Enrollment & Attendance

C O N T E N T S

• Academic Hardship
• Attendance
• Catalog Year
• Class Cancellation or Instructor Absence
• Class Level
• Census Roster Certification
• Continuation of Dissertation, Thesis, Project, or Capstone
• Degree Program Definitions
• Degree Program Change change of major
• Deregistration for Incomplete Academic Records
• Deregistration for Non-Payment
• Double Major
• Dual Degree
• Disciplinary Dismissals
• Enrollment Status full-time, half-time, part-time
• Leave of Absence
• Mandatory Terms of Enrollment
• Matriculated Students
• Minors
• Non-matriculated Enrollment
• Pathway programs
• PIE & SMS Coursework: Conversion from CS to GR Academic Level
• Readmission
• Withdrawal from the University

Academic Hardship

Administered by: Student Affairs. Reviewed by: Student Affairs, Provost, Registrar, Student Finacial Services, BRTF, COD. Last Updated: June 2018

A student who experiences extraordinary, unforeseeable circumstances beyond their control may file a request to be granted a retroactive withdrawal from the University. A committee comprised of members of the academic, financial, and student affairs functions of the University renders decisions on such hardship requests on a periodic basis. Hardships under consideration by the committee typically fall into one of two categories: a major health crisis in the life of the student or a death or catastrophic illness in a student’s immediate family.

Students granted a retroactive withdrawal due to an extraordinary hardship are granted W grades in all classes for the given semester. It is important to note that the effective date of a student’s withdrawal and the unique details of that student’s financial aid and payments to date will determine the degree to which the student’s tuition and housing charges can be refunded. In the event that the University grants a retroactive withdrawal, the University is required to refund all federal aid that was received on the student’s behalf for the given semester. Therefore, any student who receives a tuition refund check for overpayment in the semester for which they are seeking a retroactive withdrawal must be aware that any and all distributed moneys will be rescinded as a result of the retroactive withdrawal, and thus may require repayment.

To Apply for Academic Hardship

A hardship request must be filed with Student Affairs no later than the end of the semester following the semester in question and must include the following:

1. Personal Statement of Hardship: the student must submit a narrative account of his or her hardship conveying accurate details including relevant dates and a description of how the circumstances impacted the courses in which he or she was enrolled at the time.
2. Supporting documentation from official, qualified professionals: typewritten correspondence on official office letterhead from a physician, psychiatrist, psychologist or other relevant, objective, licensed healthcare professionals must accompany the hardship request. The death of a parent/guardian requires submission of a death certificate and/or published obituary.

To appeal a decision made by the committee, the student must submit all related materials to the Vice President for Academic Affairs within 90 days of the decision.

Attendance

Administered by: Registrar. Reviewed by: Registrar, Provost, BRTF, COD. Last Updated: February 2020

Full participation is expected of all UArts students and is necessary to fully benefit from and succeed in the University’s programs of study. All students are expected to attend classes regularly and promptly, and for the duration of the scheduled instructional time. Absences from class and habitual lateness may result in a lowered grade or failure of the course, depending on the attendance policies stated by the instructor on the course syllabus. It is the responsibility of the student to arrange with their instructor(s) to make up all missed work. Failure to do so will affect the student’s grade. See also Religious Holidays .

In the event that absences are the result of extraordinary, documented circumstances, and are numerous enough that it is impossible for the student to qualify for advancement, the student may be advised to withdraw from the course.

Remote & Online Courses

Students enrolled in remote and online courses are expected to maintain ongoing course engagement. In an online environment, “attendance” is more than just logging into Canvas, the Learning Management System (LMS). Online attendance is measured by academic engagement with the course content, tools, the instructor, and other students.

First Week of Class

All remote and online courses begin on the first day of the term. Students are expected to login to the LMS and access remote and online courses during the first week of class.

Throughout the Term

As the term progresses, students are expected to maintain an ongoing presence in their courses by participating in course related activities. This may include, but is not limited to reading announcements, taking exams, participating in group work, participating in synchronous class sessions, posting to discussion forums, submitting assignments and carrying out the requirements set forth by the instructor.

Course additions after the start of a term

Students who add a course after a term begins will not be penalized for class meetings missed before they were officially enrolled in the course. Students are required to make up everything that was missed.

Catalog Year

Administered by: Registrar. Reviewed by: Registrar, BRTF, COD. Last Updated: August 2015

Curriculum at the University can change from year to year.  To provide each student with a fixed set of academic requirements needed to graduate students are assigned a catalog year upon matriculation.  Each new catalog year begins with the fall semester.  For example, students matriculating into the University in fall 2017, spring 2018, or summer 2018 will be assigned a 2017 catalog year.

• Change of Major:  Students who change their major retain the catalog year assigned to them at matriculation.
• Leave of Absence:  Students who return from a leave of absence retain the catalog year assigned to them at matriculation.
• Readmitted Students:  varies, details are included in the readmission policy.
• Transfer students will automatically be assigned a catalog year in accordance with the aforementioned process.  During the student’s initial advising session the student’s program director may, upon reviewing the coursework completed from the student’s previous institution, request the assignment of a former catalog year. In no case may a catalog year be assigned, which is more than three years old at the time of matriculation.

To request a change in catalog year:

• A request must be sent in writing to the Office of the Registrar from the student’s program director.  The request should include justification for the request.

Class Cancellation or Instructor Absence

Administered by: Academic Units. Administered by: Provost, COD. Last Updated: August 2015

Every effort will be made to notify students of class cancellations prior to the start of class. In the absence of such notification (and if the instructor is not present), students should wait 10 minutes for an hour-long class and 15 minutes for those of longer duration. In the event that the instructor fails to appear within the 10-15 minute waiting period, a student representative is to report to the appropriate School or Program Director’s office and may then leave without penalty.

Class Level

Administered by: Registrar. Reviewed by: Provost, Registrar, SFS, BRTF, COD. Last Updated: August 2019

Class level is determined by the number of credits earned, regardless of the number of terms of enrollment or the student’s standing in their program. Class level is a factor in determining financial aid eligibility and is used to assign registration appointment times.

Census Roster Certification

Administered by: Registrar. Reviewed by: Registrar, Provost, SFS, BRTF, COD. Last Updated: August 2021

Faculty are responsible for ensuring the accuracy of their class roster(s) through the submission of two census rosters during 15-week and 10-week terms and one census roster during shorter terms. This is necessary for the University to maintain compliance with federal student financial aid regulations and to ensure students are registered for courses they are participating in. Non-attending students will be administratively deregistered or withdrawn from course sections in accordance with census roster certification policy that follows.

The University does not have a formal attendance policy. See the Attendance Policy for additional information.

Census roster certification periods

Census roster periods for each term are listed on the academic calendar . The Office of the Registrar will send a reminder to faculty when census rosters are available. 

• Drop census
  • Faculty: Report students as never attending if they have not attended/engaged* in a course from the first day of the term through the end of registration.
  • The Office of the Registrar: ​Notifies students scheduled to be deregistered for non-attendance. Students have two business days to appeal to the Registrar. Students with approved appeals, who subsequently do not attend class, will be deregistered for non-attendance when identified during midterm grading without the opportunity to appeal. Faculty approval is required.
• Withdrawal census
  • Faculty: Report the last date of attendance for students who have not attended/engaged* in a course for 14 or more calendar days prior to the course withdrawal deadline, excluding holidays when the University isn’t in session. See Last Date of Attendance Requirement  for guidance on determining this date.
  • The Office of the Registrar: ​Notifies students scheduled to be deregistered for non-attendance. Students have two business days to appeal to the Registrar. Faculty approval is required.

Students attending, but not included on roster

If a faculty member discovers that a student is in class and is not on the updated official class roster, the student may be allowed to remain for that one class period at the faculty member’s discretion. No student should be allowed to attend any additional class meetings until they are registered. Students auditing a class must be registered in accordance with audit policy .

Faculty should direct students not appearing on their class roster to verify their enrollment via the self-service student planning module. Occasionally, a student is only waitlisted or may have planned but not registered for a course section. Students who are unable to self-register should immediately contact registrar@uarts.edu for registration assistance.

To Submit a Census Roster

See instructional video for a demonstration.

1. Access the faculty module in self-service
2. Select the course section
3. Click the Census tab.
4. Click the appropriate census roster tab, Drop or Withdrawal
5. Review the roster:
   • Drop Roster:  Any student who has not attended/engaged* in the course between the first day of the term and the drop census roster verification deadline should be marked as never attended.
   • Withdrawal Roster: Any student who has not attended/engaged* in the course in 14 or more calendar days prior to the withdrawal census roster deadline, excluding holidays when the University isn’t in session, should have their last date of attendance recorded. Do not enter a last date of attendance for students who are regularly attending the course. See Last Date of Attendance Requirement  for guidance on determining this date.
6. Click the Certify button.

* Course engagement varies based on delivery method (in-person, remote, or online) and is determined by the instructor. 

Continuation of Dissertation, Thesis, Project or Capstone

Administered by: Registrar. Reviewed by: Registrar, Provost, SFS, BRTF, Institutional Research, COD. Last Updated: August 2022

Graduate students unable to submit their thesis, project, or capstone by the conclusion of their final term of study are required to enroll in continuation. During this time students maintain access to University services including the library, software, and the network.

The following policies apply to continuation

• Graduate students must enroll in continuation during each mandatory term of enrollment until their dissertation, thesis, project, or capstone has been completed and accepted.
• Program requirements must be completed in accordance with degree completion time limits .
• Continuation is charged at the rate listed in the Course Fees  section on the Tuition & Fees page. Standard tuition rates do not apply.
• Student who do not maintain continuous enrollment will be administratively withdrawn from the University and will be required to apply for readmission.
• Students enrolled in thesis continuation do not have active credits contributing to their enrollment status calculation and are therefore considered withdrawn for reporting purposes. For any implications regarding financial aid, visa status, or other university services, please consult the appropriate university office.

To enroll in continuation

1. Students should self-register via Student Self-Service for:
   • GRAD 001 Graduate Thesis Continuation  For use with all graduate programs, excluding the MM in Music Education, MED programs, and the PhD in Creativity.
   • GRAD 002 Graduate Thesis Continuation  For use with MED programs and the MM in Music Education.
   • GRAD 003 Dissertation Continuation   For use with the PhD in Creativity.

Degree Program Definitions

Policy Administrator: Registrar. Last Updated: August 2023

A degree program is a set curriculum leading to a degree at the graduate or undergraduate level. Degree programs at the University may require the declaration of an emphasis or provide the option of pursuing a concentration. Undergraduate degree programs can be supplemented by the addition of a minor.

• Concentration: A concentration is an optional alteration to a degree program, which enhances the standard method of inquiry or develops a field of application, may be interdisciplinary, and provides for a more well-rounded degree. Students who opt to pursue a concentration must declare the concentration through the Office of the Registrar. Completion of a concentration may reduce the number of general electives allotted to a degree program. Enrollment in and completion of a concentration is documented on the academic transcript.
• Emphasis: An emphasis is a required component to a degree program, which enables a student to focus on a particular discipline. Students are required to declare area of emphasis through the Office of the Registrar at the time of matriculation. Enrollment in and completion of an emphasis is documented on the academic transcript.
• Focus: Enables a student to focus on a particular discipline within a degree program, without formal requirements. Programs that include focuses are flexible by design and support multiple paths to degree completion. Due to the inherent flexibility of a focus and lack of formal requirements it is not declared by the student and is not documented on the academic transcript.

Degree Program Change

Policy Administrator: Registrar. Last Updated: April 2023

Students may request a change of major through the Office of the Registrar. Students are advised to initiate the process prior to advising and registration for the upcoming semester. As part of the review process students may be required to present a portfolio or to audition. Acceptance into a new program may be contingent upon the successful completion of the courses in which the student was enrolled at the time the application to was submitted. Therefore, approval to change majors may be rescinded based on the result of that semester’s coursework.

After completion of a change of major, students are advised to review their degree program requirements with their new academic advisor.

To request a Change in Degree Program:

1. Students submit the Degree Program Change form, located on the UArts portal in the Student Forms card.

Deregistration for Incomplete Academic Records

Policy Administrator: Registrar. Last Updated: August 2022

Final transcripts for incoming students must be received and processed prior to the Deregistration for incomplete academic records date published in the Academic Calendar  Failure to submit final transcripts will result in cancellation of student class registration, on-campus housing, and meal plans. For more information see Final Transcript Requirement . 

Deregistration for Non-Payment

Policy Administrator: Admissions, Registrar, and Student Financial Services. Last Updated: August 2018

Student accounts must be paid in full by the Tuition Payment Deadline published in the Academic Calendar . Failure to remit payment will result in cancellation of student class registration, on-campus housing, and meal plans.

The following policies apply:

• Students must fulfill outstanding financial obligations to the University by the associated term’s tuition payment deadline. This includes, but is not limited to, tuition, housing, meal plans, and fees.
• After the tuition payment deadline, registration is restricted to returning and incoming students with financial clearance.
• Failure to satisfy outstanding financial obligations, both past due and current charges, will result in cancellation of student class registration, on-campus housing, and meal plans.
• Students will not be permitted to move in (or return to) residence halls unless they have fulfilled their financial obligations by the associated term’s deregistration date.
• Students deregistered for non-payment are not permitted to attend classes.
• Students deregistered for non-payment must satisfy outstanding balances before being permitted to re-register for classes.
• Deregistered students are responsible for creating a new class schedule. Class availability is not guaranteed.

How are students notified of an outstanding balance?

Students are notified prior to being deregistered by the following methods:

• Student Self Service: Students with an outstanding balance will see a notification after logging into Student Self Service.
• Email: Students with an outstanding balance will receive an email notification
• Telephone: SFS, Admission, and Residential Life call students with an outstanding balance.

When are students deregistered for non-payment?

The deregistration date is listed on the Academic Calendar . Students who have not cleared their accounts with SFS by noon on the deadline are subject to deregistration by the Office of the Registrar.

How to register for classes if you have been deregistered:

1. Arrange for payment of outstanding charges with SFS. Once approved, SFS will end the financial hold preventing registration.
2. Students can then self-register via self-service.
3. Students should contact the Advising Center or their Program Director for guidance if they are unable to re-register for a required course.

Disciplinary Dismissals

Policy Administrator: Registrar & Student Affairs. Last Updated: August 2017

The University may dismiss students for disciplinary reasons. In such cases, students will automatically receive withdrawal grades for all classes in which they were enrolled at the time of dismissal unless the dismissal occurs after the withdrawal deadline, in which case the student will receive failures for all classes. For more information on disciplinary action, please refer to the Student Code of Conduct.

Double Major

Policy Administrator: Registrar. Last Updated: April 2023

Matriculated undergraduate students may simultaneously pursue two majors in different disciplines that lead toward the same degree.

The following policies apply to double majors

• Available to matriculated sophomore, junior and senior undergraduate students, with a 3.0 minimum cumulative GPA
• The second major must be in a different discipline.
• Completion of a double major typically requires additional credits beyond the minimum number required to complete a single major.
• Major requirements for both majors must be completed.*
• Discipline history requirements for both majors must be completed.*
• Additional Critical Studies coursework beyond that required of a single major is not required.
• General elective requirements are satisfied through the completion of the major requirements of the second major.
• A single diploma will be issued.
• The academic transcript will include both majors.
• Graduation applications must be submitted for each major, a single degree conferral fee will be charged.

* When a course is required by both majors it can be taken once to fulfill the requirements of both majors, i.e. if both majors require completion of AHST*101 the course only needs to be completed once to fulfill the requirement of both.

Financial Considerations

Students who receive financial aid should consult with Student Financial Services prior to declaring a second major.

• Completing one major prior to completing the second may result in the loss of federal aid eligibility. Students are considered to have earned a Bachelor’s degree if they have completed all of the requirements for that degree, even if they have not received their diploma.
• University aid is available to undergraduate students for a maximum of 8 semesters. Students may appeal to Student Financial Services for additional assistance on the basis of need.
• Federal aid is available up to the maximum lifetime limits. Generally equivalent to 6 years or 12 semesters.

To enroll in a double major

1. Students submit the Degree Program Change form, located on the UArts portal in the Student Forms card.
2. Discuss financial implications with Student Financial Services. (Recommended)

Dual Degree

Policy Administrator: Registrar. Last Updated: April 2023

Matriculated undergraduate students may simultaneously pursue two degrees of different types, i.e. a B.S. and a B.F.A.

The following policies apply to dual degree programs

• Available to matriculated sophomore, junior and senior undergraduate students, with a 3.0 minimum cumulative GPA
• The second degree must be in a different discipline.
• Major requirements for both degrees must be completed.*
• Discipline history requirements for both degrees must be completed.*
• Additional Critical Studies coursework beyond that required of a single degree is not required.
• General elective requirements are satisfied through the completion of the major requirements of the second degree.
• Requires the completion of a minimum of 144 credits
• A diploma will be issued for each degree.
• The academic transcript will include both degrees.
• Graduation applications must be submitted for each degree, a single degree conferral fee will be charged.

* When a course is required by both degrees it can be taken once to fulfill the requirements of both degrees, i.e. if both majors require completion of AHST*101 the course only needs to be completed once to fulfill the requirement of both.

Financial Considerations

Students who receive financial aid should consult with Student Financial Services prior to declaring a second degree.

• University aid is available to undergraduate students for a maximum of 8 semesters. Students may appeal to Student Financial Services for additional assistance on the basis of need.
• Federal aid is available up to the maximum lifetime limits. Generally equivalent to 6 years or 12 semesters.
• Completing one degree prior to completing the second may result in the loss of federal aid eligibility. Students are considered to have earned a Bachelor’s degree if they have completed all of the requirements for that degree, even if they have not received their diploma.

To enroll in a dual degree

1. Students submit the Degree Program Change form, located on the UArts portal in the Student Forms card.
2. Discuss financial implications with Student Financial Services. (Recommended)

Enrollment Status

Policy Administrator: Registrar. Last Updated: August 2021

Enrollment status is calculated for active matriculated students by totaling the number of credits a student is registered for during a given term.  Enrollment statuses vary by program and term, as defined below.

• Graduate Programs
• Undergraduate Programs

Graduate Programs

Fall & Spring Semesters

Summer Terms

Undergraduate Programs

Fall, Spring, and Summer Terms

International students must normally maintain full-time status during mandatory terms of enrollment for visa purposes. See the Director of International Student Affairs for specific information concerning all visa policies.

Leave of Absence

Administered by: Registrar. Reviewed by: Registrar, Student Affairs, Student Financial Services, Provost, COD, BRTF. Last Updated: January 2024

Matriculated students are expected to maintain continuous registration in accordance with their degree program’s mandatory terms of enrollment. If it becomes necessary for a student to interrupt their studies they must either Withdraw from the University or request a Leave of Absence (LOA). 

• Eligibility
• Academic Considerations
• Registration Considerations
• Financial Considerations
• Student Housing Considerations
• International Students
• Special Provisions for Members of the Armed Forces
• Consequence of not Returning from a Leave of Absence
• To Request a Leave of Absence
• Returning from a Leave of Absence

Eligibility

• LOAs can be requested for a maximum of one term during a 12-month period.
• LOA requests for a term already in progress must be submitted by the course withdrawal deadline. See academic calendar . 
• LOAs can only be approved when students intend on resuming their studies.
• Students on an LOA cannot live in university housing, attend or be enrolled in classes, or maintain employment as students at the University.
• Graduate students are permitted a maximum of two non-consecutive LOAs during their course of study.
• Graduate students under the continuous enrollment requirement are not eligible for an LOA.

Academic Considerations

• Degree requirements (program & catalog year) are retained during an LOA; students returning from an LOA are held to the same degree requirements as prior to their leave. 
• LOA requests submitted for a term in-progress will be processed as follows:
  • Before the end of registration: Student will be dropped from all courses. Dropped coursework is not recorded on transcripts.
  • During the withdrawal period: Student will be withdrawn from all courses. Coursework will be recorded on the student’s transcript. Courses will be evaluated with a grade of withdrawn (W).

Registration Considerations

• Timing: Students taking an LOA should register for classes when registration opens for their planned semester of return. For example, a student taking an LOA during the spring semester should register for fall semester classes on or after their registration appointment time in April.

Financial Considerations

Students should contact Student Financial Services to discuss the impact to their bill and financial aid prior to requesting a leave of absence.

• Refunds: Tuition refunds are not approved after the standard refund period has passed. See tuition refund policy . 
• Loan Deferment/Repayment: An LOA does not certify a student as enrolled for purposes of loan deferral. Therefore, student loan repayment is not deferred during an LOA. However, loans typically include a grace period that is longer than a single semester leave. Students considering an LOA should confirm if a grace period is available for their loans prior to submitting the request.
• Academic Progress & Aid Eligibility: To qualify for financial aid, students must make regular academic progress and complete undergraduate degree requirements within 12 semesters. Students approved for an LOA after a term has started will be unable to meet the satisfactory academic progress requirements and will need to petition for their aid to be restored. See satisfactory academic progress policy .
• Federal Aid Recalculations: When students who receive federal aid withdraw from all classes before attending 60 percent of the semester the University is required to calculate the amount of federal student aid funds that must be canceled or returned. As a consequence, those receiving federal aid who withdraw completely in this time period may encounter a loss of financial aid, and therefore have an outstanding balance resulting from the mandatory return of funds to the government. The amount of federal aid retained (or “earned”) is calculated using a federal formula; federal assistance is generally earned on a prorated basis according to the withdrawal date and time in attendance. 

Student Housing Considerations

• Students residing on campus are expected to move out of residence halls within approximately one week. Students should consult with the Director for Residence Life.

International Students

• Extended LOAs: International students, excluding students with dual US citizenship and who are receiving Title IV student aid, may apply for a leave of absence of up to 12 months; students participating in required military service in their home country are eligible for up to a 24 month leave of absence.

• Student Visas: Notify International Student Services as soon as possible of your intended leave. United States immigration law places responsibility upon the individual student to know and follow all relevant immigration regulations. Failure to comply with these regulations may have severe consequences for your ability to study, seek employment, or remain in the US.

Special Provisions for Members of the Armed Forces

In compliance with Public Law 117-328, which amends Title 38 of the U.S. Code, the following provisions apply specifically to students who are members of the Armed Forces (including reserve components) and receive orders for a period of service (i.e., active duty, inactive duty training, or state service).

Non-Penalization

• Students receiving orders for a period of service will not be subject to:
• Assignment of failing grades.
• Reduction in grade point averages.
• Characterization of absences as unexcused.
• Assessment of financial penalties due leave of absence.

Refunds

• Full refund of tuition and fees for the academic term, and payments made by the student for housing, will be issued. This does not include the monthly housing allowance provided by the Post 9/11 GI Bill.

Academic Accommodation

• Students will be assigned a grade of incomplete for course(s) during the term and will be provided the opportunity to complete the term after their period of service.

Documentation Requirement

• To qualify for these special provisions, students must submit official documentation of their military service orders. This documentation is necessary to verify the student’s eligibility under Public Law 117-328.

Consequence of not Returning from a Leave of Absence

• In accordance with Federal Regulations (34 CFR 668.22), students who do not return from an LOA must withdraw or will be administratively withdrawn from the University; the withdrawal start date will be recorded as the date the student began the LOA, not the end date of the LOA.

To Request a Leave of Absence:

1. Submit a Leave of Absence form, located on the UArts portal in the Student Forms card.
2. Requests will be reviewed by Student Financial Services, Program Director, Student Affairs, Office of the Registrar, and the University Library.
3. The Office of the Registrar will notify students if the request is approved or denied.

Administratively Initiated Requests

When extraordinary circumstances prevent a student from submitting an LOA request, Student Affairs is authorized to submit a request on their behalf. 

Students who are administratively approved for an LOA must confirm approval for administratively initiated LOA requests with the Office of the Registrar by emailing registrar@uarts.edu from their University email account as soon as possible. Students administratively placed on an LOA will have an LOA Request hold  placed on their account which will prevent registration. 

Returning from a Leave of Absence

Students returning from an LOA should:

1. Consult with their academic advisor during the advising period for their planned semester of return. See the Registration Overview  & Academic Calendar  for additional information.
2. Consult with their financial aid counselor. Students who receive federal student financial aid must file their FAFSA annually.
3. Check their registration appointment time   for the term they are scheduled to return.
4. Check for and resolve any registration holds   on their record prior to their registration appointment time. Students on a medical leave of absence must submit medical documentation to the Office of Student Affairs prior to being permitted to register.
5. Register for classes on or after their registration appointment time.

Mandatory Terms of Enrollment

Policy Administrator: Registrar. Last Updated: August 2022

Students matriculated into degree programs at the University are required to enroll during specific terms. If a student is unable to enroll during a mandatory term of enrollment they may petition for a leave of absence to maintain their enrollment.  Failure to meet mandatory terms of enrollment requirements will result in administrative withdrawal from the University, see the Withdrawal from University policy for additional information.

Graduate Programs

Undergraduate Programs

Matriculated Students

Policy Administrator: Registrar. Last Updated: N/A

Matriculated students are those who have applied, been accepted, and enrolled in a degree program at The University of the Arts.

Minors

Policy Administrator: Registrar. Last Updated: April 2023

Minors are optional programs that provide a coherence of coursework completed outside of a major at the undergraduate level. Enrollment in and completion of a minor are documented on the academic transcript.

The following policy applies to all minors:

• Students must meet eligibility requirements that may include a satisfactory grade point average, prerequisites, and/or portfolio review.
• A student may not major and minor in the same program, except where indicated.
• If a course required by a minor also fulfills an undergraduate program requirement it only needs to be completed once to satisfy both requirements.
• The requirements of the minor must be completed prior to graduation.
• A student pursuing a minor may be required to complete more than the minimum number of credits required to complete the undergraduate degree to also complete the minor.
• Minors are available only to undergraduate students.
• Enrollment in and completion of a minor is documented on the academic transcript.

To enroll in or drop a minor:

1. Students submit the Minor Declaration form, located on the UArts portal in the Student Forms card.

Non-matriculated Enrollment

Policy Administrator: Registrar. Last Updated: December 2020

The University of the Arts permits individuals who have not applied to a degree program at the University to register as non-matriculated students.

The Following Policies Apply

• Students must provide a transcript (official preferred, unofficial accepted) evidencing high school diploma, equivalent, or higher degree.
• Non-matriculated students may enroll for a maximum of 11.5 credits per semester.
• Non-matriculated students who are simultaneously enrolled, or have plans to enroll at another institution, may transfer credits to that institution, however, acceptance of those credits for transfer is subject to the approval of the other institution.
• Inspiration Lab Artists-in-Residence may audit up to 3.0 credits per appointment as a non-matriculated student. Although there is no tuition charge, participants are responsible for any applicable course fees.

To Enroll

See the Academic Calendar  for registration and term dates. Non-matriculated students are permitted to register for courses during the term’s add/drop period. 

Apply as a non-matriculated student

1. Submit the Non-Matriculated Student Application. This application is required for first time non-matriculated students only.

Register for classes

1. Submit the Non-Matriculated Registration form. Access self-service for a listing of upcoming course sections by term.
2. Following submission of the form, the registration request will be reviewed by the director of the offering program.
3. For approved requests, payment must be made in full to the Office of Student Financial Services.
4. Once payment has been recieved the registration request will be processed by the Office of the Registrar.

Pathway Programs

Policy Administrator: Provost & Registrar. Last Updated: August 2021

Pathway Programs enable students to take foundational coursework in designated UArts graduate programs during their junior or senior year at a partner institution.

Museum Exhibition Planning & Design

Museum Exhibition Planning & Design, MFA 

In order to be eligible for this Pathway Program, Jefferson students must:

• Maintain good academic and disciplinary standing
• Apply by Oct. 24 to start the Pathway Program in the spring semester or March 1 to start the Pathway Program in the fall semester, or by any applicable alternate deadline dates
• Pass application review by Jefferson faculty
• Hold 75 undergraduate credits and a minimum GPA of a 3.0 at the time of application

The written application consists of:

• A one- to two-page written personal statement, describing your goals, professional plans, and interest in the MFA in Museum Exhibition Planning + Design
• A resume or CV
• A portfolio of 10-12 curated examples of work you have completed, showcasing your strengths as a potential student; these might include, but are not limited to, examples of drawing, 2&3D work, use of color, digital work and design. We are interested in also seeing iterative design thinking, versatility, and/or collaboration skills

Jefferson students will proceed with their graduate studies at UArts with the following conditions:

• Full-time undergraduate students may register for a maximum of one undergraduate course at UArts per semester
• Students may take up to 18 credits of coursework at UArts over six semesters
• Students are responsible for transportation to and from UArts and should account for differences in academic schedules and calendars

Students will be admitted to the Museum Exhibition Planning + Design MFA upon successful completion of Pathway Program requirements. The following criteria are required to successfully enroll in the MFA:

• Successful completion of undergraduate requirements for a Bachelor’s degree with a minimum GPA of 3.0
• Successful completion of introductory foundational graduate coursework in the Pathway Program with a minimum GPA of 3.0 in each of the three introductory foundational graduate courses
• Completion of all admissions requirements for the Museum Exhibition Planning + Design program
• Starting the MFA within a maximum of one year after graduation from Jefferson

PIE & SMS Coursework: Conversion from CS to GR Academic Level

Policy Administrator: Registrar. Last Updated: August 2023

The University offers a formal process for students who have completed coursework through the Professional Institute for Educators (PIE) and Summer Music Studies (SMS) program at the Continuing Studies (CS) academic level to request a conversion to the Graduate (GR) academic level. While PIE and SMS courses are designed to meet the academic standards and rigor of graduate-level coursework, they are initially classified as CS level because the University does not require proof of undergraduate degree completion for enrollment at this level. Upon verification of degree completion, these courses can be converted to appear on the graduate transcript and potentially meet degree requirements. Students who have obtained an undergraduate or higher-level degree are eligible to submit this request.

The Following Policies Apply

• Official transcripts are required from the institution where the student’s highest-level degree was earned.
• Future PIE and SMS coursework will automatically be converted to the Graduate level upon successful completion of this request.

To Request PIE or SMS CS to GR Conversion

1. Submit the Form: Students should submit the CS Graduate Record Petition form, located on the UArts portal in the Student Forms card.
2. Submit Transcripts: Official transcripts confirming the completion of the undergraduate or higher-level degree should be submitted to the Office of the Registrar.
3. Await Verification and Update: Upon form submission and transcript receipt, the student’s academic record will be updated and an email confirmation will be sent. Please allow 3-5 business days for processing upon receipt of official transcripts.

Readmission

Policy Administrator: Registrar. Last Updated: August 2022

Former students who want to continue their studies at the University may apply for readmission through the Office of the Registrar. Readmission is granted at the discretion of the University, which reserves the right to require transcripts, letters of recommendation, and/or an additional portfolio review or audition.

Requests for readmission take up to four weeks for processing. Readmission decisions apply only to the semester listed on the readmission form. If the student is accepted and does not return for that semester, the student must reapply.

• Returning After One Term Away
• Returning After Attending One Term at Another Institution
• Returning After More than Term Away

Returning After One Term Away

If you took one term away (excluding non-mandatory terms of enrollment) and did not continue your studies elsewhere:

• You do not need to reapply and may return under your former catalog year and curriculum.
• Contact the Office of the Registrar (registrar@uarts.edu), from your UArts email account, to request to have your program reactivated.

Returning After Attending One Term at Another Institution

If you attended another college or university during your one term away (excluding non-mandatory terms of enrollment):

• Submit the Readmission form to the Office of the Registrar.
• Submit transcripts from the other institution at the time of readmission for evaluation in accordance with transfer credit policy .

Returning After More than One Term Away

If you have been away more than one mandatory term:

• Submit the Readmission form to the Office of the Registrar.
• Submit transcripts from other institutions attended at the time of readmission for evaluation in accordance with transfer credit policy .
• Once readmitted, you will return under the current catalog year and be required to fulfill the curriculum requirements in effect at the time of your readmission.
  • If you are readmitted after an absence of seven years or less, you may request approval to retain the catalog year and curriculum assigned to you when last enrolled. Approval will be determined by the Program Director and Registrar.
  • If you are returning after more than seven years, you may request approval to retain the catalog year and curriculum assigned to you when last enrolled. Approval will be determined by the Program Director, Dean, and Registrar. Previously completed courses will be re-evaluated. Academic units may choose not to accept courses, regardless of when they were completed, for credit toward the degree.

Discontinued Degree Programs: Applications for readmission into programs no longer offered will be considered on a case-by-case basis by the Dean and Registrar. Applicants may be required to select a new program.

Questions concerning readmission can be directed to the Office of the Registrar at 215.717.6420 or via email registrar@uarts.edu.

Withdrawal from the University

Administered by: Registrar. Reviewed by: Registrar, Student Affairs, Student Financial Services, Provost, COD, BRTF. Last Updated: February 2024

Withdrawn students may apply for readmission to the University.

• Effective Date
• Financial Considerations
• Student Initiated Withdrawal
• University Initiated Withdrawal
• Medical or Mental Health Withdrawal
• International Students

Effective Date

Students submitting the Withdrawal from University form will indicate whether their withdrawal is effective immediately or after the conclusion of their current term of enrollment. Students who indicate that the withdrawal is effective after the conclusion of their current term of enrollment must continue to regularly attend classes through the conclusion of the term in accordance with attendance policy or they will be subject to administrative withdrawal in accordance with the census roster certification policy.

Financial Considerations

To avoid unanticipated financial obligations students should consult with Student Financial Services prior to withdrawing from the University. The timing of a withdrawal occurring after the start of a term impacts the amount of aid that a student can retain versus the amount that must be returned to the federal, state, or local government, agency, or lender. See Tuition Refund policy  and Financial Aid Retention policy .

Student Initiated Withdrawal

A student may withdraw from the University through the Office of the Registrar.

Requests to withdraw from a term received:

• before registration has ended*: Students are dropped from all course sections without academic penalty. See the tuition refund policy.
• after registration has ended and before the Course Withdrawal Deadline*: Students are withdrawn from all courses with a grade of W.
• after the Course Withdrawal Deadline*: Students are withdrawn from the University. Students will be graded based on work completed at the time of withdrawal.

*See Academic Calendar  

To Withdraw from the University

1. Students submit the Withdrawal from University form, located on the UArts portal in the Student Forms card.

University Initiated Withdrawal

An administrative withdrawal is initiated by the Office of the Registrar under the following circumstances.

Non-Attendance

Students who have been administratively withdrawn by faculty from all of their courses for non-attendance  will be administratively withdrawn from the University.

Unauthorized Absence

Students who have not registered for a required term of enrollment by the end of the term’s registration period will be placed on unauthorized absence and will be administratively withdrawn from the University. This includes students deregistered for non-payment who took no further action.

Medical or Mental Health Withdrawal

A medical or mental health withdrawal may be requested through the last day of the term. Requests should be submitted by the student, but may be submitted by Student Affairs if the student is incapacitated. Students approved for a medical or mental health withdrawal will be withdrawn from all courses with a grade of W.

See readmission policy for information on returning to the University from an approved medical or mental health withdrawal.

Students who take a medical or mental health withdrawal are subject to the same financial aid policies as students withdrawing from the university.

To Request a Medical or Mental Health Withdrawal from the University

1. Students submit the Withdrawal from University form, located on the UArts portal in the Student Forms card.

US Military Withdrawal

In accordance with Public Law 117-328, students who are members of the Armed Forces (including reserve components) and receive orders for a period of service are entitled to specific considerations upon withdrawal:

• Students will not be assigned failing grades or have their GPA reduced due to withdrawal.
• A full refund of tuition and fees for the academic term will be provided.
• Refunds for housing payments made by the student will be issued, excluding the monthly housing allowance provided by the Post 9/11 GI Bill.
• The withdrawal will not be characterized as due to academic failure but as a service obligation.
• To qualify for these special provisions, students must submit official documentation of their military service orders. This documentation is necessary to verify the student’s eligibility under Public Law 117-328. 

To Request a Military Withdrawal from the University

1. Students submit the Withdrawal from University form, located on the UArts portal in the Student Forms card.

International Students

If an international student withdraws from the University prior to completing their program, the International Student Services must update SEVIS to indicate that the student has been authorized for early withdrawal. Once the SEVIS record is updated to reflect the withdrawal authorization, the student has a “grace period” of 15 days within which to depart the United States. Without approval from a Designated School Official for early withdrawal, the student has no grace period and must depart immediately.