St. Cloud State University Policies & Procedures

Late Registration Change Link☍

Create PDF: Late Registration Change

Current Status: Approved

Policy Type: Academic

Department/Division: Academic Affairs

Effective Date: 06/10/2014

Last Updated: 09/22/2020

Applies To: Students, Faculty, Staff

Responsible University Officer: Provost/Vice President for Academic Affairs

Policy Owner: Provost/Vice President for Academic Affairs

Policy Contact: Registrar

Rationale

St. Cloud State University desires to maintain the integrity of academic records and student information.  To produce an accurate transcript the office of records and registration will implement strategies to record changes in the status of student registration. 

Policy

A student may always change his/her registration using the online registration system established by the Minnesota State Colleges and Universities system (Minnesota State).  Deadlines for all registration transactions are provided within the online registration system.  A change of registration outside of the deadlines may be requested in writing by submitting a signed Change in Registration form. 

Documentation of extenuating circumstances must accompany the Late Change in Registration form. 

Petitions must be submitted within one (1) year from the end of the term the class was taken.  

Procedure

A change in registration usually results in a change in the student’s transcript (e.g. late withdrawals and late drops). Due to partial term and summer classes that fall outside of the regular class schedule, it is imperative that students be aware of appropriate change of registration dates.  The guidelines below are regarding requests for changes in registration that occur subsequent to the timeline deadlines.

Late Withdrawal

Late Withdrawal:  A change in registration that happens when a student attempts the course but is unable to complete the course or change his/her enrollment status in a timely manner (i.e. more than 80% of the class has been completed) will be considered a “Late Withdrawal” and a “W” will be reflected on the transcript.

  • The student is encouraged to first seek the recommendation of the instructor, research director, or test administrator as well as gather input from academic advisors.  In most instances it is expected that the student communicate with the instructor, research director, or test administrator in an attempt to complete the course rather than petition for a change in registration.
  • Requests for a grade of “Incomplete” should be given priority by instructors, research directors, test administrators, and programs.
  • A consultative process should be used for each request to modify an academic record.  Examples of those to be included in the consultative process include, but are not limited to:  instructor(s), advisor(s), financial aid specialists, student relations coordinators, health care providers and community support provider(s).
  • A late withdrawal is not intended as a means for a student to substitute a “W” for a poor grade on his/her transcript.  Discerning the intent of the petition to change registration is ultimately left to the Dean in the respective college/department/school.
  • Examples of rationale to determine approval of a request for a late change in registration beyond the respective deadline(s) include(s), but is/are not limited to:  Significant issues, an emergency, and circumstances beyond the control of the student.
  • In the event there are emergencies or circumstances that are beyond the control of the student it is expected that ample documentation will be provided to support the claims being made while being sensitive to confidentiality expectations.
  • If a student has completed a course, a Change in Registration Status form requesting a “late withdrawal” will not be approved because the class is completed and the grade has been earned.  Exceptions can only be made if there are extenuating circumstances supported by newly available documentation.

Late Drop

Late Drop:  A change in registration that happens when a student attempts the course but is unable to use the electronic registration system to drop enrollment by the published deadline or there are extenuating circumstances beyond the control of the student will be considered a “Late Drop” and will be removed from the transcript.

  • The student is required to first seek the instructor, research director, or test administrator’s recommendation as well as gather input from academic advisors.  In most instances it is expected that the student communicate with the instructor, research director, or test administrator in an attempt to complete the course rather than petition for a change in registration status.
  • Requests for a grade of “Incomplete” should be given priority by instructors, research directors, test administrators, and programs.
  • A consultative process is to be used for each request to modify an academic record.  Examples of those to be included in the consultative process include, but are not limited to: instructor(s), advisor(s), financial aid specialists, student relations coordinators, health care providers and community support provider(s).
  • A drop is not intended as a means for a student remove a poor grade on his/her transcript.  Discerning the intent of the petition to change registration is ultimately left to the Dean in the respective college/department/school.
  • Examples of rationale to determine approval of a request for a late change in registration include, but are not limited to:  Significant issues/an emergency/circumstances beyond the control of the student.
  • In the event there are emergencies or circumstances that are beyond the control of the student it is expected that ample documentation will be provided to support the claim(s) being made while being sensitive to confidentiality expectations.
  • If a student has completed a course, a “Change in Registration Status” form requesting a “Late Drop” will only be approved if some event or circumstance outside of the student’s control inhibited the student’s performance, (e.g., repeated medical emergencies).  Exceptions can only be made if there are extenuating circumstances supported by newly available documentation.
  • Petitioner should be able to explain the reason(s) it was impossible to drop prior the drop deadline.  Examples include but are not limited to:
  • the course did not convene prior to the drop deadline; or
  • the student was unable to drop due to an error outside the control of the student; or
  • there were errors of omission or commission by the university.

Students are directed to the Business Services Office  for information on tuition refund requests.   

Students who have never attended or attempted a course may contact the Office of Records and Registration.

Reporting

Each semester, the Office of Academic Affairs will provide to the Faculty Association Academic Affairs Committee, a report listing all courses dropped between the student’s last date to withdraw and the end of the semester.  Late drops occurring after the end of the term will be reported to the Academic Affairs Committee as they are processed.

Contacts

Responsible University Officer
   Gregory, Daniel D.
   Provost/Vice President for Academic Affairs
 
ddgregory@stcloudstate.edu
320-308-3143
Owner
   Gregory, Daniel D.
   Provost/Vice President for Academic Affairs
 
ddgregory@stcloudstate.edu
320-308-3143
Contact
   Meendering, Timothy J.
   Registrar
 
timothy.meendering@stcloudstate.edu
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