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Advising Handbook

Dropping Courses

Students can drop and add classes online from when registration opens through the second week of the semester. First-year students and sophomores who are not yet official majors need to meet with their advisors first to have the advisor “hold” lifted.

Beginning with the third week of the semester through the end of the fourth week of the semester, Drop/Add Forms (available at the Academic Services Counter in Lattimore 312) must be used. Students can drop a course by submitting a Drop/Add Form to the Academic Services Counter.

First-year students and sophomores who are not yet official majors, as well as all Hajim School students, need to secure the signature of their undergraduate or faculty advisor on the form. Hajim School students also need their department stamp on the Add/Drop Form before it can be processed.

There are additional policies concerning dropping calculus courses. See the drop policy for calculus page for more information.

One- and Two-Credit Courses

The deadline to drop one- or two-credit courses, whether full- or half-semester courses, is the end of the third week of the course (assuming the course began at the start of the semester).

If the course begins after the start of the semester, the deadline to drop a one- or two-credit course is the end of the second week of the course.

NROTC Students

NROTC students must additionally obtain permission from the professor of naval science to drop or add a course. In no case may they reduce their course load below 12 credit hours. Failure to meet these requirements may result in the loss of scholarship benefits and/or removal from the NROTC program.

Add/Drop Form Instructions

Fall 2020 Student Drop/Add Form Instructions

  1. Please use UR Student as much as possible to adjust your schedule. Many students find it is helpful to use the edit feature within UR Student to make adjustments to their schedule. You might also wish to view the instructions for how to drop/swap and add courses (pdf) and the troubleshooting guide (pdf) available on the UR Student resource page.
  2. While you are waiting for your drop/add form to be processed, ask the instructor to provide you with a link to attend class and/or ask the instructor to manually add you to the course’s Blackboard page (instructions for adding a user to a Blackboard course). Instructors needing to share Zoom links with students “shopping around” for courses can find directions on how to provide these links outside Blackboard at the learning activities for synchronous online classes page. If instructors need help with students “sitting in” their class, or assistance teaching with Zoom, they should email ASE Instructional Technology at ase_inst_tech_serv@ur.rochester.edu.
  3. Note that September 9, is the last day to add or drop a course using UR Student. After this date, all course changes must be done with a drop/add form.
  4. Be sure that you have verified that there are no existing time conflicts for the changes you are making BEFORE you submit the drop/add form. If there is a time/conflict, you must resolve it as noted below.
  5. If you need to use the online drop/add form (pdf), complete each section of the form starting with the semester drop-down in the top right corner.
  6. There are no CRN’s for courses in UR Student. In UR Student each course has a course subject, number and section number (e.g., MATH 161-2). Please use this format when using the online drop/add form. (Don’t use the CRN section of the online form. Start in the ‘Subject Area’ section of the form).
  7. Students in the Class of 2024 and students in the Class of 2023 who have not declared their majors, should speak to their advisor about any proposed changes to their schedule.
  8. All undeclared and declared Hajim students (engineering, computer science, or engineering science) will need an email from their undergraduate coordinator, submitted along with the drop/add form, indicating approval for the schedule change.
  9. If there is a TIME CONFLICT, it is suggested that students register for the course that is the most difficult to get into first and then email BOTH instructors for overlap permission. (see #12 below). Note: The College deans are discouraging faculty from approving time conflicts except under compelling circumstances.
  10. If the course is CLOSED, please email the instructor to see if it’s possible to get into the course (see #12 below).
  11. Once completed, save the form to your desktop.
  12. Email the completed form as an attachment to ccasrec@ur.rochester.edu.
    1. If there is a time conflict, forward those emails, with the drop/add form, to ccasrec@ur.rochester.edu. No further action is required.
    2. If the course is closed, forward the email from the instructor giving permission, with the drop/add form, to ccasrec@ur.rochester.edu. No further action is required.
    3. Beginning September 10 (when online drop/add closes), students will need instructor approval to add a course. Please forward the email from the instructor giving permission, with the drop/add form, to ccasrec@ur.rochester.edu. No further action is required.
  13. After the form is sent to undergraduate records, it will be reviewed/approved by our administrative staff and then sent to the Registrar’s office to be processed.

Spring 2020 Student Drop/Add Form Instructions

  1. Complete each section of the online drop/add form (pdf) starting with the semester drop-down in the top right corner.
  2. Save the form to your desktop.
  3. Email the completed form as an attachment to ccasrec@ur.rochester.edu. (Students are not required to review the form with their undergraduate or faculty advisor prior to submitting the form.)
  4. After the form is sent to Undergraduate Records, you will receive an email from a CCAS advisor before the Drop/Add form can be processed.

Transcripts

Courses dropped before the end of the fourth week of the semester will be deleted from the transcript and the advising record. Beginning with the fifth week, and thereafter through the last day of the eleventh week of classes, courses will appear on the advising record with a “grade” of W and the week in which the course was dropped, and on the transcript with a “grade” of W (the week is not specified).

Underloads

Underload approval is required if the program consists of fewer than 14 credits, and will not be granted for programs comprising fewer than 12 credits.

Students should be aware of the fact that dropping below 12 credits before the four-week deadline will affect all financial aid. Only students enrolled in at least 12 credits may receive University grants and scholarships. Dropping below 12 credits even after the four-week deadline may also change TAP, Pell, and loan eligibility. Students contemplating such actions should be referred to the Financial Aid Office.

Varsity athletes wanting to drop below 12 credits should be referred to Athletics and Recreation, since NCAA regulations are strict on this point.

International students are not permitted to drop below 12 credits. There are rare exceptions and students must always consult with International Services Office (ISO) and an advisor in CCAS.

Part-time students who are also University of Rochester employees using tuition benefits should check the tuition benefit policy.

Full-time students who drop below 12 credits will be sent a warning letter at the end of the semester.