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Chapter 3 General Academic Regulations Chapter 3 General Academic Regulations

RECORDS AND CLASSIFICATION OF STUDENTS

Classification Terms

Graduate Degree-Seeking Student. A student who is admitted to a graduate degree program, unconditionally, conditionally, or conditionally on academic probation.

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Special Graduate Student. A student who is admitted to UTSA for the purpose of enrolling in graduate and/or undergraduate courses in one or more colleges of the University without entering a degree program.

Non-Degree-Seeking Graduate Student. A student who registers for courses but does not intend to work toward a degree at UTSA.

Note: A graduate student who wishes to work on a program to meet the requirements for teacher certification or for a certificate endorsement must be admitted as a graduate degree-seeking student or special graduate student (not a special undergraduate student). He or she must apply to the College of Education and Human Development Advising and Certification Center for an official analysis of the requirements that must be met before he or she can be recommended for certification.

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Definition of a Full-Time Graduate Student

A full-time graduate student (degree-seeking, special, or non-degree-seeking) is enrolled in 9 or more semester credit hours of graduate credit during a Fall or Spring Semester or in 5 or more hours of graduate credit during the entire Summer Semester.

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Verification of Enrollment and Degree

UTSA student enrollment and degree verifications are reported by the National Student Clearinghouse (NSC). For students on financial aid this means that UTSA electronically submits enrollment verification statuses to the NSC at several key periods during the semester to keep their enrollment status up to date with loan guarantors, services, or lenders. The NSC also provides enrollment status and deferment information to the Department of Education’s National Student Loan Data System. This service provides for more efficient processing of enrollment information for financial aid loans.

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The NSC also provides enrollment and degree verification for nonlending institutions, such as travel agencies, healthcare companies, and prospective employers. Students who do not want to have their directory information, such as enrollment and degree status, verified in this manner should contact the Office of the Registrar to request that this information be kept confidential.

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Transcripts

Official transcripts of all coursework taken at UTSA are available at the Enrollment Services Center, by fax, or by mail. See the current Schedule of Classes for details on how to request a transcript.

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Transcripts from other institutions submitted to UTSA become the property of the University and are not reproduced or mailed to other institutions, agencies, or individuals as an official transcript.

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Official transcripts are not issued for students who have a financial obligation or other commitment outstanding to the University until the obligation is cleared.

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Release of Academic Records

All official certifications with regard to the academic performance or status of a student or former student of UTSA are made by the Office of the Registrar.

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UTSA transcripts and other information from a student’s academic records are released by the Office of the Registrar only upon written request from the student or other person authorized by law under the Family Educational Rights and Privacy Act of 1974. Exceptions may be made in response to a subpoena or court order, under other circumstances as allowed under the Family Educational Rights and Privacy Act of 1974 (FERPA), or as provided in the policy on releasing directory information set forth in Chapter 2 (About UTSA) of UTSA Information.

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Catalog of Graduation

Graduate students have six years from the semester of original registration to complete a graduate degree program under the catalog in effect at the time of initial registration at UTSA, provided they are continuously enrolled at UTSA. If a student drops out for one or more long (spring or fall) semesters, he or she has the option of re-enrolling under a subsequent catalog. These students will have six years to complete degree requirements under the new catalog. In the event that certain required courses are discontinued, substitutions may be authorized or required by the appropriate graduate program committee

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Change of Major, Degree, or Classification

Students who wish to change their majors, degree objectives, or classifications must obtain the required forms at the Office of Graduate Studies. The change is not official until the student is admitted to the new degree program or certification program. Classification changes (e.g., special graduate to degree-seeking) requested during any semester will not be effective until the following semester.

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Change of Name

A student’s name on official records at UTSA is the name under which the student applied for admission, unless an Address and Personal Information Change Form has been processed through the Office of the Registrar. The official University transcript will carry the current name and the most immediate previous name, if any. Address and Personal Information Change Forms should be supported by appropriate legal documentation.

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Change of Address

Currently enrolled students who have changed their addresses must notify the Office of Graduate Studies on the appropriate form or on the UTSA Web site in ASAP. Official notification of change of address is necessary for proper identification of student records and for accurate mailing of correspondence, and information pertaining to graduation requirements. Students who are applying for graduation should specify on the Application for Graduation if the address change also affects the address to which the diploma is to be mailed.

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