Frequently Asked Questions

Registration, Drop/Add, and Repeat Courses

When is the drop/add deadline?
Courses may be dropped (deleted from the record) or added through the end of the fourth week of classes. For the Fall 2008 semester, this deadline is September 29. Beginning in the second week all transactions must be done on drop/add forms. You need the signature of the instructor of the course you want to add, as well as--if you're an engineering student or a freshman or sophomore who is not yet in an official major--your adviser's signature.
What if I miss the drop/add deadline?
You may petition to add a course after the deadline by submitting a petition form with your signed drop/add slip. If you stopped attending a course before the deadline, or never attended it at all, you may submit a petition stating that. All petitions are reviewed by the Administrative Committee, and you will receive a response.
What if I want to get out of a course after the drop/add deadline?
The faculty policy permits you to withdraw from a course up until the last day of the eleventh week of the semester. Your transcript will show a "W" (meaning withdrawal without penalty), but your internal record will show not only the "W" but the week in which you withdrew from the course. While you are advised to discuss this with the instructor, the written approval of the instructor is not required.
When is the deadline to declare a course S/F?
The deadline is the same as the deadline to withdraw from a course: the end of the eleventh week of the semester. If the course is an elective, you may want to take it S/F rather then withdraw. And, if you are a first-semester freshman or a transfer student in your first semester, you have until the end of the thirteenth week to declare or change the S/F option. This Fall, that deadline is December 4.
How long do I need my adviser's approval to register? Why do I need it at all?
Engineering students always need the permission of their faculty adviser. Freshmen and sopomores who are not yet official majors need the permission of their pre-major advisers. Advisers are prepared to talk with students about requirements and the options open to them, including courses and programs, and often to discuss co-curricular activities and support services and make appropriate referrals. During the sophomore year, students develop and declare their majors, and the adviser mantle passes to the student's major department although, except for engineering students, permission is no longer required.
What is an overload? Underload?
An overload is anything over 19 credits. An underload is anything under 14 credits.
Why do I need to see an adviser in CCAS for an underload, or for an overload if my GPA is under 3.0?
Faculty policy requires students to obtain the Dean's approval to carry an overload or an underload, and students request this by seeing the Dean's delegates in CCAS. The adviser will want to be sure that you are aware of the possible consequences of an underload, and that you know what options are available to you. Students who are not seniors who want to overload although they did not earn a 3.0 in the previous semester, or have unfinished courses, should benefit from a discussion about the meaning behind the faculty's policy, options available, and the possibilities of petitioning the Administrative Committee for special permission.
What should I do if I want to repeat a course?
Students who wish to repeat a course for a grade need to obtain the Dean's approval by seeing an adviser in CCAS. Advisers will discuss the possible consequences, since repeating a course is often not the best option.
What other factors should I be aware of if I'm thinking of repeating a course?
Several things—
  1. It is the second (not necessarily the better) grade that counts in the GPA. Both grades show on the official transcript.
  2. If the first grade was passing, and the second grade is failing, you lose credit for the course completely.
  3. If the first grade was passing and the second grade is also passing, you will lose credit for the first course.
  4. If you repeat a course on the S/F option that you previously failed, you must pass the course the second time in order that the first failing grade be removed from your GPA.
  5. If you repeat a course that you passed the first time you may jeopardize your financial aid, and should talk to a Financial Aid counselor.
  6. Repeating a course at another institution will have no effect on your Rochester transcript and, unless you failed the course here, you will not receive transfer credit.

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Clusters and Certificates

I know there are a lot of Clusters in the Cluster Search Engine, but none of them is exactly what I want. What can I do?
If you would like to create a Cluster that is composed of courses at least two of which come from a single department, go talk to the Undergraduate Adviser in that department. Perhaps the department will propose a modified Cluster to the Curriculum Committee that will incorporate your idea. Alternatively, the department may be willing to endorse a unique modification of an existing cluster for you. Pick up the "Proposal for Exception to Departmental Cluster" at the Academic Services counter and submit it there after the faculty member and you have signed it. The Curriculum Committee will give it a final review.
Can I make my own Cluster?
If you want to design your own interdisciplinary cluster, composed of courses from three different departments, you may apply to the Committee on Individualized Interdepartmental Majors in Lattimore 206. Talking to an adviser in that office, where you can obtain the special application form, should be helpful. You will need to have the endorsement of two faculty members.
Can I use the same course in a Cluster and for other requirements?
There are a number of policies, including "overlap" restrictions, that are outlined at the Cluster site. Review the policies »»
Students in the class of 2010 and later need to submit an official overlap form for every minor and additional major.
Can I use any of the courses that I am using for my Certificate in Clusters, or my major, or my minor?
Unless you are using the completion of a certificate in place of a cluster, when the regular overlap policy applies, you may "double count" your certificate courses in any other way.
 
Is there a special form to sign up for a certificate program?
Yes. Each certificate program has its own registration form which can be obtained at the Academic Services Counter outside of Lattimore 312.
Where do I go to sign up for the Simon School's Business minor?
A group information session in Academic Support.
 
 
Can I get more than one Management Studies certificate?
While you may earn only one Certificate in Management Studies, all tracks that you register for and complete will be listed on your transcript. You must decide in the spring of your senior year which track you would like printed on your certificate. (This certificate will not be available to students who graduate after 2011.)
Do I need to have a minimum GPA to get a Certificate in Management Studies?
Students must earn an overall GPA of 2.5 or higher in their management studies courses in order to receive the certificate.

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Independent Studies and Internships

What is the difference between an Independent Studies course and an internship?
An internship for academic credit is one type of Independent Studies course and falls under the general IS policies and guidelines.
Can I do an internship for credit?
It depends. Faculty policy doesn't permit students to be paid for the same work for which they earn credit. Academic internships need to be planned and implemented under the supervision of a full-time faculty member--the same policies as exist for Independent Studies in general. The typical internship combines 10-12 hours of on-site work each week plus a related academic component such as a research paper or annotated journal.
Can I get academic credit for a summer internship?
An (unpaid) summer internship may be eligible for credit. The academic guidelines are the same as during the academic year. To earn credit during the summer, a student must oficially enroll for the summer term and pay tuition. Independent Studies courses are assessed by the credit hour using the rate in effect for full-time students during the upcoming academic year. Check the summer bulletin for the precise amount. Credit can only be earned for the term in which the work was done.
Why is the Independent Studies deadline three weeks into the semester instead of four?
Each Independent Studies course is individually arranged; there is no way to "catch up" on missed lectures. The three-week deadline acts as a means of ensuring that the work for the course began early enough for it to merit four credits.
How much work do I have to do for an Independent Studies course?
The precise details of the independent study are decided upon by the student and faculty sponsor and should be included on the proposal. This proposal is reviewed by the Dean's delegate before final approval. The amount of work required for the course should be roughly equivalent to the amount of work required for any four-credit course.

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Transfer and AP Credit

Can I take summer courses at a school near my home?
Yes. Students should obtain a Course Approval Form at the Academic Services counter before registering for courses. Approval for elective credit can often be obtained right at the Academic Services counter unless the course is taught on-line, in which case the department, if it is willing, must approve. Courses for the major or minor need the approval of the relevant department. (Transfer courses may not be used in clusters.) Students need to earn a C or better grade in an approved course in order to receive transfer credit.
How do I get transfer credit?
Complete the Course Approval form as described above. Once the course is complete, request that an official transcript be sent to the College Center for Academic Support, Lattimore 312, University of Rochester, Rochester, NY 14627.
How will I know when credit has been awarded?
When a student is awarded transfer or AP credit, a copy of the credit evaluation is mailed directly to the student. Both transfer and AP credit appear on the official transcript, the advising record, and student ACCESS once the credit has been uploaded into the computer system. For AP credit, this usually occurs by the beginning of the spring semester.

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Transcripts and Grade Report

How do I get a transcript, and how long does it take?
You may request a transcript in writing from the Registrar's Office in Lattimore 312, either by submitting the request form available at the Academic Services Counter or sending a fax to 275-2190. You may also request one through UR ACCESS Plus. There is no charge. The average processing time is 2-3 business days. Requests made at the beginning or end of the semester, however, may require more time due to increased volume.
Can I get an unofficial transcript?
The University does not offer an unofficial transcript. You may view your grades via UR ACCESS Plus. Official transcripts may be requested free of charge as noted above.

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Special Circumstances

How long does it take to get an answer to my petition?
It depends on the nature of the petition and on the "timing" of the whole process. Not every petition needs to go to the entire Administrative Committee. In such cases, the response may be expected within days of its submission, although it may take as long as a week or two. The Administrative Committee meets three or four times each semester during the academic year; those petitions that need review by the entire Committee will be answered within one day of the meeting.
What if I want to graduate early? What is the eight-semester rule?
The University's eight-semester tuition regulation states that a student must pay for the equivalent of eight semesters of tuition. (The University expects a student who enters as a first-semester freshman to be enrolled for eight semesters, and a transfer student to be enrolled for as many semesters as the initial classification would indicate.) Advanced Placement credit and courses transferred to the student's record from other institutions may be used toward fulfillment of this regulation. However, credits in excess of 16 per semester that are used for the purpose of accelerated graduation or early completion of graduation requirements must be paid for at the tuition rate in effect at the time the credits were taken. Students thinking of graduating early are encouraged to talk to an adviser in Academic Support.
How do I take a semester off?
Students wanting to leave The College for a semester or more to work, study elsewhere, or to do something else may apply for inactive status by seeing an adviser in Academic Support. (Students accepted into an Engineering major consult their School's Dean's office.) Students need to pay the $60/semester fee prior to each semester they want to be "inactive." Inactive status may not be used by students who want to study abroad and receive credit for their work.

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