Staff Newsletter - Spring 2013

Important Dates

10th Day of Instruction - April 12th

  • Last day to petition for Part Time status.
  • Last day to petition for the Employee-Student Reduced Fee.
  • Last day to file for PELP.
  • Last day to drop designated 10-day drop courses.
  • Deadline to File to Graduate in Spring.

20th Day of Instruction - April 26th

  • Last day to drop designated 20-day drop courses.

25th Day of Instruction - May 3rd

  • Last day to opt for P/NP or S/U grading.
  • Last day to change units of a variable unit course.
  • Winter registration holds go fatal for Spring.

Deadline to use PTA's - May 30th

Deadline to use PTD's - June 6th

Spring 2013 Department Liaison Meeting

  • April 26th 10:00 a.m. - 12:00 p.m.
  • location TBA

The Department Liaison Meeting is an excellent opportunity to get updates and information from the different contributing offices. It is also a good time to ask questions and get clarification of procedures from those offices.                                                      

Please join us!

April 2, 2013

The newsletter contains important dates for the term in addition to information about OUR processes that you may not be aware of but are interested in learning about. If you have a topic that you would like to see covered, please contact us at We would love to hear from you. 

For your reference, Newsletters are archived on the Office of the University Registrar's website in the Faculty and Staff section. Note: The website version is text only, so it is much easier to print.

Do You Know About The New Student AggieCards?

Did you know that new incoming undergraduate transfer and freshmen students no longer wait in long lines at orientation to have their picture taken for their AggieCard? Instead they upload a photo of their choosing in advance. Last summer the incoming classes of 2014/2016 were the first to do so. We opened the AggieCard Photo Upload tool on March 15th for the new transfer and freshmen students in the classes of 2015/2017.

Using a digital camera or cell phone, new students can take a headshot, similar to a passport photo taken on a white or off-white background, and upload the digital image to be printed on their AggieCard. Provided they upload their picture, meeting the photo requirements, two weeks prior to their orientation session, the new "Aggie" will be issued their AggieCard at check-in during orientation.

New graduate students can also use the upload tool starting in July and pick up their AggieCard, at their convenience, at the AggieCard Office located in 161A Memorial Union. If you would like more information about this process, check out the AggieCard Upload webpage.

Classification to Resident Petition

Classification to Resident Petition filing period for Fall – opens June 1st

Graduate Coordinators and Advisors:  please remind your non-resident students to prepare to petition for resident status for fall. The filing period is June 1 – September 15, 2013.

Students may access the petition on June 1.

Please share this UCOP publication with your students, especially the new admits, regarding the residence requirements.

We welcome questions from you and your students regarding the requirements. Please contact us at

Late Schedule Adjustments and the Registration Freeze

During the Registration Freeze, students do not have access to SISWeb or Schedule Builder to make schedule adjustments. This even applies to undergraduate and graduate students who have paid and are not part of the drop for non-payment process. Please keep this in mind when issuing Permission to Add (PTA) &/or Permission to Drop (PTD) numbers, since PTA's and PTD's are only valid for 72 hours after issuance.

Once the Registration Freeze lifts, students again may access SISWeb and/or Schedule Builder to make schedule adjustments using PTA's and/or PTD's. If it is vital that the adjustment be made before the Registration Freeze lifts, Students  need to bring a signed memo to the Office of the University Registrar's Office. The OUR staff codes the change. This is the same process used for the Undergraduate Course Change Form. Please make sure that the memo is signed by either the instructor or department for PTA's or the Dean's Office for PTD's.