Staff Newsletter - Spring 2014

Important Dates

10th Day of Instruction - April 11th

  • 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.

20th Day of Instruction - April 25th

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

25th Day of Instruction - May 2nd

  • Last day to opt for P/NP or S/U grading.
  • Last day to change units of a variable unit course.

Graduate Student Final Fee Payment Deadline - May 22nd

Deadline to use PTA's - June 5th

Deadline to use PTD's - June 5th

April 1, 2014

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 Preferred Name?

A preferred name is a first name (i.e. given name) that may be chosen to be used instead of legal first name. Students may opt to go by a preferred name that is different from their legal first name. This name will appear, instead of legal name, in the UC Davis Campus Directory and in other university records and documents. The initial implementation and use of Preferred Name will begin on March 27, 2014 with Banner and other campus systems (AggieCard, Library).  Its use will expand as other campus systems or departments express interest in utilizing preferred name.  Legal name will always be used in business processes that require use of the legal name, such as for payroll records, student transcripts and financial aid.

This service is student focused and, although employees are able to change their display name in the UC Davis Campus Directory, these names do not propagate into the student information system.  SmartSite will be modified to utilize preferred first name for employees as well as students. Employee names are maintained in the campus’ Payroll/Personnel System (PPS) and legal name is used in this system. Campus departments that would like to utilize the Banner student preferred name in their system(s) or reporting should email the Office of the University Registrar.

Classification to Resident Petition

The 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 on-line petition will be accessible on June 1.

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

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


Undergraduate students applying for readmission are handled by the Office of the University Registrar. The student must submit the completed and signed application, with the fee, by the appropriate deadline. Postmarks are NOT accepted and late applications will be rejected.  The student may file a General Appeal explaining why they missed the deadline.  Returning military and EOP students are exempt from the readmission fee, but they must indicate their status on the application. In the case of returning military, they must include a copy of their discharge papers. Their readmission is automatic.

If the application is submitted correctly and on time, our office notifies the student and cc's the Dean's Office, that the application has begun processing. Our office only begins processing applications for the next term AFTER finishing the current term.  This is usually about the third week of the current term. If the Dean's Office approves the readmission, our office has a minimum of two business days to activate the student's term. If the student is approved for readmission after the initial fee payment deadline, and they are assessed the late fee, the fee is automatically waived after the 12th Day of Instruction. They do not need to contact our office nor file a General Appeal.