Academic Policies and Procedures

Late Schedule Revision and Supplemental Data Forms

Late Schedule Revision Request and Supplemental Data Forms are used in correspondence with the Academic Calendar terms and deadlines published on the Student Services Center website.

  1. Supplemental data forms for students in the B.S. in Biological Sciences should be signed by the adviser or by the undergraduate director/coordinator.
  2. For all other undergraduate programs, the undergraduate director/coordinator should sign the form. (Note that individual programs may choose to require that students consult with their advisers as well.)
  3. The following should be accompanied by a brief memo:
    • Schedule Revision Requests requiring a Supplemental Data Form (explanation of the circumstances surrounding the request)
    • Schedule Revision Requests to “Add course exceeding repeat maximum” number of attempts (address why course must be repeated and plans to improve academic performance for success, if permission is granted).
  4. Signed forms should be brought to the Office of Academic Affairs, Dean’s Office (Broughton 3211).

Recommendations and support from advisers, undergraduate directors/coordinators and instructors are welcomed and may be sent by confidential email to a designated official in the Office of Academic Affairs.

Academic Forms for Schedule Revision Requests

Study Abroad

Prior to departure, students must obtain and complete a Study Abroad Course Pre-Approval Form as instructed on the form.

  1. The undergraduate director/coordinator should approve all major courses and all general education courses by signing off after each section (see the gray box for GEP courses).
  2. NOTE: Please carefully search the transfer course database to determine transferability of courses taken abroad before seeking approval.
  3. Courses satisfying the requirements for an academic minor should be approved by the department that houses the minor.
  4. Students should bring the signed forms to the Office of Academic Affairs, Dean’s Office (Broughton 3211).

Upon the student’s return, the undergraduate director/coordinator should establish the course equivalencies for all courses not in the transfer database. The process should be observed for the Advanced Standing Certificate:

Academic Forms for Study Abroad

Course Substitutions for Courses Not Taken as Study Abroad Courses

For courses in the undergraduate major or minor, as well as general education requirements, the undergraduate director/coordinator has the authority and responsibility to make the substitution on the degree audit after evaluating how the learning outcomes in the course address the category objectives.

Grade Changes

Grade changes should be requested online by the instructor. In certain instances a paper form will be required. Note: Students should not handle the paper forms. Departments should have the forms delivered to the designated official in the Office of Academic Affairs, Broughton 3211, via campus mail or by the appropriate department representative.

Graduation Clearances and Minor Certifications for Undergraduate Students

The college-level graduation coordinator (Broughton 3211) handles all graduation clearances of major degrees and minor certifications for undergraduate students in the College of Sciences.

  • The entire process is completed online. There is a deadline by which students must submit their applications in SIS. After that deadline, applications may only be submitted in SIS by the college coordinator and/or the graduation coordinator in the Department of Registration and Records.
  • Given the size of our undergraduate population, it is important that applications for graduation be approved in SIS by each department/program, in a timely manner. Every semester, including the first and second summer sessions, the college graduation coordinator will send a graduation schedule from Registration and Records to those in each department who are responsible for graduation clearance and coordination.

Undergraduate Reexamination Requests for Graduating Seniors

A reexamination in one course may be granted to a senior under the conditions outlined in the  Test and Examinations policy, REG.02.20.14 (7. Reexamination for Seniors, 7.1 – 7.3).

  1. Senior Reexamination Request Forms are obtained in the Dean’s Office for Academic Affairs. (Broughton 3211) and eligibility for a reexamination must be determined and approved (signed) by the associate dean or designated official in the Office of Academic Affairs before the student can receive the form.
  2. Reexamination Request forms must then be approved (signed) by the course instructor and department head or designated official of the department offering the course before the examination can be given.
  3. The instructor or designated department official (not the student) will deliver the completed Reexamination Request Form indicating the new grade to the Department of Registration and Records to apply the grade change.

Semester Withdrawals

The assistant dean in the Office of Academic Affairs reviews and approves undergraduate student semester withdrawals (both retroactive and in-progress semesters) for the college.

  • For current semester withdrawals, students seeking a semester withdrawal should initiate the process through MyPack Portal.
  • For retroactive semester withdrawals, students seeking a withdrawal should initiate the process through the Counseling Center. The Counseling Center will contact the assistant dean directly.
  • The assistant dean will contact the relevant undergraduate director for further information. (Undergraduate directors may choose to solicit additional input from advisers or others before responding to the assistant dean’s request for information.)
  • Please Note: An appointment must be scheduled if, during the withdrawal process, it becomes necessary to speak directly with the assistant dean.

Curriculum Changes — CODA

All curriculum changes outside of CODA are handled in the Dean’s Office of Academic Affairs.

  • Please note that CODA (Change of Degree Application) is now the required and preferred process by which students must request curriculum changes.
  • The following curriculum changes can be made in the Office of Academic Affairs, only for curriculum that is part of the College of Sciences and only for students who are majoring in the College of Sciences:
    • Changing a Primary Plan/Subplan
    • Adding an Additional Plan/Subplan
    • Releasing/Discontinuing a 1st, 2nd, 3rd Plan/Subplan

Requests for other curriculum changes will be forwarded to the Department of Registration and Records for processing.

Cooperating Raleigh Colleges (CRC)

Students may take one course at a participating institution, providing:

  1. The course is taken at one of the following institutions: Meredith College, Shaw University, Saint Augustine’s University, Wake Technical Community College or William Peace University.
  2. Seats are available.
  3. The course is required for the student’s degree program.
  4. The course is not available at the home institution during the semester of the requested CRC registration.

The form must have the approval and signature of the academic adviser.

Students should bring the signed forms to the Dean’s Office (Broughton 3211).

Inter-Institutional Approval Forms

Students may take one course at a participating institution, providing:

  1. Seats are available.
  2. The course is required for the student’s degree program.
  3. The course is not available at the home institution during the semester of the requested inter-institutional registration.

The form must have the approval and signature of the academic adviser. Students should bring the signed forms to the Office of Academic Affairs (Broughton 3211).

Readmissions Checklist for Contractual Readmission

Information about readmission process can be found here.

Academic Policies