Staff Newsletter - Fall 2015

Important Dates:

10th Day of Instruction - October 7th

  • 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 - October 21st

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

25th Day of Instruction - October 28th

  • 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 - November 13th

Deadline to use PTA's - December 4th

Deadline to use PTD's - December 4th

September 30, 2015

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: Because email programs vary in how they display this email newsletter, you may find the website version allows for easier printing.

Did You Know the Office of the University Registrar has Moved?

The Office of the University Registrar has moved to 3100 Dutton Hall (third floor). We have a great new service area! We will be hosting an Open House on Friday, October 2nd from 8:15 a.m. to 9:45 a.m. Please come by and say "Hi", tour our new space and indulge in a few treats!!!

SHIP Waiver Deadlines Have Changed

Student Health and Counseling Services (SHCS) moved the SHIP waiver deadlines from the 15th of September, December, and March to the 10th of each month. Moving up the due date of the SHIP waiver five days allows the SHCS additional time to process SHIP waiver information by the Fee Payment deadline. When working with students, please note that approved waiver applications may take 10 business days to post to a student’s account, if fees have assessed. Therefore, if a waiver is submitted within 10 business days of the Fee Payment Deadline, the campus practice is to advise students to pay all fees (including the SHIP fee). If the waiver is approved, the student’s account will be refunded accordingly. Students who fail to pay all fees assessed to their student account by the Fee Payment Deadline may be dropped for non-payment.

Changes to the Readmission Application

On July 1, 2015, the paper readmission application was retired to allow students the ability to access the online readmission application form. With this enhancement, students are now able to access the form through the Office of the University Registrar’s website. The online form is linked to the Online Advising Student Information System (OASIS) and students can monitor the status of their form from the Forms & Petitions tab.

Students now have the option to pay the readmission fee by credit card or they can print and mail in the application with their payment. EOP eligible students and students returning from United States military service are not required to pay the application fee. EOP eligible students will bypass the payment portion of the workflow and their application will automatically advance to the college for approval once their form is submitted. Students returning from military service will be able to upload a copy of their discharge papers along with their readmission application. The OUR will manually review the supporting documentation and advance the form to the college as necessary. As such, the new Readmission Deadlines will be:

  • Fall- August 31
  • Winter- October 31
  • Spring- January 31

Graduate Student Late Adds

If a graduate student has not registered by the 12th day of instruction, then SISWeb and Schedule Builder registration shuts down for them and they are not able to register. In order to be allowed to register late for the current term, the student must:

  1. Acquire a memo from the Graduate Program Faculty Adviser approving late registration. The memo should include a PTA number, obtained from the Graduate Program Coordinator, for just one course (including the number of units, if it is variable), a reason for why the registration is late and a statement that fees will be paid (either by the student personally or by the department).
  2. The memo then goes to Graduate Studies for their approval.
  3. If approved, Graduate Studies will authorize the University Registrar's Office to enroll the student in the course associated with the PTA. This enrollment will assess fees and reinstate access to Schedule Builder registration allowing the student to make other schedule adjustments.

Please note that only Graduate Studies has the authority to allow graduate students late registration.

Graduate Student Drop for Non Payment Process

Graduate students who have not paid tuition, fees and any outstanding balance due by the Graduate Student Final Fee Payment Deadline may be cancelled from their future term, and all registered classes for the future term will be dropped for non-payment.

Graduate students who wish to re-register after having been dropped for non-payment for the future term must:

  1. Pay all current term tuition and fees, the late registration fee, and any outstanding balance due.
  2. Take proof of payment to the Office of Graduate Studies. The Office of Graduate Studies will reactivate the term.
  3. Once reactivated, register for classes via Schedule Builder.

Graduate students who choose to withdraw from the current term or not to be reactivated for the future term, are still responsible for current term tuition, fees and any outstanding balance due. If their future term is not re-activated, they may be required to formally reapply to UC Davis graduate program for any future term.