Academic Affairs Procedures

NOTE: Please check to be sure that the forms received are from students who are majoring in the College of Sciences only.

Late Schedule Revision and Supplemental Data Forms

  • Supplemental Data Form: use the link embedded in the Schedule Revision Form to generate the pdf
  • Supplemental data forms for students in the B.S. in Biological Sciences should be signed by the advisor or by the undergraduate director/coordinator.
  • 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 advisors as well.)
  • Students should bring the signed forms to the Dean’s Office (Broughton 3211).
  • We welcome recommendations from advisors, undergraduate directors/coordinators and instructors. Those wishing to make a recommendation on whether or not they support the student’s request should send a confidential email to Cheryll Bowman-Medhin.

Academic Advisement Reports and Academic Warning Contracts

  • Academic Advisement Report (Academic Warning Contracts for the College of Sciences may be obtained from the Undergraduate Advisor or the Office of the Associate Dean for Academic Affairs)
  • Advisors should sign the Academic Advisement Report.
  • Academic Warning Contracts for students in the B.S. in Biological Sciences or in an undergraduate degree program in the Department of Marine, Earth, and Atmospheric Sciences should be signed by the advisor or by the undergraduate director/coordinator.
  • For all other programs, the undergraduate director/coordinator and the advisor should sign the Academic Warning Contract.
  • Academic warning holds are being phased out starting in Fall 2016.
  • Students should bring the signed forms to the Dean’s Office (Broughton 3211).

Study Abroad

The following process should be observed for processing the Study Abroad Pre-Approval 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. Courses satisfying the requirements for an academic minor should be approved by the department that houses the minor.
  3. Students should bring the signed forms to the Dean’s Office (Broughton 3211).

Upon the student’s return, the following process should be observed for the Advanced Standing Certificate:

  1. The undergraduate director/coordinator should establish the course equivalencies for all courses not in the transfer database.
  2. Please note: This form goes directly from the department to Teri Caffrey in Records and Registration and not to the dean’s office.

Course Substitutions for Courses not Taken as Study Abroad Courses

  • For courses in the undergraduate major or minor, the undergraduate director/coordinator has the authority and responsibility to make the substitution on the degree audit.
  • For general education courses (not on a course equivalency list), the undergraduate director/coordinator should send the Associate Dean for Academic Affairs an email with the proposed category and an explanation of how the learning outcomes in the course address the category objectives. If the course substitution is approved, the undergraduate director/coordinator should make the necessary changes on the degree audit. (Note that course substitutions using NC State courses should be rare.)

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 Cheryll Bowman-Medhin in Broughton 3211 via campus mail or by the appropriate department representative.

Graduation Clearances and Minor Certifications for Undergraduate Students

Cheryll Bowman-Medhin (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 Cheryll 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, Cheryll will send a Graduation Schedule from Registration and Records to those in each department who are responsible for graduation clearance and coordination.

Undergraduate Re-Examination Requests for Graduating Seniors

Cheryll Bowman-Medhin handles all Re-Examination requests.

  • Re-Examination Request Forms are obtained in the Dean’s Office (Broughton 3211) and students’ eligibility for re-examination must be determined before they may receive the form.
  • Re-Examination Request forms are taken to the course instructor and department offering the course for approval.

The instructor (not the student) must deliver the completed application with the new grade indicated to the Department of Registration and Records to apply the grade change.

Semester Withdrawals

Jamila Simpson approves semester withdrawals (retroactive and in-progress semesters, undergraduate and graduate students) for the college.

  • Students seeking a semester withdrawal should always initiate the process through the Counseling Center.
  • The Counseling Center will contact Jamila directly.
  • Jamila will contact the relevant undergraduate or graduate director for further information. (Undergraduate and graduate directors may choose to solicit additional input from advisors or others before responding to Jamila’s request for information.)

Curriculum Changes – CODA

Cheryll Bowman-Medhin handles all curriculum changes.

  • In the few cases where a paper Curriculum Change Form is used, the students and advisors must complete the appropriate sections and obtain the appropriate signatures and information from their Academic Advisors before submitting the curriculum change form for processing in the Office for Academic Affairs (Broughton 3211). The form is no longer available on-line.
  • 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/Sub-plan
    • Adding an Additional Plan/Sub-plan
    • Releasing/Discontinuing a 1st, 2nd, 3rd Plan/Sub-plan

Student Athlete Declaration of Intent to Major

  • The Intent To Major forms should be brought to the Office of Academic Affairs for signature after they have been signed by the Academic Advisor and the Director of the Academic Support Program for Student-Athletes.
  • Please note that the signature of the Associate Dean for Academic Affairs does not confirm the acceptance of the student to his/her intended academic program/major.
  • The student must then return to the Office of Academic Affairs to pick up and carry the form to the Department of Registration and Records and then to the Faculty Athletics Representative.

Cooperating Raleigh Colleges (CRC) Forms

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

Inter-Institutional Approval Forms

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

Requests for Parental Leave

Two forms are required:

  • Before being submitted to the Associate Dean for Academic Affairs in the College of Sciences (Broughton 3211), the forms must be approved and signed by the following:
    • Faculty Advisor
    • Director of Graduate Programs
    • Department Chair (if appropriate)
  • Once completed and signed by the Sciences Dean’s Office, the form must be submitted to the Dean of the Graduate School and may be submitted by the student or via campus mail.