Staff Newsletter - Winter 2015


10th Day of Instruction - January 16th

  • 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 - February 2nd

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

25th Day of Instruction - February 9th

  • 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 - February 26th

Deadline to use PTA's - March 16th

Deadline to use PTD's - March 16th

January 5, 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.

Do You Know About Senate Policy Changes?

Graduate Student Repeat Rules Change - The Academic Senate updated DD Reg A540F to change the repeat rules for graduate students. Whereas, previously a graduate student could repeat up to a maximum of nine units, the rule has been changed. Now a graduate student can repeat up to a maximum of three classes, irrespective of the unit value of those classes. Please contact David Garrison (, 752-0216) with questions about this change to policy.

Permanent Incomplete Grades - In 2010 the Academic Senate approved a change to DD Reg A540 that would make an unresolved incomplete grade permanent after three years, effective for all incomplete grades assigned after September 1, 2010. This means that if three calendar years elapse after the assignment of an incomplete grade, and the incomplete grade has not lapsed to an F because of lack of enrollment by the student, the incomplete grade would stay on the student’s record. At that point the grade would never lapse to an F, nor would the student be able to make up the work and resolve the Incomplete. However, the student would be permitted to reenroll in a class for which they have a permanent incomplete grade. Please contact David Garrison (, 752-0216) with questions about this change to policy.

Online Part Time Application

Beginning Winter 2015, the Part Time Status Application will be solely online. The Part Time Status Application  will be available each term, starting with Pass 1 Appointments and closing on the 10th day of instruction. Please visit the Office of the University Registrar website to review information about Part Time Status.

Note: only students with senior standing, who have not gone Part Time Status due to “Graduating Senior”, will be offered the “Graduating Senior” option on the Part Time Status Application.

Dean's Honor List Report

Prior to Fall 2014, if a student met the Dean’s Honor GPA cutoff for any given term, the Dean’s Honor List notation was posted to the student’s record as part of the End of Term processing for the term. After EOT, any corrections/additions/deletions that needed to be made to the Dean’s List required the Dean’s Office contact the University Registrar’s Office to make the correction.

Good news!!! Deans’ Offices will no longer need to contact the OUR to make the corrections. Beginning Fall Quarter 2014, the Office of the University Registrar is launching a new report. If there is a late grade submission or retroactive change that affects the DHL notation, this report will allow the OUR to make corrections for those students whose GPA and/or student level has changed after EOT processing.

New Staff Changes

August 2014 brought two new staff members to the OUR. Joining us are Heather Redmon, the Academic Service Unit Analyst, and Kylie Podsakoff, the Enrollment/Student Services Manager. A complete list of "Who Does What” in the OUR and a printable phone list, can be found on the OUR website.