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  3. Student Registration Policy

Student Registration Policy

Policy Author:
EPC

Responsible Office-Department:
Registrar

Effective Date of Policy:
August 23rd, 2021

Purpose:

Establish guidelines around addressing Student Registration

Scope and Applicability:

Students and Faculty

Policy Narrative

Undergraduate Registration

Students register for classes online. Advance registration is held for each semester, inter-semester, and summer session. Students advance register on a priority registration schedule based upon class status as defined by credit hours earned (inclusive of accepted transfer credits). Within their class, underclassmen register on the basis of credits earned. Students pursuing an Honors Program degree, as well as student athletes, may register on the day prior to the opening of the registration window for their class. Registration will be blocked for any student whose financial obligations to the university are not resolved. It is therefore strongly recommended that students with unresolved financial issues contact the Office of Student Accounts in advance of the opening of their registration window so that such matters may be resolved in time for registration. Registration windows remain open throughout the drop/add period for the term. Some courses require special permission in order to enroll and therefore must be processed in the Registration office. Permit forms may be downloaded from the Registrar’s web page. 

Students plan their schedules assisted by faculty advisors, and make payments to the Student Accounts Office according to the regulations published in the University Catalog and announced by the Student Accounts Office. Students complete and submit their registration worksheet electronically to their advisor for review and approval. Advisors may wish to meet with their advisees prior to approving the student’s proposed education plan. Once the advisor approves the plan, the student will receive notification by email, thereby enabling the student to register online. NOTE: The advisor’s approval of the plan does not constitute registration in courses: the student must complete the online registration process in order to be registered in courses. In order to register, students must comply with New York State immunization laws. Refer to the Student Services: Health Services section of this catalog for further details.

In the event of cancellation of a scheduled class by the University, any students registered in the class will be notified via their Daemen email account or telephone. The student is recommended to contact their faculty advisor and/or the Office 57 of Academic Advisement for assistance in selecting a replacement class. Every effort is made to ensure that students are informed of cancellations as expeditiously as possible and effectively assisted in revising their schedules.

Undergraduate Changes in Registration

There are two types of changes which may be made to a student’s schedule:

  1. Drop/Add: completed online during the first week of classes (exact dates are published in the Academic Calendar on the Daemen web page). Dropped courses processed during the drop/add period are not reflected on the transcript. 
  2. Authorized Withdrawal/Change in Status from Credit to Audit: completed in the Registration office. After the last date for drop/add, a student wishing to withdraw from a course must file an official withdrawal form (and secure all required signatures) by the last date for authorized withdrawal for the term (approximately two-thirds of the way through the term; exact date is published in the Academic Calendar published on the Daemen web page). Please note that non-attendance does not constitute an official withdrawal and may result in receipt of an Unauthorized Withdrawal or a failing grade in the course.

In exceptional cases, the student may petition the Committee on Academic Standards for an authorized late withdrawal. Written recommendations from the student’s advisor and course instructor(s) and appropriate documentation of the reason for the withdrawal request must be provided to the Committee. Course withdrawals are reflected on the transcript. A petition for a late withdrawal will not be considered after a final exam for that course has been taken or equivalent assignments (e.g., final project) have been submitted.

Repeated patterns of withdrawal will be cause for review by the Committee on Academic Standards. Course withdrawals/changes in status from credit to audit may also have tuition implications and adverse financial aid consequences. Students who receive financial aid should consult with a Financial Aid Counselor to determine if the withdrawal(s) will affect continued aid eligibility. They should also consult the financial section of this catalog for tuition implications.

Repeating a Course

A student may need or desire to repeat a course for a better grade. Students are encouraged to discuss the matter with their academic advisor. When a course is repeated at Daemen, only the higher grade is used in computing the grade point average, although both grades appear on the transcript. In instances where the student transfers a repeat of a Daemen course, the Daemen grade is deleted from the student’s GPA, although the grade continues to appear on the transcript. Repeating a course may affect New York State Tuition Assistance Program (TAP) eligibility. Please note that TAP will not pay for courses for which a passing grade was received unless the student is registered for at least twelve (12) credit hours of TAP eligible course work in ADDITION to the repeated course. Please refer to the Financial Considerations section (below) for further information relative to course repeats and TAP eligibility. Consult separate departmental sections of this catalog for additional restrictions on course repeats.

Financial Aid Considerations

NOTE: Decisions to repeat courses, drop courses, or take incomplete grades should be made only after careful consideration by the student and consultation with the student’s academic advisor and a Financial Aid Office advisor. Repeating a course may affect New York State Tuition Assistance Program (TAP) eligibility. Please note that TAP will not pay for courses for which a passing grade was received unless the student is registered for at least twelve (12) credit hours of TAP eligible course work in ADDITION to the repeated course. In determining full-time (twelve [12] credit hours) status, credit bearing courses must be applicable to the student’s program of study as a general education requirement, a major requirement, or elective. Credit bearing courses not integral to the student’s program of study cannot be included as part of the minimum full-time (twelve [12] credit hours) requirement. Additionally, a student will be deemed to meet the full-time or part-time study requirement in his/her last semester of eligibility if the student takes at least one course needed to meet his/her graduation requirements and the student enrolls in and completes at least twelve (12) semester hours or its equivalent. TAP recipients should make careful reference to the Satisfactory Academic Progress chart in the Financial Aid section of the Catalog to determine not only whether there will be an immediate effect on student aid eligibility, but the effect any decision to drop or repeat courses will have on the student’s future ability to maintain satisfactory academic progress. The offices of Financial Aid and Academic Advisement are able to assist students in clarifying both immediate and long-term educational goals.

Graduate Registration

Registration for new graduate students is carried out individually by appointment in the student’s graduate program office. New students register on a rolling basis following submission of the tuition deposit. At that time, the student will meet with his/her advisor to review any transfer credit, review graduate program policies, and, if appropriate to the graduate program, develop one’s Plan of Study. Online registration may be processed at that time or the advisor may approve the plan during the meeting and then have the student complete his/her registration online. Depending upon the departmental policy, returning students may advance register in their graduate program office or by submitting their electronic worksheet to the advisor. The student will receive an email notification once the advisor approves the plan, thereby enabling the student to register online. NOTE: The advisor’s approval of the plan does not constitute registration in courses, i.e., the student must complete the online registration process in order to be registered in courses.

Registration windows open in November for the Spring and Intersemester terms and in April for the Fall and Summer terms. Registration windows remain open throughout the drop/add period for the term. Some courses require special permission in order to enroll, thereby requiring that a student complete the appropriate permit form (forms may be downloaded from the Registrar’s web page) and submit the fully signed form to either the Registrar’s office or the advisor. Students may check their registration online on Self Service. In order to register, students must comply with New York State immunization laws.

In the event of cancellation of a scheduled class by the University, any students registered in the class will be notified via their Daemen email account or telephone and recommended to contact their faculty advisor and/or graduate program office for assistance in selecting a replacement class. Every effort is made to ensure that students are informed of cancellations as expeditiously as possible and effectively assisted in revising their schedules.

Changes in Registration/Course Withdrawals (GRADUATE)

There are two types of changes which may be made to a student’s schedule:

  1. Drop/Add: completed online during the first week of classes (exact dates are published in the Academic Calendar on the Daemen web page). Drops processed during the drop/add period are not reflected on the transcript. 
  2. Authorized Withdrawal: completed in the Registration office. After the last date for drop/add, a student wishing to withdraw from a course must file an official withdrawal form (and secure all required signatures) by the last date for authorized withdrawal for the term (approximately two-thirds of the way through the term; the exact date is published in the Academic Calendar published on the Daemen web page).

Please note that discontinuance of attendance or notice to the instructor does not constitute an official withdrawal and may result in a grade of Unauthorized Withdrawal (UW) or a failing grade in the course. In exceptional cases, the student may petition the Graduate Committee on Academic Standards for an authorized late withdrawal. A written recommendation from the student’s advisor, course instructor(s) and appropriate documentation of the reason for the withdrawal request must be provided to the Committee. A petition for a late withdrawal will not be considered after a final exam for that course has been taken or equivalent assignments (e.g., final project) have been submitted.

Authorized withdrawals are reflected on the transcript. Students are advised to refer to the Financial Information section of this bulletin for financial implications applicable to authorized withdrawals.

REPEATING A COURSE

A student may need or desire to repeat a course for a better grade. Students are encouraged to discuss the matter with their academic advisor. When a course is repeated at Daemen, only the higher grade is used in computing the grade point average, although both grades appear on the transcript. In instances where the student transfers a repeat of a Daemen course, the Daemen grade is deleted from the student’s GPA, although the grade continues to appear on the transcript. Repeating a course may affect New York State Tuition Assistance Program (TAP) eligibility. Please note that TAP will not pay for courses for which a passing grade was received unless the student is registered for at least twelve (12) credit hours of TAP eligible course work in ADDITION to the repeated course. Please refer to the Financial Considerations section (below) for further information relative to course repeats and TAP eligibility.  Consult separate departmental sections of this catalog for additional restrictions on course repeats.

Policy Violations and Consequences:

NOTE: Decisions to repeat courses, drop courses, or take incomplete grades should be made only after careful consideration by the student and consultation with the student’s academic advisor and a Financial Aid Office advisor.  Repeating a course may affect New York State Tuition Assistance Program (TAP) eligibility. Please note that TAP will not pay for courses for which a passing grade was received unless the student is registered for at least twelve (12) credit hours of TAP eligible course work in ADDITION to the repeated course. In determining full-time (twelve [12] credit hours) status, credit bearing courses must be applicable to the student’s program of study as a general education requirement, a major requirement, or elective.  Credit bearing courses not integral to the student’s program of study cannot be included as part of the minimum full-time (twelve [12] credit hours) requirement.  Additionally, a student will be deemed to meet the full-time or part-time study requirement in his/her last semester of eligibility if the student takes at least one course needed to meet his/her graduation requirements and the student enrolls in and completes at least twelve (12) semester hours or its equivalent.  TAP recipients should make careful reference to the Satisfactory Academic Progress chart in the Financial Aid section of the Catalog to determine not only whether there will be an immediate effect on student aid eligibility, but the effect any decision to drop or repeat courses will have on the student’s future ability to maintain satisfactory academic progress. The offices of Financial Aid and Academic Advisement are able to assist students in clarifying both immediate and long-term educational goals.

Updated on September 8, 2022

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