides/Permission Numbers

• Courses dropped after the drop/add period and through the 11th week of the semester are recorded on a student’s transcript as a ‘DR’, i.e., dropped. Students are financially responsible for all courses dropped with a DR grade. Non-attendance or non-payment will not constitute a drop.

• Student may appeal the deadline for a late drop by submitting the Appeal to Drop/Withdraw Form. Appeals will only be approved if one of the following circumstances apply:1. Death of a student or an immediate family member

• Immediate family members are parents, spouses, children, and siblings. A copy of the death certificate and documentation establishing a relationship to the deceased is required.

2. Involuntary call to military service. • Copy of orders is required.

3. Illness of student of such severity or duration to preclude completion of courses.

• Confirmation by a physician is required.

• The submission deadline is six months after the end of the term which the student wishes to appeal.

• Students can choose to appeal either all or individual courses for that semester.

• The review-and-decision process for an appeal generally takes 8-10 weeks.

(2011-2012 University Undergraduate Catalog, p. 49)

Late Drops

• For students to either declare or change their major, they need to submit an Academic Program/Plan Declaration or Change Form to the desired academic department for approval.

• The approved form is then submitted to the Registrar’s Office for processing.

Declare/Change of Major Forms

• The Course Repeat Policy, commonly known as the “Forgiveness Policy,” is a method by which undergraduate students may repeat a limited number of courses, provided that the initial grade earned is less than a C (Effective Fall 2009).

• Students must submit a Course Repeat Form after retaking the course and earning a higher grade.

• Courses taken at another institution cannot be used to “forgive” FIU courses.

• The Forgiveness Policy may not be used once a degree is conferred.

• Undergraduate students may use the Forgiveness Policy to replace up to three grades.

• The Forgiveness Policy is being phased out for graduate students; they may no longer use the Forgiveness Policy for courses taken in or after Fall 2011 (see page 40 of the 2011-2012 University Graduate Catalog for more information on the discontinuation of the Forgiveness Policy as it pertains to graduate students).

Forgiveness Policy

• An “incomplete grade” (IN) is a temporary symbol given at the discretion of the instructor for work that has not been completed.

• An incomplete grade must be made up within two consecutive semesters after the initial taking of the course.

• The faculty member must submit a Change of Grade Form within the allocated time or the IN will default to an F at the end of the second semester.

• The student MUST NOT register for the course again when making up an incomplete grade.

Incomplete Grades

• Once submitted, end-of-semester grades (except incompletes, which default at the end of two consecutive terms) are final. They are subject to change only through a Change of Grade Form to correct an error in computation or transcription, or where part of the student’s work has been unintentionally overlooked (2011-2012 University Undergraduate Catalog, p. 51).

• Change of Grade Forms must be approved and signed by the professor of the course and the Dean of the College or School to which the course corresponds.

• If the Change of Grade Form is for a course that ended more than a year after the form is completed, it also requires the approval and signature of the Provost.

• Speak with your Office Manager or Department Chair about obtaining a Change of Grade Form if you require one.

• If your academic department no longer has Change of Grade Forms, they can request more from the Office of the Registrar. In order for us to give an individual Change of Grade Forms, we require that they have:

• A memorandum on University letterhead signed (MUST have signature; no initials) by the Department Chair or Dean. This memorandum must contain the name of the individual picking up the forms, the individual’s Panther ID Number, and the number of forms being requested.

• An FIU Faculty/Staff Panther Card.

All department representatives that wish to submit Change of Grade Forms in person must bring a valid FIU Faculty/Staff ID to the Office of the Registrar in PC 130. Forms will not be accepted from representatives who are not carrying a valid Faculty/Staff ID.

Change or Correction of Grades

• Students eligible for multi-term registration will be given an enrollment appointment date to register for Fall courses during the Summer enrollment period.

• Eligible Undergraduate Students• New Students:

• New first-time-in-college and transfer students admitted for Summer or Fall will automatically qualify.• Continuing Students:

• Less than 60 earned credits: students must be in good academic standing with a cumulative GPA of 2.25 or better.

• 60 or more earned credits: students must be in good academic standing with a cumulative GPA of 2.25 or better. (CLAS was previously a requirement)

• Eligible Graduate Students• New Students:

• New students fully admitted for Summer or Fall (students provisionally or conditionally admitted are ineligible for multi-term registration).

• Continuing Students: • Continuing students in good academic standing with a cumulative GPA of 3.0 or better.

• Students registering for multiple terms will be expected to remit payment for their courses at the beginning of each respective semester. Similarly, students receiving financial aid will receive their aid at the start of each new term.

(Source: Office of the Registrar’s Website)

Multi-Term Registration

• Appeals to reinstatement courses dropped for non-payment must be filed in writing on the prescribed form with the Student Financials Office by the time specified on the cancellation notice.

• Reinstatement will be considered for all courses on the class schedule at the time of cancellation.

• All students whose registrations have been reinstated will be assessed both a late payment fee and a late registration fee.

Enrollment Cancellations: Payment

• Warning: An undergraduate student whose cumulative GPA falls below a 2.0 will be placed on Academic Warning.

• Probation: An undergraduate student on Academic Warning whose term GPA falls below a 2.0 will be placed on Academic Probation. The College/School of the student on Academic Probation may indicate the conditions which must be met in order to continue enrollment.

• Dismissal • An undergraduate student on Academic Probation whose cumulative and semester GPAs fall below a 2.0 will

automatically be dismissed from his/her program and the University. • An undergraduate student will not be dismissed prior to attempting a minimum of 20 semester hours of

coursework.• The student has 10 working days to appeal the dismissal decision. This appeal must be made in writing to the dean

of the College or the School in which the student is admitted.• The dismissal from the University is for a minimum of one year. After one year, the student may apply for re-

admission to the University in the same/different program, or register as a non-degree seeking student.• Dismissed students who are re-admitted or registering as non-degree seeking students after sitting out for one

year are placed on Academic probation.

• These same requirements apply to graduate students, with the exception of the required minimum GPA (graduate students must maintain at least a 3.0 cumulative GPA).

Academic Standing

CLAS requirement is no longer required as of July 1, 2009.

CLAS Requirement

• Undergraduate students wishing to apply for graduation must be officially declared into their major and have completed at least 102 credits toward their degree.

• Graduate students wishing to apply for graduation must be registered for at least one credit in the semester in which they are attempting to graduate and have a 3.0 cumulative GPA. The number of minimum completed credits needed to apply for graduation varies between type of graduate degree.

• Students apply online through MyFIU. If the student does not meet the Minimum State Requirement, the system will alert them that they are not eligible to apply for graduation for that term.

• Students are encouraged to meet with their advisor to ensure that the experience runs smoothly and that there are no delays in the process.

• After the application submission deadline, the Office of the Provost disseminates information about the Commencement Ceremony to all graduation applicants via their FIU Email.

• Students can also obtain information on the ceremony by visiting the Commencement website at: http://commencement.fiu.edu.

Applying for Graduation

• Effective July 1, 2009, Florida Statute 1009.21 (6)(a) amended to reflect significant changes in classifying students as residents or non-residents for the purpose of tuition assessment.

• The major changes pertain to the new requirements for establishing initial classification and the limited instances where non-resident status may be changed to resident status through the reclassification process.

• Submitting a Residency Reclassification Application is not a guarantee for approval.

(2011-2012 University Undergraduate Catalog, pp. 55-56)

Residency Reclassification

• The 1997 Legislature passed House Bill 1545, which mandates that undergraduate students pay additional charges for the third time that a student either takes or attempts the same college credit course.

• Attempted hours mean those hours dropped/withdrawn after the drop/add period or failed.

• Withdrawals, incompletes and dropped courses will be subject to the tuition surcharge, if they are fee liable.

• How to Appeal the Surcharge? http://www.youtube.com/watch?v=UWA69lUh7B8

(2011-2012 University Undergraduate Catalog, p. 59)

Repeat Course Tuition Charge

For a student entering a community college or university for the first time during the 2009-2010 academic year and thereafter, the University will require the student to pay an excess hour surcharge equal to 50% of the tuition rate for each credit hour in excess of 120% of the number of credits (144 credits) required to complete the baccalaureate degree program in which the student is enrolled.

(2011-2012 University Undergraduate Catalog, p. 59)

Excess Credit Charge

A $30 non-refundable application fee will be charged to the student's account upon enrollment.

Registration is permitted on a space-available basis.

Applicants denied admission to the University will not be allowed to register as non-degree students for a period of one year.

No more than 15 undergraduate-level credits and 12 graduate-level credits earned as a non-degree seeking student may be counted toward a degree.

Non-Degree Seeking Students

• Course transferability is subject to department and/or university requirements.

• Course(s) not approved by the academic advisor may not be transferred.

• Incoming FIU Transient Students • Once a student has finished taking course(s) at FIU, they must request an official copy of their

transcript to be sent to their home institution (the cost of a transcript request is $10.00).

• Outgoing FIU Transient Students• If the student is receiving financial aid and would like their transient courses to be covered by

financial aid, they must submit the following documents 5 days prior to the last day to pay tuition and fees:

• -Concurrent Enrollment Form • -Printed copy of the Transient Form• -Copy of the student’s course schedule• -Paid receipt from the Host Institution

• Outgoing students must also remember to request an official transcript to be sent to FIU at the end of the semester.

Transient Students: www.flvc.org

• Academic Salvage/Amnesty• Input all transcripts (external degrees and external courses)• Posting of transfer credits• Input all test credits (CLEP, CAPE , IB, AP, DANTE/DSST, A-

LEVEL)• Panther Degree Audit issues as it pertains to transfer credits.• Update Milestone-Flent/Flex, Summer, CLAS Exemptions• Building/set up of Transfer Equivalency Rules

Transfer Credit Processing Center(sass@fiu.edu/305-348-2933)

Steven Kelly University Registrar (305)348-1105 kellys@fiu.edu

Andrea Jay Interim Registrar (305)348-7347 Andrea.Jay@fiu.edu

Sri Medam Associate Registrar (IT/Security/Access to Student Records) (305)348-8099 Srilakshmi.Medam@fiu.edu

Valerie Boza Assistant Registrar (Registration and Service) (305)348-1382 bozav@fiu.edu

Danny Ramirez Computer Support Analyst (305) 348-7349 drami002@fiu.edu

Laura Benavides Supervisor of Graduation (305)348-7346 laura.benavides1@fiu.edu

Maria CastrillonSupervisor of Records (Forgiveness Policy, Program/Plan Forms, Change of Grade, and Transcripts)(305)348-2320Maria.Castrillon@fiu.edu

Jenel PattersonCoordinator (University Catalogs)(305)348-7377Jenel.Patterson@fiu.edu

Carolina VenturaCoordinator(Student Athlete Certification)(305-348-1384)cventura@fiu.edu

German CruzCoordinator(Registration and Service)(305)348-0347cruzg@fiu.edu

Martha CabreraEnrollment Support Officer(Enrollment Verification, Non-Degree Seeking Students, Transient Students)(305)348-2305Martha.Cabrera@fiu.edu

Office of the Registrar Website: http://registrar.fiu.edu

Telephone Number: (305)348-2320Fax Number: (305)348-2941

Live Chat is also available on our website andthrough My.FIU.edu