Fall 2015 Faculty & Staff Memo
UCCS Office of the Registrar
registrar@uccs.edu
719-255-3361
Dear UCCS Faculty and Staff:
As we begin a new semester, the Office of the Registrar would like to remind you of some significant changes, important policies, and deadlines.
Please contact us if you have any questions or concerns.
Significant Dates & Changes:
Students can add full semester classes through August 30. Instructor signature or Permission Number required August 30 through
September 10. The course add period was shortened starting in spring 2015.
Census Date: Students may drop full semester length courses within their myUCCS Portal through September 10 and receive a full
refund.
After Census Date, students can drop full semester length courses through their myUCCS Portal through October 30. These drops are
non-refundable and a grade of W will be assigned automatically.
Students must obtain dean and instructor signatures to withdraw after October 30. If a student is dropping all courses after October 30,
they must obtain a Withdrawal Form from The Office of the Registrar (Main Hall 108). If a student is only dropping a portion of their
courses after October 30, a Course Change Form (Add/Drop Form) can be used.
Refund deadlines apply for full withdrawals. See “Withdrawing from the University” on page 2.
Class rosters are available for faculty through the myUCCS Portal. If you cannot access your class roster, make sure you are assigned to
the class. Your class roster will also list students who have dropped your class.
Family Educational Rights and Privacy Act (FERPA)
The University of Colorado complies fully with the provisions of FERPA. The act was designed to protect the privacy of educational records.
Additional information about FERPA can be found on page 29 & 30 of the fall 2015 Registration Handbook or under Student Rights and
Responsibilities in the online Academic Catalog. Practices, such as posting grades to office doors or on the web, leaving exams or papers in a box or
outside an office where others can access such records, are a violation of student privacy rights. The suggested guideline to follow is that if any
person other than the student or University staff will ever see a document; do not include identifying numbers on the document.
Confirming Student Enrollment
Students must be officially enrolled in a course in order to attend. Faculty can log into their myUCCS Portal to view their class roster. Department
administrative assistants or the Office of the Registrar staff can also look students up in CU-ISIS to help you determine if a person is registered in
your class.
Students are NOT permitted to sit in class to make up an incomplete grade from a prior term without officially registering and paying for the
course. Students who approach you about attending your course in order to make up an incomplete grade should be referred to the Office of the
Registrar. Everyone attending class should be registered and listed on the official class roster. The only exceptions to this rule are persons who
have your permission AND possess either an official campus “audit card” or a “Listening-In” permit issued by the Extended Studies Office.
Please notify the Office of the Registrar (ext 3361) of any persons who are attending your course but are not listed on your class roster after Census
Date.
Dropping and Adding Regular Full Semester Courses
**Financial Aid or Veteran benefit recipients are strongly encouraged to verify the impact of course changes on their eligibility/funding**
Students may drop full semester courses online through October 30. Short courses -- courses that meet less than 16 weeks or start before the
term or after Census Date -- have special drop and refund deadlines which are determined by prorating the normal term deadlines by the number
of weeks the course meets. Students can see the deadlines in their myUCCS Portal by clicking on the calendar icon in their class schedule. After
October 30, approval of both the instructor and dean of the college offering the course is required to drop. There is no refund for courses
dropped after the course Census Date. Please note: Students who drop a class are not permitted to sit in the class after dropping.
Students can add a full semester course in their myUCCS Portal only through August 30. To add a course after August 30, students must be issued
a Permission Number (through the academic department or advisor) or obtain instructor signature on an add/drop form. After Census Date
(September 10), signatures of both the instructor and the dean of the college under which the course is offered are required. The student must
submit the completed form to the Office of the Registrar (MH 108) for processing. Incomplete forms or forms lacking required signatures cannot be
processed.
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Withdrawing from the University (Full Semester Courses)
Students who drop all of their courses (zero credit hours remaining) are withdrawing for the term. Special refund deadlines apply for withdrawing
after certain dates. See listing of Important Dates on page 4.
After October 30, students may only withdraw by special permission of their instructors and the dean of the student’s college or school. After
October 30, the signature of the Bursar’s Office is also required. Refunds for withdrawals are determined by the date the last class has been
dropped; or, the date the completed withdrawal form is receipted by the Office of the Registrar.
Understanding Waitlists
Prior to Waitlist Purge, if instructors wish to allow students to enroll in their courses, they need to email SchedReg@uccs.edu to request an
increase in the enrollment limit, being mindful of the classroom space limit. Requesting an increase to the enrollment limit will allow students to
roll into the course automatically (if they don’t have other problems such as time conflicts, financial holds, etc.).
After the Waitlist Purge, students can get an add slip signed by the instructor and bring the form to the Office of the Registrar, Main Hall, Room
108, and staff will enroll the students, if there are no holds that would prevent the enrollment; and, if the classroom capacity has not been met.
The department may also issue a Permission Number to the student. The student can use the permission number in their myUCCS Portal to enroll
in the course.
After Census Date, students can use an add slip, obtain signatures of the instructor and dean, and then bring the form to the Office of the Registrar
for processing.
For full semester courses, the only way for students to enroll in a course that is closed is by placing themselves on the waitlist (waitlist available
through 08/30/15). Note: The system will allow students to waitlist for more than one section of the same course. Also, the system will allow
students to fully register for one section of an open course and waitlist for another section of that same course. Important: The student will not
roll into a course off the waitlist if they are fully enrolled in an open section of that course and waitlisted for another section (unless that specific
course is repeatable for credit). Students on the waitlist are automatically enrolled in the course if a seat becomes available or enrollment limits are
increased. Instructors may accommodate students on the waitlist by contacting SchedReg@uccs.edu to increase their course enrollment limits
through September 10 (Census Date). Waitlists are purged the morning of August 31 (full semester length courses). After the waitlist is purged,
students may enroll in a closed course by using a drop/add form and obtaining dean and instructor signatures. Students may also acquire a
Permission Number from the academic department that owns the course.
Session
Full Semester-length Courses(C)
First 8 weeks (CMA)
Second 8 weeks (CMB)
Weekend University (CWK)
DMBA (Distance MBA only)
Waitlist Available Through
08/30/15
08/27/15
10/24/15
09/15/15 (full session courses)
08/30/15
Waitlist Purge
08/31/15
08/28/15
10/25/15
09/16/15 (full session courses)
08/31/15
For short courses, the last day to waitlist aligns with the last day to enroll in the course. Waitlists will be purged the following working day.
Email Policy
Email is the official means of communicating with students. To assure the reliability and dependability of using email for communication with
students, all enrolled students have been assigned an official campus email account. Students are expected to check their campus e-mail account
on a daily basis, as this is the method the University uses to communicate with them. Please encourage students in your class to use and check
their email accounts. Information about campus email and forwarding to another account can be found at http://www.uccs.edu/~helpdesk/.
Social Security Numbers
The University of Colorado has discontinued using Social Security Numbers as student identifiers. The Social Security Number is considered
protected information and should not be requested for any identification purposes.
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Office of the Registrar Contacts
General Information and Registration Assistance:
General Email
Karen Ashley
Sherry Cooper
Debra Unterseher
Joanne Mosier
registrar@uccs.edu
255-3361 or 255-3873
255-3361 or 255-3379
255-3361 or 255-3376
255-3381
Room Scheduling (and course information):
DeShaun Bennett:
Susan Defosset:
General Email:
Scheduler
Scheduling Coordinator
255-3839
255-3896
schedreg@uccs.edu
Enrollment Verification:
Marian Harris
Joanne Mosier
255-3387
255-3381
Transcripts:
Debra Unterseher
Extended Studies:
255-3376
255-3498
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Fall 2015 Dates and Deadlines
Aug 10
Fall pre-term session begins
Course start and end dates vary
Aug 19
Last day to enroll in a 4-Payment Plan (see page 14 in Registration Handbook)
Aug 24
Fall semester begins
Aug 30
Last day to register/waitlist for courses through myUCCS Portal without instructor permission (full semester courses)
Aug 31
Waitlist purge (full semester courses)
Aug 31-Sept 10
Instructor signature or Permission Number required to add full semester courses
Sept 10
Pay total tuition in full or enroll in a 3-Pay Payment Plan
Sept 10*
Census Date
Last day to withdraw (drop all full semester length courses) from UCCS with a
100% refund of tuition and most fees
Last day to drop an INDIVIDUAL full semester course with a full refund
No refunds on individually dropped courses after this date
Instructor and dean’s signature required on course adds after Census Date
Sept 18*
Final day to withdraw (drop all full semester length courses) from UCCS with an 80% refund of
tuition and most fees.
Oct 2*
Final date to withdraw (drop all full semester length courses) from UCCS with a 60% refund of
tuition and most fees.
Oct 10
Last day to enroll in a 2-Pay Payment Plan
Oct 30*
Last day to withdraw. After this date, instructor signatures and the special permission of the
student’s academic dean are required on a withdrawal form.
Dec 14-18
Finals Week
Dec 19
Semester Ends
Grades are due within 90 hours after the completion of your class.
Dec 18
Commencement (summer and fall 2015 graduates)
Dec 28
Final deadline for fall grades to be entered in the myUCCS Portal by 11 p.m.
Dec 29
Instructors will not be able to update grade rosters through the myUCCS Portal. All outstanding grade rosters will need to be
completed manually, signed, and submitted to the Office of the Registrar (Main Hall 108).
*Short courses -- courses that meet less than 16 weeks or start before the term or after census date -- have special drop and refund deadlines
which are determined by prorating the normal term deadlines by the number of weeks the course meets. Students can see the deadlines in their
student portal by clicking on the calendar icon in their class schedule.
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