Student Registration and Records

Office of the Registrar

(813) 974-2000
asktheregistrar@usf.edu
https://www.usf.edu/registrar/

Tampa campus
4202 E. Fowler Avenue
Student Services Building - SVC 1034
Tampa, FL 33620

St. Petersburg campus
140 7th Avenue South, Bayboro Hall 102
St. Petersburg, FL 33701

Sarasota-Manatee campus
8350 N. Tamiami Trail, C107
Manatee, FL 34243

The Office of the Registrar leads the maintenance of student records in all formats as the university’s chief student record custodian. The Registrar team provides accessible registration services that facilitate continuous entrollment and student success. Additional roles consist of leading graduation processes; and creating and maintaining academic programs, courses, and the schedule of classes in the student information system.

The Office of the Registrar provides information and services to students in the University’s Student Self-Service. Using their Net ID and password, students can register and drop/add courses, update contact information, access registration appointment time and hold information, view their grades and order transcripts and proof of enrollment.

The Registrar team ensures institutional compliance of the Family Educational Rights and Privacy Act (FERPA) including students’ rights to inspect, request amendments, and limit access to their student records.

Registration for Admitted Degree-Seeking Students

Continuing students may register via Student Self-Service on or after their registration appointment date and time for their next term’s courses. More information is available at https://www.usf.edu/registrar/register/index.aspx.

Registered students may make course schedule adjustments from the time of their initial registration through the first five days of the term. Deadlines for each term are published at: https://www.usf.edu/registrar/calendars/index.aspx.

Students not registered prior to the first day of classes may register late during the drop/add week (first week of classes); a $100.00 late registration fee is charged for not having initiated registration on time. To avoid financial cancellation, fees are due for all registered courses of record on the fifth day of classes (end of drop/add period).

Administrative Holds

A student may be placed on administrative hold by failure to meet obligations to the University. Students with administrative holds may not be allowed to register, receive a diploma, or receive an official transcript. Settlement of financial accounts must be made in myUSF. Each student placed on administrative hold may determine via Student Self-Service which office to contact in order to clear the obligation. For a current list of common administrative holds and information on how to address them, see https://www.usf.edu/registrar/services/holds.aspx.

Late Registration

USF Regulation 4.0101 https://usf.app.box.com/v/usfregulation40101

All eligible students* attempting to register for the first time after active registration ends must obtain approval from the authorized college/department Academic Regulations Committee.

* An eligible student must be:

1. A continuing USF student,
2. A new student admitted late, or
3. A late readmitted former student returning after three or more semesters.

Late Registration Fee

All degree-seeking students who wait to initiate or attempt registration for the first time during the Late Registration (drop/add period) will be automatically assessed a $100.00 late registration fee.

All Non-Degree students who have not registered for any courses by the end of Late Registration (drop/add period) will automatically be assessed a $100.00 late registration fee.

Any students who successfully petition for late registration or reinstatement following financial cancellation will be automatically assessed a $100.00 late registration fee.

Requests to waive the $100 late registration fee must be submitted to the Office of the Registrar using the Late Registration Fee Waiver Request form (https://www.usf.edu/registrar/documents/forms_2019/late_registration_waiver_request_form_2019.pdf).

Adds

After a student has completed registration on the date assigned, the student may continue to add more courses until the fifth day of the term, otherwise known as the end of drop/add period outlined in the Office of the Registrar’s Important Dates and Deadlines.

For undergraduate students wishing to add a course after the drop/add period, they must use the Academic Regulations Committee (ARC) petition process via Archivum (myUSF). ARC petitions are reviewed by college committees. It is the student’s responsibility to obtain, complete and submit all documentation required by this process. Incomplete petitions will not be considered.

If an instructor has left the university, the student should seek assistance from the applicable academic department.

The process and forms are available on the ARC website (https://www.usf.edu/undergrad/academic-processes/academic-regulations-committee/index.aspx). The forms below are required:

• ARC Petition Form (https://www.usf.edu/undergrad/documents/usf-arc-petition-form.pdf)
• Instructor’s Documentation Form (https://www.usf.edu/undergrad/documents/usf-arc-instructors-documentation-form.pdf)

Drops

A student may drop courses during the drop/add period. Students with holds preventing registration may contact AskTheRegistrar@usf.edu to request a drop or withdraw prior to the applicable deadline. Courses dropped during the drop/add period do not appear on the student’s transcript, and no tuition or fees will be assessed. Refer to the Important Dates and Deadlines  calendar for the drop/add period of a particular term. Students are required to attend the first class meeting of courses for which they registered. See Course Attendance at First Class Meeting for more information.

Withdrawals

After the drop/add period, a student may withdraw from courses between the second and tenth week of the semester; these weeks are shorter for courses in Summer session and alternative calendars. See the Office of the Registrar’s Important Dates and Deadlines calendar.

Tuition and fees will not be refunded for course withdrawals, and the student’s academic record will reflect a “W” grade for each course withdrawal. Under specific conditions, consideration for refund of tuition and fees for course withdrawals may be requested by submitting a Fee Adjustment Request form (https://www.usf.edu/registrar/documents/forms/uro-far.pdf) accompanied by supporting documentation to the Office of the Registrar. Per Florida Board of Governor Regulation 7.002, “A written appeal for a refund or other appeal action must be submitted to the University within six (6) months of the close of the semester to which the refund or other appeal action is applicable.”  Students who withdraw are not permitted to continue attending class.

All undergraduate students will be limited to a total of five course withdrawals while enrolled as a degree-seeking or a Non-Degree student. The five course withdrawals will be limited to three course withdrawals for students with less than 60 semester credit hours, and two course withdrawals for students with more than or equal to 60 semester credit hours. Only in extenuating circumstances will approval be granted for more than five course withdrawals. Appeals for additional course withdrawals due to extenuating circumstances must be submitted to the Academic Regulations Committee in the college of the student’s academic major.

Students should be mindful of the Excess Hour Surcharge Policy when requesting late adds or late withdrawals. See https://usf.app.box.com/v/usfregulation40102.

All undergraduate students enrolled in graduate-level courses while enrolled as a degree-seeking or Non-Degree student taking graduate courses at USF may withdraw from a course after the first week of the semester. To withdraw from a graduate course after the drop period, submit a Graduate Studies Petition (https://usf.app.box.com/v/graduate-studies-petition).

Individual Class Withdrawal

A student who withdraws may receive a grade of “W” up until the posted deadline to withdraw without academic penalty for each term. See the Office of the Registrar’s Important Dates and Deadlines calendar for specific dates.

Beginning the sixth day of classes each semester, individual course withdrawals are enacted by self-service via Student Self-Service after the end of the drop/add period. Students with holds preventing registration may contact AskTheRegistrar@usf.edu to request a drop or withdraw.

The decision about whether or not to drop a class is an academic issue; however, it is your responsibility to understand the financial implications of this decision. Dropping classes may jeopardize future student aid eligibility, including scholarships and student loans.  For more information, visit https://www.usf.edu/financial-aid/know-this/drop-credits.aspx.

Courses from which a student successfully withdraws will reflect a “W” grade on the student’s academic transcript.

Withdrawals for Active Duty Military

Any student enrolled in a course shall not incur academic or financial penalties by virtue of performing military service on behalf of their country. Except in cases where the student and faculty member agree that completion is imminent and possible, the university will process retroactive drop with refund without academic penalty when a student is performing military service. If the course is no longer offered when the student seeks to resume study, an equivalent course may be selected. If the student chooses to withdraw, the student’s record shall reflect that the withdrawal is due to active military service.

The provisions of this section shall apply to:

1. Students who are currently on active duty who receive orders that require reassignment to a different duty station or absence from class for an extended period of time during the term in which they are enrolled; and
2. Students who are members of a National Guard, Air National Guard, or other military reserve unit who receive orders calling them to active duty for operational or training purposes during the term in which they are enrolled, excluding any regularly scheduled weekend and annual training duty; and
3. Students who are veterans and who are recalled to active duty during the term in which they are enrolled; and
4. Students who enlist and whose induction date falls within the term in which they are enrolled.

Contact the Office of Veteran Success (https://www.usf.edu/student-affairs/veterans/) for assistance at ALN 241 or (813) 974-2291.

Appeal for Retroactive Withdrawal

USF Policy 10-006 Registration Changes Including Course Change, Cancelations, Withdrawals, and Auditing
https://usf.app.box.com/v/usfpolicy10-006

A student who has an unexpected life event or other extenuating circumstances during a term may request an exception to USF’s dates and deadlines. A retroactive withdrawal may be requested whenever there are circumstances beyond the student’s control, which make it impossible to complete a course. To initiate the appeal process, the student must submit a Petition to the Academic Regulations Committee.

The Academic Regulations Committee (ARC) Petition process occurs at the college level. Students engaging in this process should contact and submit the relevant documentation to the ARC representative in the college of their declared major. It is the student’s responsibility to obtain, complete and submit all required documentation required; incomplete petitions will not be considered.

Students should be mindful of the Excess Hour Surcharge Policy (https://usf.app.box.com/v/usfregulation40102) when requesting late adds or late withdrawals.

Petitions may be approved if the ARC determines that you experienced extenuating circumstances beyond your control of such severity that the physical or mental ability to drop by the drop deadline was impaired. Such circumstances need to be supported by independent, objective and verifiable documentation.

All submitted documentation is subject to verification. Submission of false, forged or fraudulent information will result in a referral to the Office of Student Rights and Responsibilities.

When possible, the student is responsible for ensuring that all applicable courses are dropped or withdrawn before beginning this process. See Undergraduate Studies’ Guide to the Petition Process: https://www.usf.edu/undergrad/academic-processes/academic-regulations-committee/.

1. Students requesting withdrawals for medical reasons do not typically need to include instructor documentation.
2. If you are petitioning for a Late Withdrawal, Total Withdrawal or Withdrawal Limit Exception for medical reasons, complete Part 1 of the Medical Documentation Form (PDF) at https://www.usf.edu/undergrad/academic-processes/academic-regulations-committee/forms.aspx, and have Part 2 completed by your physician. The Medical Documentation Form should be uploaded into Archivum.
3. All petition requests should be accompanied by a personal statement detailing the nature of your request, and a clear statement of why you feel that you should be granted the requested exception. This statement should include what happened and when it happened, with relevant dates included. Your appeal must also include any supporting documentation that can substantiate the claims made in your personal statement; appeals containing personal statements without supporting documentation will be denied.
   • If you are petitioning to withdraw from select courses in a semester, yet keep other courses, you will need to explicitly address why your situation impacted only those courses to be dropped and not the others.
   • If you stop attending class and have no documentation addressing what prevented a timely withdrawal from the class, your petition will be denied.
4. Ensure that all entries are filled out completely with all the relevant information for your petition type, and that all the proper signatures are obtained. Submit original copies of all the completed forms, your personal statement, and any supporting documentation to the ARC representative in the college of your major (see listing of ARC representatives on the ARC Petition form). Retain copies for your own records.
5. Decisions regarding ARC petitions can be expected within two weeks of submission, if the ARC package is complete.
6. Approved petitions for medical withdrawals will result in a “WC” grade for all applicable courses; “WC” grades denote withdrawals for extenuating circumstances. ARC decisions do not affect fee liability. Students must complete a Fee Adjustment Request through the Office of the Registrar to address fee liability before the applicable deadline.
7. ARC petition decisions by the College ARC may be appealed to the next level in the college. Final appeals to the college decision can be made to the Office of Undergraduate Studies (https://www.usf.edu/undergrad/) in SVC 2002, (813) 974-4051.

Student Records/Transcripts

Student Records

USF Regulation 2.0021
https://usf.app.box.com/v/usfregulation20021

The policies and procedures outlined in this Regulation are designed to implement the provisions of the Family Educational Rights and Privacy Act (“FERPA,” 20 U. S. C. s.1232g) and Sections 1002.225 and 1006.52, Florida Statutes pursuant to which the University of South Florida is obligated to inform students of their rights to review and inspect education records, to challenge and seek to amend education records, to control disclosure of education records, and to contact the Student Privacy Policy Office of the U.S. Department of Education for concerns regarding alleged violations of FERPA or to the appropriate court for violations of privacy if applicable. USF has placed the responsibility for administration of this regulation with the University Registrar.

The student’s USF education record shall not be changed after the student has graduated.

Student Privacy Rights

In the interest of openness and building trust with our students, USF affords students the right to limit data usage and sharing of their information, without having to request non-disclosure of directory information under the Family Education Rights and Privacy Act (FERPA). Pursuant to the requirements of FERPA, the following types of information designated by law as “directory information” can be released, if the student has not requested privacy or non-disclosure:

• The student’s name
• The student’s major field of study
• The student’s participation in officially recognized activities and sports
• The weight and height of members of athletic teams
• The student’s dates of attendance, part-time or full-time status, and degrees and awards received
• The student’s photographic image independent of any additional personal identifiers

All other student data is protected. For more information, see https://usf.app.box.com/v/usfregulation20021.

Students may update their privacy setting in Archivum to limit the sharing of additional information, such as:

1. Include their information and other designated elements in the online student directory.
2. Release directory information about themselves to any third party.

Such updates must be made no later than the end of the second week of classes of the academic term or the student will be deemed to have waived their right of refusal until the next academic term. More information on Student Privacy Rights is available at https://www.usf.edu/registrar/services/privacy.aspx.

Student Information Changes

Notifications regarding changes to legal name, residency, and citizenship should be filed promptly using the appropriate form(s) accompanied by verifiable supporting legal documentation with the Office of the Registrar (https://www.usf.edu/registrar/). Change of local, permanent, and emergency contact addresses; preferred name; and other information included in the student’s permanent academic record should be completed in Student Self-Service.

Preferred Name/Chosen Name

Everyone has a name they prefer to be called, sometimes it’s their legal name, but often it’s not. With Policy 11-009, USF honors students’ chosen, or preferred first names, where able. For more information on where a preferred name will display, please visit: https://www.usf.edu/registrar/services/preferred-name.aspx

Transcript Request

Transcripts may be released only by authorization of the student. For ordering options visit: https://www.usf.edu/registrar/resources/transcript.aspx. NOTE: All holds preventing release of a transcript must be resolved within 30 days of the request, or the order will be cancelled.