Registration and Records
Student FAQ's
Q. How do I declare my Campus Name?
A student obtaining a legal name change or gender marker change must complete the Personal Identifiable Information form and supporting documents directly to the Office of Registration and Records.
A campus name is a name by which a student will be known to faculty, staff, and students on-campus ONLY. Any communication for federal reporting, billing, or communication with non-campus individuals or organizations will utilize legal name. For more information on campus name protocols, please contact the Office of Diversity, Equity, and Belonging located in the BSC, room 247. Instructions for requesting a campus name are found in JayWeb Instructions for Students .
Q. What are the Term and Subterm Code Definitions used in JayWeb and the Course Listing?
The Academic Year is comprised of three semesters, fall, spring, and summer. Our winter term is appended to our spring term; but it does have a unique term definition for scheduling purposes: FA for Fall; WI for Winter; SP for Spring, and SU for Summer. In addition, each term may/may not include a subterm definition. Please visit our Academic Term and Subterm table for more information on definitions associated with course scheduling.
Q. Where can I find information on classroom building/room code assignments on my schedule?
Registration and Records has created a web page titled Building and Classroom Numbering Guidelines to aid students and their families in the navigation of their course registrations. In addition, the residential course Listing page highlights course instruction classifications like online (ONLN), hybrid (HYBR), and Remote (RMTE) for the Fall 2020 academic semester.
Q. Where do I find JayWeb instructions?
JayWeb Instructions are found on the Office of Registration and Records Forms and Petitions navigation.
Q. What are definitions of Online, Remote, and Hybrid associated with course registration ?
The fall schedule has been updated to include a schedule row to assist in defining instruction method. We are using:
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- "EC ONLN" - the class is offered exclusively asynchronously and fully online
- "EC RMTE" - the class is offered virtually (for all students) but with one or more scheduled synchronous sessions (as specific days and times).
- "EC HYBR" - the class is offered as a combination of Face-to-Face (and remote for those approved) and distance (with the distance learning for all students being either synchronous or asynchronous).
Faculty will provide a more in-depth explanation of the above in their individual course syllabus for the course.
Q. How do I change my Major/Minor declaration (s) ?
Registration and Records works collaboratively with Academic Advising on the management of Student Declaration changes. We have a web page dedicated to the declaration process.
PLEASE NOTE: First-Year Students do not officially declare a major/minor until the Spring. There is a unique process for FY students to declare programs using a form incorporated into the Preliminary Check-In Process as part of the spring semester.
Q. Where do First-Year Students find information on Transfer Credit Policy?
The Online Catalog is the best resource for researching academic policy. But, we have a web page dedicated to addressing some of the most commonly asked questions pertaining to Transfer Credit Information .
Q. How was my schedule created by the Orientation Scheduling Team?
Our office has a web page dedicated to frequently asked questions relating to your first-semester schedule .
Q. How can I order a Transcript?
Registration and Records has a webpage dedicated to Transcript Requests . Enrolled students have access to their unofficial transcript 24/7 in JayWeb. They may also request an official transcript through JayWeb. Alumni may chose an appropriate option for transcript ordering as outlined on our Transcript Requests webpage.
Q. How can I update my address and telephone information?
An enrolled student may update their address and telephone information through:
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- The submission of a Personal Identification Change Form
- JayWeb - Online Forms - Update Student Information .
Q. When do I Register for Classes?
We have a dedicated web pages established for all Registration related questions.
Q. How do I get my Registration Clearance Updated if I am unable to be on campus?
If a student is unable to have a face-to-face meeting with their academic advisor, please send your advisor an email to arrange a phone call to discuss your registration plans. Registration and Records will not release a students registration clearance unless directed to do so by the students academic advisor, or department chair in the absence of the academic advisor.
Q. How do I petition for an overload?
Students enrolled at Elizabethtown College may petition to carry an overload (19, or 20 credits) in a particular term. The Overload Petition is on our forms page. If a student is unable to be on campus, we offer an emergency electronic Overload Petition is located in JayWeb under online forms. A full explanation of the overload policy is in our online catalog under the Academic Policies section.
Q. How do I register for a Core Course as a Rising Junior or Senior (72 or more completed credits)?
Seniors and Rising Seniors (students with 72 or more earned credits) are prohibited from enrolling in Core courses via JayWeb until after all students have had an opportunity to register. Seniors and Rising Seniors who need to take a course that is a core offering to fulfill a major, minor or core requirement, should complete the Verification of Need to Enroll in Core Course Form BEFORE registration week opens. The submission of this form does not guarantee enrollment, if the course is full you will be waitlisted in the course. Forms are processed on a first-come/first-serve basis. This policy exists 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.
Q. How do I get registered for a course I need to graduate?
Registration and Records assists department faculty with course pre-enrollments when a student, with an officially declared major or minor in the departments course discipline, is required to keep the student on track for graduation.
Rising Seniors may not register for Core Courses unless they are required for a declared major/minor that can be completed prior to graduation. Registration into a Core course is managed by the Office of Registration and Records once a student completes 72 or more credits.
Q. How do I get into a class classified as RBI, Register by Instructor?
When a course is classified as a Register by Instructor , the course instructor must by contacted by the student to request registration or enrollment into the course. All Register by Instructor courses are added to student schedules after registration week, as the instructors submit them to the Office of Registration and Records for processing.
If a student met with a faculty member and a course, such as research or capstone, does not appear on your schedule two weeks after registration, please contact the faculty member about having the course added.
Q. Can I take a course off-campus and have the credits transfer back to E-town?
Students are required to submit an off-campus approval request to the Office of Registration and Records PRIOR to enrolling in a course at another college or university. ORR must ensure that the course will be accepted for transfer, the course has been previously evaluated by department governing the discipline, and the request is in accordance with academic policy. ORR is not required to award transfer credit when a student fails to seek prior written approval.
Q. Who do I talk to if I disagree with a Transfer Course Evaluation?
Transfer evaluations are executed in collaboration with the department chair governing the course discipline. If you believe the equivalency assigned should be re-evaluated, please send a copy of the course syllabus and your rationale for the appeal to regandrec@etown.edu . We will coordinate the second review on behalf of the student and then email you directly with the outcome.
Q. How do I initiate my FERPA rights?
The Office of Registration and Records has a webpage dedicated to the Family Educational Rights and Privacy Act (FERPA) . FERPA forms are found on the dedicated web page for face-to-face forms submission . In addition, an enrolled student may submit their FERPA rights through JayWeb. Below are the JayWeb links for ease of submission.
Q. What is the "Non-Program Course" requirement on my Grad Report?
On January 17, 2014, the U.S. Department of Education introduced the 150% Direct Subsidized Loan Limits for first-time borrower’s. These new regulations limit a first-time borrower’s eligibility for Direct Subsidized Loans to a period not to exceed 150% of the length of the borrower’s education program (“the 150% limit”). Under certain conditions, the provision may cause a first-time borrower who has exceeded the 150% limit to lose interest subsidy on their existing Direct Subsidized Loans. You can review the U.S. Department of Education's on their Federal Student Aid website Moving Ahead for Progress in the 21st Century Act (MAP-21)(Public Law 112-141).
In compliance with the regulation, every students Degree Audit will include a group requirement titled "Non-Program Courses" to capture course (s) taken by the student that does not satisfy a program (major, minor, concentration, certificate), core, or as a free-elective taken to satisfy the 125 credit minimum required for degree completion.
This is NOT a graduation requirement. The "Non-Program Course" group is used for reporting purposes ONLY and it may be ignored by students and their academic advising team. Any student impacted by this regulation will be contacted by our Financial Aid Office.