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Chapter 3 - General Academic Regulations Chapter 3 General Academic Regulations

REGISTRATION PROCEDURES

Academic Advising

UTSA views sound academic advising as a significant responsibility in educating its students. Academic advisors assist students in developing intellectual potential and exploring educational opportunities and life goals. Many individuals within the UTSA community contribute to the advising process, including faculty and staff academic advisors.

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Students are responsible for seeking adequate academic advice, for knowing and meeting degree requirements, and for enrolling in appropriate courses to ensure orderly and timely completion of their degree programs. Frequent advisor contact provides students with current academic information and promotes progress toward educational goals. Students also are encouraged to develop mentoring relationships with faculty for additional information and support.

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Registration for Classes

Students who attend classes at UTSA must be officially registered or approved to audit a course. Registration instructions are included in the Schedule of Classes issued each semester. Questions regarding registration should be directed to the Enrollment Services Center or the Office of the Registrar.

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UTSA does not guarantee the availability of particular courses or sections, and admission to classes is permitted only until the maximum number of students allowable in any section has been reached. UTSA reserves the right to cancel any course or section in which the number of registrants does not warrant its continuation.

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English Language Assessment Procedure (ELAP)

The ELAP is a mandatory UTSA assessment for incoming international students whose Test of English as a Foreign Language (TOEFL) scores are between 500 and 600 (paper version) or 173 and 250 (computerized version). ELAP tests academic language skills in the areas of reading, writing, listening, and speaking. The test is administered during orientation week at no charge to the student. A registration hold is placed on students until the test is successfully completed.

Students who are required to take English for International Students (EIS) classes and do not register for them or drop them before they are successfully completed will be withdrawn from the University and jeopardize their visa status. Once students successfully complete the EIS classes, the registration hold is removed from their record.

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Late Registration

Late registration permits students who have been admitted to UTSA to register for classes during an allotted time indicated in the Schedule of Classes, which is issued each semester. Instructions for late registration are included in the Schedule of Classes and are available at the Office of the Registrar. Since many courses will have been closed at capacity, late registrants may need to select their courses from a reduced schedule. Students are not permitted to register after the close of the late registration period.

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A late registration fee of $5 is charged from the first day of late registration until the first day of class. Beginning with the first class day, an additional $2.50 per day is assessed. The maximum late registration fee for any one term is $15. This fee may be waived only in extenuating circumstances by the President or his delegate. The late registration fee is not refundable.

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Adding Courses

Students who are registered for courses may add courses to their schedules for a limited time prior to and at the beginning of the semester. Adding a course after the add-period requires the approval of the course instructor and the chair of the department offering the course. After the Census Date in any semester, students may not add courses except in extremely rare and extenuating circumstances as approved by the Dean. The Census Date for Fall or Spring Semesters is the 12th class day; for five- and 10-week summer terms, the fourth class day. The University Calendar in the Schedule of Classes, issued each semester, indicates the deadline dates for adding courses.

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There is a processing fee for adding courses from the first day of class through the Census Date. See the Schedule of Classes for information on the fee amount and the procedure for adding courses.

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Undergraduates seeking to register for or to add a graduate course in any of these time periods must obtain the special approvals specified in the section, Enrollment in Graduate Courses, in the Bachelor’s Degree Regulations chapter of the UTSA Undergraduate Catalog.

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Dropping Courses

Students may drop courses from their schedules for a limited time each semester. The University Calendar in the Schedule of Classes, issued each semester, indicates the deadlines for students to drop courses each term. Courses officially dropped before the Census Date do not appear on a student’s transcript. See the Schedule of Classes each semester for the Census Dates. There is a processing fee for dropping courses from the first day of classes through the Census Date.

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Students who drop courses between the Census Date and the Automatic "W" Date have a record of the courses on their transcripts with an automatic grade of "W." The Automatic "W" Date is the last day of the ninth week of the Fall or Spring Semesters, or of the third week of a five-week term, or of the sixth week of a 10-week term. See the Schedule of Classes for the Automatic "W" date for other shorter terms. The change becomes official after it is processed by the Office of the Registrar. Students dropping courses after the Census Date are not charged the processing fee.

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It is the student’s responsibility to drop a course by the appropriate deadline.If a student fails to drop a course, even if the student does not attend the course, he or she will receive a grade of "F" in the class.

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Faculty and staff will not drop a student from a course automatically for nonattendance; the student must initiate the process and complete any necessary steps to ensure that the class is dropped.

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Under certain circumstances, students may be dropped from courses administratively by college deans. Students who do not meet course prerequisites or who fail to attend a course prior to Census Date may be dropped from courses. If a dean determines that a student should be dropped from a course for these or other documented circumstances, the student will be notified by the college overseeing the course.

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After the Automatic "W" date a student may not drop a course except with the approval of the instructor of the course and the Dean of the college in which the course is offered and then only for urgent and substantiated, nonacademic reasons. Students withdrawing from the University should refer to the section Withdrawal from the University in this chapter.

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Auditing Courses

UTSA students and nonstudents who wish to audit a course may do so with the approval of the instructor and the chair of the department in which the course is offered, provided there is space in the classroom after all registered students have been accommodated. A course must achieve its minimum size without auditors.

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Auditing entitles a student to listen and observe. Participation of an auditor in class is at the discretion of the instructor. No UTSA credit is granted for courses that are audited; no official record is made of enrollment in classes on an audit basis. Due to the format of studio/laboratory use, auditors are not approved for art courses. Students not enrolled in courses at the University are not allowed to audit courses that require the use of the University computing system.

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All auditors must submit an Audit Course Form to the Enrollment Services Center. A UTSA student pays an auditing fee of $25 a course. Auditors who are not registered UTSA students must pay an auditing fee of $50 a course. People over 65 years of age are permitted to audit without paying an auditing fee.

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Permission to audit must be obtained and fees paid beginning the first day of class through the Census Date. Students who register for a course and later want to change the course to an audit must officially drop that course before submitting an Audit Course form.

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Nonstudent auditors who want library privileges may receive them by filling out a Friends of the UTSA Library application at the circulation desk in the UTSA Library and paying a nonrefundable fee. There are limits on the services offered to the Friends of the UTSA Library cardholders; further details are available from the circulation desk.

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Nonstudent auditors who want UTSA parking privileges should go to the University Police Traffic Office with their validated Audit Course Form.

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Cancellation of Enrollment

Students who fail to fulfill admission, registration, or financial requirements, or who otherwise fail to adhere to academic regulations may have their enrollment for the semester canceled. Students may apply for readmission for a subsequent semester provided they have resolved the cause of cancellation.

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Withdrawal from UTSA

Students who find it necessary to withdraw from UTSA (drop all courses for which they are enrolled during a specific semester) must complete a Withdrawal form at the Enrollment Services Center.

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Students may not withdraw from the University later than the Monday preceding final examinations. Students who officially withdraw from the University during the regular drop period receive a grade of "W" in all classes. The Automatic "W" Date is the last day of the ninth week of the fall or spring semesters, or of the third week of a five-week term, or of the sixth week of a 10-week term. See the Schedule of Classes for the Automatic "W" Date for other shorter terms. Students who officially withdraw after the regular drop period receive a grade of "W" for each class they are passing at the time of withdrawal and a grade of "F" for each class they are not passing.

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Students who withdraw from all classes are subject to the UTSA’s academic probation and dismissal regulations. Students withdrawing should refer to the regulations on refunds of tuition and fees, readmission policies, and requirements for maintaining registration. Students withdrawing from UTSA, regardless of the date, are not charged the add/drop processing fee.

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