ELIZABETHTOWN COLLEGE REGISTRATION FAQ's
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HOW ARE REGISTRATION TIME SLOTS DETERMINED?
Registration time slots are assigned first by class (defined by credit hours completed) and then randomly by blocks using last names to create groups of students that are the same size. The groups can be different each semester depending on the number of students in the class that need to register. Thus, during one semester, a student might be part of the first-year group that includes A through C of the alphabet, but as a sophomore, this same student might be part of a group that includes A through H. The group changes in order to keep the number of students who are registering through ECWeb at any given time approximately the same.
We do NOT flip groups that were last to register one semester to first another semester. This wouldn’t be random.
Historically, students had to draw a number by visiting the Registration and Records Office. By chance, students could draw the last registration number every single time or could be lucky and draw the first registration number each time. We continue to construct the registration schedule by random assignment, but now we are randomly assigning groups rather than individuals to registration times.
WHAT ARE THE STUDENTS RESPONSIBILITIES DURING REGISTRATION?
Students are required to consult with their major advisor as to course selection, course sequences, graduation requirements, etc. Consultation with the second major or minor advisor is an expectation, but not a requirement. It is the student’s responsibility to ensure that all graduation requirements have been met and that other requirements, regulations and deadlines have been observed.
WHAT IS THE ADVISING PERIOD OF REGISTRATION?
Prior to registration, students are required to consult with their academic advisor regarding course selection, course sequences, graduation requirements, etc. Appointments should be made with advisors during the period October 28, 2009, through November 13, 2009.
An Advising Hold is placed on the students account until they meet with their advisors. (The Advising Hold prevents students from registering for courses.) Students planning to attend a summer session or take on-line courses should inform advisors of this information so it may be taken into consideration in the selection of courses.
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WHAT IS CONSIDERED AN OVERLOAD?
Students may register for a maximum of 18 credits. Students desiring to take credits in excess of 18 must complete a Petition for Overload Credits. This form is located on-line or in the Registration & Records Office and the Registrar must approve it. The additional fee of $770.00 per credit is charged for each credit in excess of 18 credits. A cumulative GPA of 3.2 is required to carry over 18 credits; the maximum credit load allowed is 20 credits.
Audit Credit hours in excess of 18 credits have an additional fee of $250.00 per credit. An Overload petition must be submitted if students intend to take more than 18 credits.
There are no exceptions to the form submission policy. Students in majors that have overload semesters built into their curricular MUST complete the overload petition for record keeping purposes.
HOW DO I WAITLIST IN A COURSE?
A date and time stamp is associated with each ECWeb course schedule change during Registration. Students on the waitlist for a course are in a specific order from earliest to latest requests. Students are enrolled into waitlisted courses as spaces become available and based on their Waitlisted registration date and time. A message will be sent to the student via email if they are taken off the waitlist and enrolled in a course. Waitlisting for a course does not guarantee enrollment in that course.
If a waitlisted student drops that course from his/her schedule, then the student forfeits his/her place in line for that course. If the student waitlists the course again, he/she will now be at the end of the line instead of the earlier position.
NOTE: ECWeb will not allow students to waitlist for a course if the addition of those credits would put the student into an overload (more than 18 credits). For example, if a student is enrolled in 15 credits, ECWeb will not allow a student to waitlist a 4 credit course. There are two ways to get around this: (1) The student can temporarily drop a registered course, add the waitlisted course, and then re-add the course that was dropped. Students should be sure the course that is being temporarily dropped has plenty of empty spaces so there is no problem re-enrolling. (2) Students may contact the Reg. & Records office and asked to be placed on the waitlist for the course. In addition, a student cannot waitlist a course that meets during the same time as a course in which he/she is enrolled.
WHY CAN’T I REGISTER FOR A CORE COURSE?
A ‘Rising Senior’ includes anyone who has completed 72 or more credits. Seniors and Rising Seniors who would like to take a core class for a free elective may not enroll in the course until after all students have had an opportunity to register.
1. Web registration for core classes will be available to all seniors and rising seniors beginning at 12:00 p.m. (noon) on the last day of Registration Week. Registration into all courses including core will continue until the 5th day of the start of the semester.
2. If you need to take a core class to fulfill a major, minor or core requirement, complete the Verification of Need to Enroll in Core Course Form and return it to Registration & Records before open registration begins.
a. The submission of a Verification of Need to Enroll in Core Course form DOES NOT guarantee enrollment. If the course is found to be an unmet requirement for a major, minor or core requirement, the student will be enrolled in the core course, if space is still available.
b. If the course is full, the student will be waitlisted in the section they requested. Please supply alternate options on the form to avoid an unsuccessful enrollment when the course is required for graduation.
c. Student requests that are denied will be notified of the denial and the reason for the denial via the students Elizabethtown email address. A denial is to ensure that Core courses remain available to students who need a seat in a particular area of core in order to complete their graduation requirements. We are not trying to prevent you from taking the course; instead, we are trying to ensure that students who have not been able to complete this area of core or this requirement for their major/minor have an opportunity to do so. If there are still open seats at the end of the initial registration period, you will be able to add the course as an elective (Friday, Noon) using ECweb.
SHOULD I REGISTER IF I AM PLANNING TO STUDY ABROAD?
Students who have applied to study abroad or off campus during a particular semester should register for a normal on-campus load of courses while waiting for acceptance by their hosting program. Once accepted by the hosting program (BCA, American University, etc) the student needs to contact Amy Simes (x1347, Simesa@etown.edu) to complete the study abroad enrollment process.
HOW DO I REGISTER IF I AM CURRENTLY STUDYING ABROAD OR OFF-CAMPUS?
Students studying abroad are governed by the same registration policies as our domestic students.
Students currently abroad or studying off campus are governed by the same registration rules as students studying on-campus. While abroad, students are required to keep their Elizabethtown email account open and check it regularly. Web registration instructions and notifications will be provided to students via email by Dr. Simes several weeks prior to open registration.
Students should regularly check their Elizabethtown email and ECweb accounts for notifications from Registration and Records as well as announcements related to advising, registration and graduation in Campus News.
The Online Preliminary Registration (check-in) process must be completed even though you are studying abroad.
Other Registration responsibilities include:
1. Students must be in communication with the instructor of any RBI (“Register by Instructor”, aka “Permission of Instructor”) course offering to get on the class list. Students must satisfy all prerequisites and co-requisites for each course offering.
2. Time conflicts must be resolved between both instructors and the student. Notification of a “Time Conflict Resolution” can be sent to Registration and Records upon approval.
3. Students are responsible for using their ECweb account to verify that all HOLDs against their registration have been lifted. If a hold exists, please contact the office that has implemented the hold. No pre-enrollments, core verifications, overloads, etc. will be processed while a hold exists on a student’s account.
4. Verification of Need to Enroll in Core Course forms for seniors and rising seniors (students that have completed 72 or more credits) must be submitted prior to open registration. Students should be in touch with their advisors concerning this requirement and the advisor can submit the form on the student’s behalf.
5. Overload petitions must be submitted if students intend to take more than 18 credits.
6. Registration times are based on completed credits and the times indicate when you may begin the registration process. The time slot does not limit you to registering during this time; registration will remain open until the fifth day of the beginning of each semester.
My off-campus study ( or AP/CLEP) credits are not appearing on ECWeb?
Students that completed an Off-Campus Approval Form to take coursework off-campus over the summer and requested an official transcript sent to Elizabethtown should verify that this coursework is on your Elizabethtown transcript. (“My Grades” window in ECWeb) If the coursework does not appear, contact Registration and Records to inquire if a transcript was received. If not, the student is responsible for contacting the institution (of the approved course) to request them to forward an official transcript to Elizabethtown College, attention Registration and Records Office.
First-Year Students who took AP exams and received a score of 4 or higher (unless otherwise noted) should verify that they received credit for the equivalent Elizabethtown course. (“My Grades” window)
First-Year Students and Transfer Students who took coursework at other colleges, and requested an official transcript sent to Elizabethtown, should verify that the courses have transferred. (“My Grades” window)
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HOW DO I REGISTER FOR AN INDEPENDENT STUDY?
Independent Study Applications are due in the Registration and Records Office by 5PM on the 1st day of class each semester.
The student is responsible for proposing the content of the course, but faculty sponsor, dept. chair, and IS Committee are responsible for ensuring quality of the project. Students work largely independently, with oversight from a faculty supervisor and the course does NOT appear in the college catalog.
The Independent Study does not carry an additional tuition fee because the student assumes the bulk of the responsibility and there is less oversight from the sponsoring faculty member. Exception: the addition of the course puts the student into OVERLOAD.
HOW DO I REGISTER FOR A DIRECTED STUDY?
Directed Study forms (with ALL required signatures) are due in Registration and Records by 5PM on the 5th day of class each semester. The circulation of this form is the student’s responsibility.
The course already appears in the college catalog but it is not offered when a student needs/wants to take the course. An additional tuition fee per credit is charged and must be paid in the Business Office BEFORE the course can be added to the student’s schedule. The fee is charged because a directed study requires a moderate amount of faculty supervision.
HOW DO I REGISTER FOR A TUTORIAL?
Tutorial forms (with ALL required signatures) are due in Registration and Records by 5PM on the 5th day of class each semester. The circulation of this form is the student’s responsibility.
A course is classified as a Tutorial when a faculty member agrees to provide a student with instruction for a course that is not offered in the catalog. The faculty member is responsible for developing the content of the course (not the student). The Tutorial form is the same as the Directed Study form and it is available in Registration and Records for pickup.
An additional tuition fee per credit is charged and must be paid in the Business Office BEFORE the course can be added to the student’s schedule. The fee is charged because a tutorial assumes the greatest amount of faculty supervision.
WHAT IS THE DEADLINE FOR INTERNSHIP CONTRACTS?
Internship Contracts (with ALL required signatures) are due in Registration and Records by 5PM on the 3rd Friday of each semester.
Through internships, Elizabethtown College offers students the opportunity to apply and augment their classroom learning with real-world experience. Internships can assist students with deepening and sharpening their personal learning and career goals. They provide opportunities for students to demonstrate their knowledge in work and practice settings, gaining confidence and skill as they integrate the abstract/theoretical with the practical and applied.
Please refer to the college’s online catalog for a more detailed description of the Internship Guidelines.
The student should check with the department governing the discipline in which they wish to complete an internship. Some departments have their own internship (practicum) contracts, otherwise, Registration and Records provides a generic internship contract for student and departmental use.
WHAT IF MY DEGREE AUDIT (aka GRAD REPORT) IS NOT CORRECT?
The Degree Audit is an electronic version of an Advising (Check) Sheet. It is available to students and their academic advisors through ECWeb. The degree audits match the student’s course work against the requirements for a degree and note which requirements are met and which still are required. Students are encouraged to review these materials at the start/end of every semester.
While the degree audit is usually accurate, at times the complicated nature of a program may lead to inaccuracies. If there are inaccuracies, students are responsible for reporting these to the Office of Registration and Records. The degree audit correction form is available online or in the Registration and Records Office for pickup. An error in the degree audit does not change the actual requirements for graduation; in particular, unfulfilled requirements are not waived because of degree audit errors. The responsibility for understanding and meeting degree requirements rests with the student.
Check Sheets are available from the Office of Registration and Records’ website. These sheets list the requirements for a program and can be used by students to track their progress.
A student’s registration may be delayed as a result of unpaid account balances, incomplete academic records, disciplinary sanctions, failure to meet with the advisor, failure to complete the preliminary check-in process, failure to provide current off-campus address information, or incomplete health records. For full-time students, the Student Health Record must include a recent physical and evidence that all required immunizations are complete.
WHAT ARE THE COURSE ADD/DROP/WITHDRAWAL DEADLINES?
· Deadline for Adding Courses
Students may add courses to their schedule up until 5 p.m. on the fifth class day of the semester via the College Web system.
· Deadline for Dropping Courses
Courses dropped from a student’s schedule during the first four weeks of a semester do not appear on the student’s academic record. Drop request forms are available in the Office of Registration and Records. The completed form must be signed by the academic advisor and returned to the Office of Registration and Records.
· Deadline for Course Withdrawal
Students withdraw from classes through the Office of Registration and Records. The course will not appear on the permanent record if the student withdraws (i.e., drops) on or before the end of the fourth week of the semester. From this time to the end of the 11th week, a withdrawal appears on the permanent record with a grade of W. All withdrawals after the end of the 11th week of the semester receive a grade of WF unless the withdrawal is from College and is for medical reasons, in which case a W is recorded for each course. A student may not withdraw from individual courses for medical reasons. A grade of WF is calculated into the student’s average as though it were an F.
A student is not dropped or withdrawn from a class simply by discontinuing attendance or by notifying the professor.
The completion of any registration change is the responsibility of the student, not the faculty member or advisor.
Seniors should keep in mind that dropping or withdrawing from a course could jeopardize their graduation clearance.
Class attendance policy is determined individually by faculty members. It is the position of the College that the above-average student should be given some freedom of judgment as to attendance needs, while the average student must, of necessity, be encouraged or required to maintain a record of regular attendance. Each faculty member announces his or her attendance policy at the start of each Semester.
A professor or the College may dismiss a student from a course for excessive absences. Such a dismissal in the first through fourth weeks of the semester results in removal of the course from the student’s record; after the fourth week, a grade of WF is recorded for the course. A student may appeal to the Academic Standing Committee for reinstatement to the course. Students are responsible for consulting with the professor in the case of absences due to illness or other personal problems.
WHAT MUST I DO TO REPEAT A COURSE?
Courses that are eligible to be repeated must be taken at Elizabethtown College and not at another institution as a transfer course. The most recent grade is final and is used in the calculation of semester and cumulative grade point averages. A course must be repeated in the same manner in which it was originally enrolled (i.e., a course normally cannot be repeated as a Directed Study unless it was originally registered as a Directed Study).
Students may repeat any course in which they earned an F or NP. Under certain conditions, students may be able to repeat a course in which they earned a C- or a grade in the D range. To do so, the following conditions must be met: The course to be repeated must be in their major/minor or be a course that is a prerequisite to a Core Program requirement.
The student must have the approval of their advisor and the major/minor Department Chair.
The student must file a repeat registration card in the Office of Registration and Records. Failure to do so will result in a duplication of credits earned which could possibly delay graduation, and a decrease in the cumulative grade point average.
Students in good academic standing (2.00 or better) may elect to audit courses provided they do not preempt regularly enrolled students and they have the permission of the professor teaching the course.
The requirements for the audit are determined by the professor.
Audit courses carry neither academic credit nor grade. Audit credits are included in the total credits to determine full-time status and overload charges.
Students may add a course for audit or change a course registration from audit to credit during the first week of class only. Change of course registration from credit to audit cannot be made after completion of the fourth week of the semester. Once a course has been audited, it may not be taken for credit. Likewise, a course that has been completed for credit may not be repeated and recorded as an audit course.
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