Registrar

Faculty

Questions about Academic Advising & Registration Frequently Asked by Faculty

Q. It’s getting close to the Course Request Period and I still don’t have my adviser approval codes. May I have them?

A. Adviser approval codes are sent in a packet with your advisees’ audits and new advisee folders. These packets are delivered to department offices on the Friday before registration begins on Monday.

 

Q. I am going on sabbatical for a year, so my advisees will need to be reassigned. How can I get those changes made?

A. Major adviser reassignments will need to come directly from the department. Please send notification of those changes to Molly Thompson. Pre-major adviser reassignments will be made by Dean Bergquist.

 

Q. One of my advisees’ major audits shows Not Satisfied. A substitution will satisfy the missing requirement, allowing for completion of the major. To whom should notification of the substitution be sent?

A. Notification of a variance in major requirements must come directly from the Director of Undergraduate Studies in the major department. The DUS must send written notification to Beth Rogers in the Office of Records.

 

Q. One of my advisees’ CPLE audits is not showing a class to satisfy a requirement that the Undergraduate Catalog says it should satisfy. Who can fix this?

A. Please direct your advisee to the Office of Records. In many cases, this is simply an error in the Degree Audit. We will be able to make the necessary notations on the student’s record.

 

Q. One of my advisees needs a substitution for a CPLE requirement. To whom should I refer him?

A. Students who wish to make a substitution for a CPLE requirement must petition the Committee on Educational Programs. Please refer your advisee to Dean Jones in the Arts and Science Dean’s office.

 

Q. One of my advisees would like to take classes at another institution during the summer. To whom should I direct him?

A. Your advisee will need to meet with one of the deans in order to get initial approval for the transfer work. Once the dean has approved the courses, she will direct the student to the necessary departments for evaluation of transfer credit.

 

Q. Is there a website to which I can direct advisees with general questions about declaring a major/minor, adding/dropping a class, taking a class on a Pass/Fail basis, etc?

A. Yes. Please visit the website for the Office of Records and Institutional Research at www.vanderbilt.edu/cas/registrar.

 

General Information

Q. I would like to make changes to the requirements for a major in my department. How can I do that?

A. Substantial changes to major requirements must be approved by the Committee on Individual Programs. Simple changes such as adding or deleting a course from a bin of possible satisfiers for a requirement need to be made in the Catalog. Please contact Rachel Shackelford in the Dean’s office (3-3141) for more information.

 

Q. I would like to add a new course; make a course unavailable for Pass/Fail; or modify the title, description, or other attributes of an existing course. How can I do that?

A. New courses and course changes must be approved by the College Curriculum Committee. You can download the proper forms through the Forms Locator.

 

Q. I would like to delete a course from my department’s offerings. How can I do that?

A. Deletions can be made during the Schedule Building period. The Office of Records and Institutional Research will send a Schedule Building packet to department chairs a few weeks into each semester.

 

Q. I would like to change the time that my course will be offered. To whom should I direct my request?

A. Please make time changes during the Schedule Building period. If you need to make time changes after the Schedule of Courses has been printed, you must speak with Lisa Wright (3-3155) to check the feasibility of your request.

 

Q. I have specific needs for my classrooms (e.g., overhead projector). Who can help me with that?

A. Please make requests for specific room needs during the Schedule Building period. Each Schedule Building packet includes a Special Facilities Request form that can be used for this purpose.

 

Q. Students who have not signed up for the necessary co-requisite course have requested enrollment in my course. Can I “bump” those students?

A. Once the Course Request Period is over, the Office of Records and Institutional Research will send Bumping and Balancing Instruction packets to department chairs. You can make bumping and balancing requests at this time.

 

Q. My department would like to change our Subject Area code. How can we do that?

A. Your department must submit the following to the College Curriculum Committee: a cover letter explaining that you are requesting a new Subject Area / course renumbering, along with a list of all new courses showing both the new Subject Area & Catalog number, and (for comparison) the old Subject Area and Catalog course number. You are allowed to take advantage of the renumbering to shift courses around if it is helpful, but any substantive changes would require your submitting a proposal to alter that particular course (for example changing any titles, descriptions, etc.) on the normal CCC forms.

 

Q. My department would like to change our major and minor codes. How can we do that?

A. If you want to change the code for the Major and Minor, you must submit the request to the College Program Committee, explaining that you wish to change the names of the Major and Minor offered, as well as indicating the new code you wish to use.

Note: Honors programs are typically coded as tracks within the Major, so there is no separate code. If the name of the Major changes, the name of the Departmental Honors program changes as well.

 

Q. My department would like a list of all of the students who have declared a major or minor in our subject area(s). Can we get such a report?

A. Please request reports from the Office of Records and Institutional Research. If we cannot run the report, we will request one from the University Registrar’s office.

 

Q. I would like to nominate a student to the honors program in my department. How can I do that?

A. The Director of the Honors Program must nominate the student by submitting a Recommendation for Admission to the Honors Program form for Dean McIntire's approval. Once the student is admitted to the Honors Program in your department, the student should be directed to the Arts and Science Deans office to register for any honors courses.

 

Q. I would like to add a student into my class over the limit. How can I do that?

A. If you are adding the student into the class during the Change Period (the first week of classes), write a note of permission and direct the student to take the note to the AA in your department. The AA can add the student into the class over the limit. If it is after the Change Period, the student must petition the Administrative Committee to add the class past the deadline. You should sign a green Add/Drop card to show that the student has your permission.

 

Q. I have a lot of students wanting to add my class over the limit. Can I raise the limit and/or change classrooms?

A. Due to very limited classroom space, we cannot make substantive changes to classroom assignments. Please speak with Lisa Wright (3-3155) for information on scheduling rooms.

 

Q. I need to schedule a classroom for a final exam. Who can help me with that?

A. Information on how to schedule rooms for final exams will be sent to departments toward the end of each semester. Please make any specific room requests at that time.

 

Q. I need to schedule a classroom for a study session. Who can help me with that?

A. Please direct room scheduling requests to Lisa Wright (3-3155).