Frequently Asked Questions

General Information


Registration: Students



Academic Services Knowledgebase


Faculty: Registration & Advising

 


 

General Information: Students

Q. How can I get an audit of what major and/or AXLE requirements I have fulfilled?

A. Students can review degree, major, and AXLE requirements using the online degree audit system via YES.

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Q. How many hours are required to make class standing and to graduate?

A. Sophomore Standing: 24 hours, plus the completion of the basic Composition requirement and a First Year Writing Seminar
Junior Standing: 54 hours, plus the completion of a 100-level W course
Senior Standing: 84 hours
Graduation: at least 120 hours, plus the completion of an additional W or oral communications course.

Must complete last 30 hours at Vanderbilt

Requirements for class standing

Sophomore standing: A student qualifies for sophomore standing upon completion of 24 credit hours with a GPA of at least 1.800, completion of two regular semesters (fall or spring), and completion of the first-year writing requirement: successful completion of English 100 (if required) and successful completion of a First-Year Writing Seminar (A&S or MUSL courses numbered 115F).

Junior standing: A student qualifies for junior standing upon completion of 54 credit hours with a GPA of at least 1.900, completion of four regular semesters (fall or spring), and completion of a 100-level writing course (A&S or MUSL).

Senior standing: A student qualifies for senior standing upon completion of 84 credit hours with a GPA of at least 2.000 and completion of six regular semesters (fall or spring).

NOTE: One additional 100-level or 200-level writing course (A&S or MUSL), or an approved oral communications course, is required for graduation.

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Q. How do I change my graduation date?

A. Please come to the Arts and Science Deans office in 350 Buttrick Hall and complete the appropriate portions of the Declaration of Major form.

I want to graduate early. What steps must I take?

Access the Degree Audit system via YES. All requirements except for the "Incomplete, In-Progress & Ungraded Courses" requirement should be listed as Satisfied. Only courses to be completed during the semester in which you plan to graduate should be listed in the "Incomplete, In-Progress & Ungraded Courses" requirement detail.

Verify with your adviser that your graduation requirements will be satisfied by the completion of the semester. Discuss with your adviser all questions you have regarding the status of your audit.

Download the "Declaration of Major" form or pick one up from the Academic Resource Center outside 350 Buttrick Hall. Complete the appropriate portions of the form and turn it in to the A&S Office of Academic Services in 350 Buttrick Hall. 

Please consider carefully your decision to graduate early. Once you have made the decision, though, please notify the A&S Office of Academic Services as soon as possible. Late requests may be subject to the approval of the Administrative Committee.

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Q. What are the GPAs required for Latin honors?

For students graduating in August or December 2013 and May 2014

  • summa cum laude. Students whose grade point average equals or exceeds that of the top 5 percent of the previous year's Vanderbilt graduating seniors. GPA of 3.905 or above.
  • magna cum laude. Students whose grade point average equals or exceeds that of the next 8 percent of the previous year's Vanderbilt graduating seniors. GPA of 3.793 - 3.904
  • cum laude. Students whose grade point average equals or exceeds that of the next 12 percent of the previous year's Vanderbilt graduating seniors. GPA 3.681 - 3.792

Please note: GPAs are not rounded up for the purposes of determining Latin honors.

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Q. How can I get into the honors program in my major department?

A. You must be nominated to the departmental honors program by the Director of the Honors Program in your major department.

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Registration

Q. A hold has been placed on my registration account. Who can remove it?

A. Several types of holds and reasons exist. Most typical is the adviser approval hold, which only your adviser can release. Please make an appointment to meet with your adviser before the beginning of registration for each semester. Your adviser will remove the registration hold after your meeting.

Registrar holds may be placed on your account for various reasons, including failure to submit a Consent to Release Academic Information; failure to declare a major in the fourth semester; and missing transfer credit materials. Contact the Office of Academic Services for the College of Arts and Science for assistance with getting this hold removed

Immunization holds and student account holds are placed by the Office of Student Health and the Office of Student Accounts, respectively. Please contact the appropriate office to discuss options for having one of these holds removed.

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Q. How do I get on the Wait List for a course?

A. If a course is closed, or if a particular reserve capacity has been met, then you need to select “Waitlist If Full” when processing your enrollment via YES. Please remember to utilize the “drop if enrolled” function if necessary.

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Q. How do I drop/withdraw from a course?

A. You can drop a course during each registration period until the end of the Change Period--the first week of classes during each semester. From your Enrolled screen in YES, click the red minus sign next to the class.

After the Change Period, an extended drop period will last until the 10th day of classes. Drops during this period must be processed by the Office of Academic Services. Fill out the Change of Course Request form, obtain the appropriate signatures, and submit to 350 Buttrick Hall.

Following this administrative change period, and extending to the end of the eighth week of classes, you may withdraw from a course with the consent of your adviser and, in certain cases, the dean.

In order to withdraw from a course, download the Change of Course Request form. Once you have obtained the required signatures, return the form to the Office of Academic Services for the College of Arts and Science in 350 Buttrick Hall.

Is it possible to drop a class after the drop date has passed?

Generally, no. In certain circumstances, students wishing to drop a class after the drop date has passed may petition the Administrative Committee for permission. Petition forms may be obtained from the Associate Deans' Office, located in 350 Buttrick Hall.

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Academic Services Knowledgebase

Q. What is Senior Reexamination?

A. A candidate for graduation who fails not more than one course in the final semester may be allowed one reexamination, provided the course failed prevents the student’s graduation, and provided the student could pass the course by passing a reexamination. Certain courses may be excluded from reexamination. The reexamination must be requested through the student’s dean’s office, and if approved, it is given immediately after the close of the last semester of the student’s senior year. A student who passes the reexamination will receive a D– in the course.

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Q. Where can I get a verification/certification of enrollment?

A. The Office of the University Registrar provides certification of past or current enrollment dates. Requests may be made by phone, letter, or fax. Enrollment Certifications are often requested for health insurance companies, scholarship agencies, potential employers, and credit agencies. Perhaps the most common reason students request enrollment certifications is to defer student loans.

For more information: http://registrar.vanderbilt.edu/academic.htm.

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Q. How do I calculate my Grade Point Average?

A. Defined Grades with Corresponding Quality Points Per Credit Hour

A = 4.0 C = 2.0
A– = 3.7 C– = 1.7
B+ = 3.3 D+ = 1.3
B = 3.0 D = 1.0
B– = 2.7 D– = 0.70
C+ = 2.3 F = 0.0



Grade Point Average
Divide quality points by quality hours. Quality hours are the hours for which a student has registered, excluding courses taken for no credit, those from which the student has officially withdrawn, and those completed with the grade P.

Example:

A student registered for 17 credit hours earns the following grades in the 3 credit hour courses: B, B+, A-, A-, and earns a grade of B+ in a 5 credit hour course. To determine the quality points, multiply the grade points by the credit hours and add all course quality points together: (3 x 3.0) + (3 x 3.3) + (3 x 3.7) + (3 x 3.7) + (5 x 3.3) = 57.60 quality points. Divide the quality points earned by the registered hours: 57.60/17 = 3.388 (term GPA).

*You can also see your official GPA via the Access to Academic Information application in YES.

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Q. Where can I get a copy of the Undergraduate Catalog?/p>

A. The Undergraduate Catalog is available online:

http://www.vanderbilt.edu/catalogs/undergrad/

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Q. Whom do I contact if I'm a Peabody, Engineering, or Blair student and I have a question about policies related to my A&S major or minor?

A. You should contact your adviser first. If you have additional questions, you should contact the Office of Academic Services for your school/college.

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Q. What majors are approved outside the College of Arts and Science?

A. A&S students are permitted to pursue any second major and/or a minor that has been approved by the faculties of the other Vanderbilt undergraduate schools: the Blair School of Music, the School of Engineering, and Peabody College of Education and Human Development.

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Q. Can I petition for an exception to an academic policy?

A. Any College of Arts and Science student can petition the Administrative Committee for an exception to an academic policy. Students can obtain petition forms from the Associate Deans' Office in 350 Buttrick Hall.

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Q. What are requirements for Dean's List?

A. Students are named to the A&S Dean's List when they earn a grade point average of at least 3.5000 while carrying 12 or more graded credit hours, with no temporary or missing grades in any course (credit or non-credit), and no grade of F.

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Q. I want to repeat a course. What is the policy?

A. If a course was failed the last time it was taken, credit is awarded when the course is repeated with a passing grade. If a course was previously passed, NO NEW CREDIT IS EARNED. If a course previously passed is repeated and failed, credit originally earned for it is lost.

In any case, all grades earned are shown on the transcript. Under conditions explained below, the most recent grade in a course replaces the previous grade in determining credit, in computing the grade point average, and in verifying the completion of degree requirements and progress toward the degree.

Students are cautioned that while repeating for grade replacement a course previously passed may improve their cumulative grade point average, it may also lead to a problem in meeting minimum hours requirements for class standing/graduation because no new credit is earned.

The policy of grade replacement applies when all of the conditions below are met.

1. A previously passed course is repeated within one year or (for courses not offered within a year) the first time it is offered. Passed courses may be repeated only once. Failed courses may be repeated at any time and any number of times.

2. Exactly the same course (same department and course number) is completed. (A very small number of differently numbered courses as approved by the faculty may be substituted under this policy. These are designated in the departmental course listings.)

3. The course is repeated on a regularly graded basis. This limitation applies even if the course was originally taken on a P/F basis.

4. The course is not one in independent study or directed study.

In most instances, enrollment in a course similar to one already completed but with a different course number will result in the award of no credit for the second course and will have no effect on the grade point average.

Courses taken in the College of Arts and Science may not be repeated elsewhere for grade replacement; nor may courses taken elsewhere be repeated in the College of Arts and Science for grade replacement.

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Q. I am applying to Law School/Medical School/Other Graduate School and need someone to complete my Dean's verification/certification form. Who should complete this?

A. Please contact Dean Yollette Jones in the Arts and Science Associate Deans' Office in 350 Buttrick Hall. She can complete a Dean's verification/certification form for Law School/Medical School/Other Graduate School applications. She may be reached by calling 615.343.3141.

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Q. Where can I find a list of deadlines and other important dates?

A. You can find the A&S calendar at the following link: http://registrar.vanderbilt.edu/calendar/2016-2017-calendar/2016-2017-undergraduate-academic-calendar/.

The Undergraduate Academic Calendar and Exam schedules for this and past semesters are available here: http://registrar.vanderbilt.edu/calendar/.

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Q. My audit contains an error. Who can help me resolve this?

A. Any errors found on your audit should be brought to your adviser's attention. Your adviser is the first point of contact to resolve such issues.

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Q. How do I obtain a copy of my transcript?

A. Current students can order a transcript online via YES. Former students should submit a written request to the University Registrar's Office. Instructions and a link to the request form are available here: http://registrar.vanderbilt.edu/transcripts/.

Transcripts are furnished by the University Registrar's Office, located in 110 Baker Building. Contact information for that office is as follows:

Office of the University Registrar
PMB 407701
110 21st Avenue South
Nashville, TN 37240-7701
Phone: (615) 343-8221
Fax: (615) 343-5035
Email: transcripts@vanderbilt.edu

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Q. Where can I find the Schedule of Courses for the upcoming semester?

A. When the schedule is ready, it will be available via YES: yes.vanderbilt.edu/schedule.

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Q. It's time to register for class and my major advisor is on leave/out of the country/unreachable. Whom do I contact?

A. Please contact the departmental office of your major program. Often, the Director of Undergraduate Studies can advise students whose advisers are not available during registration./p>

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Q. How many graduate courses can I take per semester?

A. There is no maximum number of approved graduate courses in which the student can enroll. However, the total course load, including both graduate and undergraduate courses, may not exceed 15 credit hours during the semester in which you are registered for a graduate-level course.

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Q. Can I change my course status from Pass/Fail to graded?

A. After the end of Open Enrollment, and extending to the end of the eighth week of classes, you may change your status from P/F to regularly graded (but not vice-versa) in a course. After the end of the eighth week, change from P/F to regularly graded status is not possible.

To change a pass/fail course to graded status, please send a request via email to arts-sci-records@vanderbilt.edu prior to the end of the withdrawal period (the 8th week of classes).

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Q. In general, what is the recommended course load for undergraduate students?

A. Students must average 15 credit hours per semester in order to complete 120 credit hours in four years. A normal courseload is anywhere between 12 and 18 credit hours.

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Faculty

Q. I am going on sabbatical for a year, so my advisees will need to be reassigned. How can I get those changes made?

A. Major adviser reassignments will need to come directly from the department. Please send notification of those changes to Lisa Wright.

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Q. One of my advisees’ major audits shows Not Satisfied. A substitution will satisfy the missing requirement, allowing for completion of the major. To whom should notification of the substitution be sent?

A. Notification of a variance in major requirements must come directly from the Director of Undergraduate Studies in the major department.

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Q. One of my advisees’ AXLE audits is not showing a class to satisfy a requirement that the Undergraduate Catalog says it should satisfy. Who can fix this?

A. Please direct your advisee to the Office of Academic Services.

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Q. One of my advisees would like to take classes at another institution during the summer. To whom should I direct him?

A. Your advisee will need to submit a “Request for Summer Work Elsewhere” form to the dean for approval. Once the dean has approved the courses, she will direct the student to the necessary departments for evaluation of transfer credit.

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Q. Is there a website to which I can direct advisees with general questions about declaring a major/minor, adding/dropping a class, taking a class on a Pass/Fail basis, etc?

A. Yes. Please visit the website for the Office of Academic Services for the College of Arts and Science at http://as.vanderbilt.edu/oas.

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