Texas Woman's University Registrar Office Information

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Texas Woman’s University
Texas Woman’s University
Office of the Registrar
Office of the Registrar
www.twu.edu/registrar
www.twu.edu/registrar
940-898-3036
940-898-3036
registrar@twu.edu
registrar@twu.edu
o
Jenna Lee
Jenna Lee
o
Ext. 3735
o
jlee11@twu.edu
o
Lauren Puyear
Lauren Puyear
o
Ext. 3031
o
lpuyear@twu.edu
o
Artia Bowden
Artia Bowden
o
Ext. 2726
o
abowden1@twu.edu
Who We Serve
Who We Serve
 
The constituency groups served by
 
the Registrar include students,
 
parents, faculty, staff,
 
administrators, academic and
 
student service departments, state
 
and federal governing agencies,
 
NCAA, VA, and other higher
 
education colleagues.
 
o
Custodian of students’ permanent academic records
 
o
Registration processes
 
o
Produce and send official transcripts accurately and
in a timely manner
 
o
Ensure a timely and accurate graduation process for
students completing their degree programs
 
 
 
o
Assist in the planning and coordination of all
commencement ceremonies in Denton and Houston
 
o
Manage the various grading periods each term
 
o
Academic standing
 
o
Provide to faculty, staff and students information on
institutional and state policies, regulations and
deadlines
 
o
Create, maintain and publish the Academic Calendar
 
o
Residency, exemptions and waivers for tuition
purposes
 
o
Provide guidance and training to the campus
community regarding student rights and procedures
as outlined by the Family Educational Rights and
Privacy Act (FERPA)
 
o
Responsible for certifying student athletes for
competition in accordance with NCAA rules
 
o
Certify students for VA and Hazlewood benefits
 
o
Coordinate cross-registration for ROTC, Study Abroad,
and Alliance students
 
o
Collaborate with IT on security and access control to
student record systems by school officials
 
o
DARS (training, substitutions, degree completion)
 
o
Manage the reverse articulation processes,
communications, and transcript production for our
community college partners
 
o
Administer and maintain undergraduate student
academic program (major & minor) changes
 
o
Maintain accurate and timely enrollment reporting to
the National Student Clearinghouse as part of
Department of Education reporting requirements
 
o
Review, analyze and process Tuition Rebate and B-
On-Time Loan Forgiveness applications
 
o
Provide students timely and accurate enrollment
verifications as needed
 
o
Process student personal information changes
according to policy and ensure compliance with
applicable red flag regulations
 
o
Oversee and maintain application of state mandated
Six-Drop and 3-Peat restrictions
 
o
Process and maintain meningitis vaccination records
required by law for enrollment
 
o
Maintain compliance with institutional, state, and
federal policies and regulations.
 
Office of the Registrar
Jenna Lee
University Registrar
Nancy Albee
Reg Proc Spec I
Diane Landeros
Sr. Reg. Serv. Analyst
Sam Cook
Sr. Business Analyst
Lauren Puyear
Associate Registrar
Kendal Dickson
Sr. Reg Serv Analyst
Brenda Maddox
Sr. Reg Serv Analyst
Noah Howell
Reg Process Spec I
Alejandro Alvarado
Sr. Reg Serv Analyst
**Karen Long-Trail
Coord Enroll Svs - Dal
9/17/2024
 
Artia Bowden
Enroll Svc Specialist
** Shared Supervisor Lines
* Part-time Employee
Elijah Gamble
Reg Proc Spec I
Student Workers
Registration, Residency & Certifications
Registration, Residency & Certifications
Lauren Puyear
Associate Registrar
Kendal Dickson
Sr. Reg Serv Analyst
Brenda Maddox
Sr. Reg Serv Analyst
Noah Howell
Reg Process Spec I
9/17/2024
 
Adds/Drops
Withdrawals
Residency/Tuition Coding
Enrollment Certifications
Clearinghouse Reporting
Scanning/Imaging
Course Roster Verifications
Grading (grade changes, incompletes, etc.)
Front counter
Commencement (student line-up, misc)
B-On-Time Loan
Tuition Rebate
Website
SPEC Courses (Study Abroad & Alliance)
Independent Study/Special Topics Courses
6-drop Rule
3-peat Rule
Nursing 99 registration
Other Registration Issues
Academic Calendar (shared)
Commencement Extravaganza (shared)
Student Information Changes
Program Changes (all)
Training (shared)
Problem Resolution Requests (back up Registrar)
1 person for extended hours
Responsibilities
Transcripts, Graduation, & Degree Evaluations
Transcripts, Graduation, & Degree Evaluations
Nancy Albee
Reg Proc Spec I
Diane Landeros
Sr. Reg Svcs Analyst
9/17/2024
 
Artia Bowden
Assistant Registrar
Student Workers
Responsibilities
Transcripts
DARS
FERPA (backup Registrar)
Athletics
Graduation Application & Processing
Commencement (numbers, names, etc.)
Commencement Extravaganza (shared)
Security & Access (backup Registrar)
Degree & Certificate Postings
Student employees
Dual Credit
Reverse Articulation Processing
Academic Probation/Suspension
Communications
Training (shared)
Academic Calendar (shared)
Program changes (all office)
1 person for extended hours
Elijah Gamble
Reg Proc Spec I
Contact Information
Contact Information
Main line:  
Main line:  
940-898-3036
940-898-3036
Email:  
Email:  
registrar@twu.edu
registrar@twu.edu
Website:  
Website:  
http://www.twu.edu/registrar/
http://www.twu.edu/registrar/
o
www.twu.edu/academics
www.twu.edu/academics
o
Current academic calendars & future term
Current academic calendars & future term
dates
dates
o
Registration periods, key deadlines,
Registration periods, key deadlines,
grading periods, graduation
grading periods, graduation
information
information
o
Structure based on State, Federal, and
Structure based on State, Federal, and
institutional guidelines and policies
institutional guidelines and policies
o
Terms have three registration periods:
Terms have three registration periods:
o
Phase 1 (Early)
Phase 1 (Early)
o
Phase 2 (Regular)
Phase 2 (Regular)
o
Late Registration (late registration fee $50)
Late Registration (late registration fee $50)
o
Early registration opens during
Early registration opens during
preceding term to allow current
preceding term to allow current
students to be advised and register
students to be advised and register
while still on campus
while still on campus
 
o
Students can add or drop courses
Students can add or drop courses
themselves through WebAdvisor during
themselves through WebAdvisor during
any registration period
any registration period
 
o
Once Late Registration period ends,
Once Late Registration period ends,
there can be no new registrations, but
there can be no new registrations, but
departments can approve add/drop
departments can approve add/drop
through Census Date
through Census Date
 
o
Census Date
Census Date
o
Official enrollment date of a term
 
o
Date is set by the THECB (# of days past start
of term)
 
o
Any course dropped prior to or on the census
date will not appear on the transcript
 
o
Any course dropped after the census date will
remain on transcript as official enrollment
 
o
Census Date
Census Date
o
No course can be added after the census
date
 
o
12
th
 class day for Fall, Spring, and long
Summer term
 
o
4
th
 class day for 5 week terms
 
o
2
nd
 class day for 2-3 week terms
 
o
20
20
th
th
 Class Day 
 Class Day 
(Long terms)
(Long terms)
 
o
Per THECB guidelines, last day student can pay
Per THECB guidelines, last day student can pay
tuition and be counted for formula funding
tuition and be counted for formula funding
 
o
Last day student can withdraw from the institution
Last day student can withdraw from the institution
and receive 25% of refundable tuition and fees
and receive 25% of refundable tuition and fees
 
o
Any reinstatements after this date are unfunded
Any reinstatements after this date are unfunded
by state…can only reinstate if (1) institutional error
by state…can only reinstate if (1) institutional error
or (2) student is graduating
or (2) student is graduating
o
Early Registration to Late Registration
Early Registration to Late Registration
:
:
 
 
Student can add and drop through
Student can add and drop through
 
 
WebAdvisor
WebAdvisor
o
Late Registration to Census day:
Late Registration to Census day:
 
 
 
Must have Add/Drop form signed by
Must have Add/Drop form signed by
 
 
department, but 
department, but 
no new registrations
no new registrations
 
o
After Census date but before 20
th
 Class
day:
Reinstatements into previously registered courses
only
Student must submit Problem Resolution Request
and have signed, written authorization from
department
Students must make payment arrangements
immediately…a second reinstatement for non-
payment will not be approved
 
o
After 20
th
 Class Day:
Reinstatements will only be granted if a
university error occurred that was not the fault of
the student or if the student is trying to graduate
that same term
Reinstatements into previously registered courses
only
Student must submit Problem Resolution Request
and have signed, written authorization from
department
 
o
After 20
After 20
th
th
 Class Day (cont):
 Class Day (cont):
Must have final approval from the VP for
Must have final approval from the VP for
Finance and Administration (because TWU
Finance and Administration (because TWU
will receive no state funding for these SCH)
will receive no state funding for these SCH)
Students must make payment arrangements
Students must make payment arrangements
immediately…a second reinstatement for
immediately…a second reinstatement for
non-payment will not be approved
non-payment will not be approved
 
 
What is the difference between a drop
What is the difference between a drop
and a withdrawal?
and a withdrawal?
 
Drop
Drop
:  
:  
dropping a course but remaining enrolled
dropping a course but remaining enrolled
in at least one other course for the same term
in at least one other course for the same term
 
Withdraw:
Withdraw:
  dropping all courses for a term,
  dropping all courses for a term,
resulting in withdrawing from the university for that
resulting in withdrawing from the university for that
term
term
So why does everyone get the two
So why does everyone get the two
confused?
confused?
Because it is so easy to do!
Because it is so easy to do!
  If the drop or
  If the drop or
withdrawal occur after the census date, the
withdrawal occur after the census date, the
courses will use the same grades (W or WF)
courses will use the same grades (W or WF)
Visit 
Visit 
http://www.twu.edu/registrar/8406.asp
http://www.twu.edu/registrar/8406.asp
for all information about drops vs.
for all information about drops vs.
withdrawals
withdrawals
 
 
Very important to understand the
Very important to understand the
difference when discussing with
difference when discussing with
students!
students!
Most common problem is student is told
Most common problem is student is told
to withdraw from a course, and they
to withdraw from a course, and they
proceed to initiate the withdrawal
proceed to initiate the withdrawal
procedures for withdrawing from the
procedures for withdrawing from the
institution
institution
 
 
Procedures
Procedures
Drop
Drop
Students use Add/Drop form after late
Students use Add/Drop form after late
registration
registration
If dropped before census date, will not
If dropped before census date, will not
appear on transcript and won’t count
appear on transcript and won’t count
toward 6-drop limit
toward 6-drop limit
After census date must have instructor
After census date must have instructor
signature
signature
Procedures
Procedures
Drop
Drop
Students can drop through first six weeks
Students can drop through first six weeks
without academic penalty (automatic W)
without academic penalty (automatic W)
Starting with the 7
Starting with the 7
th
th
 week of the term,
 week of the term,
instructor 
instructor 
must indicate
must indicate
 grade of 
 grade of 
W
W
 or 
 or 
WF
WF
Last day to drop or withdraw is end of the
Last day to drop or withdraw is end of the
10
10
th
th
 week of the term
 week of the term
Any request for a drop after the 10
Any request for a drop after the 10
th
th
  week
  week
deadline would go through Student Life
deadline would go through Student Life
 
Procedures
Procedures
Withdrawals
Withdrawals
A withdrawal is dropping all courses for
A withdrawal is dropping all courses for
a term
a term
Any withdrawal, regardless of timing,
Any withdrawal, regardless of timing,
must go through Student Life for
must go through Student Life for
approval.
approval.
Students submit form available at
Students submit form available at
http://www.twu.edu/student-life-
http://www.twu.edu/student-life-
office/withdrawal-information.asp
office/withdrawal-information.asp
W vs. WF
W vs. WF
After sixth week instructor has option to
After sixth week instructor has option to
assign a W or WF.
assign a W or WF.
WF is the most punitive grade of all
WF is the most punitive grade of all
grades:
grades:
Impacts GPA same as an F
Impacts GPA same as an F
Student loses enrollment status (Ex. VA & FA)
Student loses enrollment status (Ex. VA & FA)
Student typically would be better off to take
Student typically would be better off to take
an F instead of WF
an F instead of WF
Six Drop Rule
Six Drop Rule
State law
State law
Applies to students first enrolling in
Applies to students first enrolling in
higher education Fall 2007 or later
higher education Fall 2007 or later
Student can only attain six drops (a
Student can only attain six drops (a
drop after the census date)
drop after the census date)
cumulatively at all Texas institutions
cumulatively at all Texas institutions
during undergraduate career
during undergraduate career
Six Drop Rule
Six Drop Rule
Withdrawals do not count
Withdrawals do not count
Private/Out-of-state do not count
Private/Out-of-state do not count
After student attains six drops, can no
After student attains six drops, can no
longer drop a course
longer drop a course
Revised drop form designed to help
Revised drop form designed to help
facilitate new law
facilitate new law
Drops counting towards six drop
Drops counting towards six drop
indicated with W&
indicated with W&
Student & Faculty Notification
Student & Faculty Notification
New notification system implemented
New notification system implemented
Summer 2012
Summer 2012
Any drop of a course after the census
Any drop of a course after the census
date will generate an automatic email
date will generate an automatic email
to both the student and the instructor
to both the student and the instructor
o
All instructors must verify rosters after
All instructors must verify rosters after
census date to ensure accuracy
census date to ensure accuracy
o
The earlier attendance can be taken
The earlier attendance can be taken
the better to help identify students who
the better to help identify students who
think they are registered but are not
think they are registered but are not
o
Verifying rosters is extremely important!
Verifying rosters is extremely important!
o
Impacts reporting data to the State of Texas,
Impacts reporting data to the State of Texas,
which impacts the student credit hours from
which impacts the student credit hours from
which funding is based
which funding is based
o
Impacts compliance with Federal Financial
Impacts compliance with Federal Financial
Aid regulations and provides the federally
Aid regulations and provides the federally
mandated data that Financial Aid and the
mandated data that Financial Aid and the
Registrar must report
Registrar must report
o
Course rosters are available for
Course rosters are available for
verification the day after the census
verification the day after the census
date for each term
date for each term
o
Do not base roster verification on
Do not base roster verification on
Blackboard Roster!  Blackboard is not
Blackboard Roster!  Blackboard is not
updated with dropped students
updated with dropped students
 
Why do we have Early Warning &
Why do we have Early Warning &
Midterm grading?
Midterm grading?
 
What is the difference?
What is the difference?
 
Why do I have to submit a grade if the
Why do I have to submit a grade if the
student never attended?
student never attended?
 
Grading Periods
Grading Periods
o
Early Warning
Early Warning
o
Midterm
Midterm
o
Final
Final
 
Midterm Grading Period
Midterm Grading Period
o
Identify students not making
Identify students not making
satisfactory progress
satisfactory progress
o
Opportunity for notification and
Opportunity for notification and
intervention
intervention
o
Grading period opens start of 7
Grading period opens start of 7
th
th
 week
 week
of term and closes at end of the 8
of term and closes at end of the 8
th
th
week
week
o
Students and departments notified
Students and departments notified
 
 
 
Early Warning Grading Period
Early Warning Grading Period
o
Initially designed to target freshmen
Initially designed to target freshmen
o
Observations were that midterm grades may
Observations were that midterm grades may
be too late for first time freshmen
be too late for first time freshmen
o
Departments wanted to identify and
Departments wanted to identify and
intervene sooner for this particular group of
intervene sooner for this particular group of
students
students
o
Opens third week of term and closes end of
Opens third week of term and closes end of
fifth week
fifth week
 
 
Early Warning & Midterm Grading
Early Warning & Midterm Grading
o
Strongly encouraged but not necessarily
Strongly encouraged but not necessarily
mandatory (no begging from the
mandatory (no begging from the
Registrar to get them in!)
Registrar to get them in!)
o
Grades are used for information purposes
Grades are used for information purposes
only…not processed in Colleague and do
only…not processed in Colleague and do
not appear on the grade roster
not appear on the grade roster
o
A service to students
A service to students
o
Grades do not impact GPA or academic
Grades do not impact GPA or academic
standing
standing
 
Final Grading
Final Grading
o
Mandatory
Mandatory
o
Grades are official and impact GPA,
Grades are official and impact GPA,
Academic Standing, etc.
Academic Standing, etc.
o
All enrolled students on roster must have
All enrolled students on roster must have
a final grade submitted even if instructor
a final grade submitted even if instructor
indicates the student never attended
indicates the student never attended
o
Timely submission is critical
Timely submission is critical
o
Deadline is posted in Academic
Deadline is posted in Academic
Calendar. TWU has longer deadline than
Calendar. TWU has longer deadline than
most all other institutions
most all other institutions
 
Grading Ripple Effect
Grading Ripple Effect
o
Items impacted by final grading:
Items impacted by final grading:
o
Degree completion
Degree completion
o
Academic Standing
Academic Standing
o
Official transcripts
Official transcripts
Missing grades delay all of the above
Missing grades delay all of the above
items, negatively impacting students
items, negatively impacting students
ability to acquire employment, enroll in
ability to acquire employment, enroll in
graduate school, and transfer.
graduate school, and transfer.
Incomplete Grades - Policy
Incomplete Grades - Policy
o
Given only when a student has passing
Given only when a student has passing
grades in 2/3 of assigned work, but cannot
grades in 2/3 of assigned work, but cannot
complete coursework by end of term due to
complete coursework by end of term due to
extenuating circumstances
extenuating circumstances
o
Extenuating circumstances include:
Extenuating circumstances include:
o
Incapacitating illness
Incapacitating illness
o
Death in the family
Death in the family
o
Change in work schedule as required by employer
Change in work schedule as required by employer
o
Other emergencies deemed appropriate by the
Other emergencies deemed appropriate by the
instructor
instructor
Incomplete Grades - Policy
Incomplete Grades - Policy
o
Should not be requested or given for lack of
Should not be requested or given for lack of
completion of work due to procrastination or
completion of work due to procrastination or
dissatisfaction with the grade earned.
dissatisfaction with the grade earned.
Policy:
Policy:
o
Undergraduate Catalog, pgs 85-86
Undergraduate Catalog, pgs 85-86
o
Graduate Catalog, pgs 70-71
Graduate Catalog, pgs 70-71
Incomplete Grades – Procedure:
Incomplete Grades – Procedure:
To request a grade of Incomplete, the student must
To request a grade of Incomplete, the student must
complete the “Application for Grade of Incomplete”
complete the “Application for Grade of Incomplete”
available in the “FORMS” section of the Registrar
available in the “FORMS” section of the Registrar
website:
website:
o
The student, instructor, and department chair must
The student, instructor, and department chair must
sign the application
sign the application
o
Application must be submitted to Registrar Office
Application must be submitted to Registrar Office
prior to the end of Final Grading
prior to the end of Final Grading
o
Instructor needs to indicated default grade if work is
Instructor needs to indicated default grade if work is
not complete
not complete
o
Student has one year to complete and submit or the
Student has one year to complete and submit or the
default grade will be assigned
default grade will be assigned
 
Undergraduates:
Undergraduates:
 
o
Good standing 
Good standing 
(Cum GPA 2.0 or
(Cum GPA 2.0 or
above for students with 30 or more
above for students with 30 or more
hours; 1.8 for students with less than 30)
hours; 1.8 for students with less than 30)
 
o
Probation
Probation
 (Cum GPA below a 2.0/1.8
 (Cum GPA below a 2.0/1.8
and not on probation previous long
and not on probation previous long
term)
term)
 
Undergraduates (cont):
Undergraduates (cont):
 
o
Suspension-one term* 
Suspension-one term* 
(Cum GPA
(Cum GPA
below a 2.0, term GPA below a 2.0,
below a 2.0, term GPA below a 2.0,
probation previous term, and no
probation previous term, and no
previous suspensions)
previous suspensions)
 
o
Suspension – two terms* 
Suspension – two terms* 
(same as
(same as
above but with history of a previous
above but with history of a previous
suspension)
suspension)
 
Undergraduates (cont):
Undergraduates (cont):
 
o
Suspension – indefinite 
Suspension – indefinite 
(same rules as
(same rules as
previous suspension but with history of
previous suspension but with history of
being suspended twice)
being suspended twice)
 
*
*
Summer is not considered a long term
Summer is not considered a long term
for the purpose of sitting out a
for the purpose of sitting out a
suspension period.
suspension period.
Undergraduates (cont):
Undergraduates (cont):
o
Academic standing is processed at the end of
Academic standing is processed at the end of
each term, however students cannot go on
each term, however students cannot go on
probation or suspension at the end of summer
probation or suspension at the end of summer
if they started summer in good standing
if they started summer in good standing
(summer can only help, but can never hurt)
(summer can only help, but can never hurt)
o
Delays in grade submissions delay academic
Delays in grade submissions delay academic
standing and timely notification to students
standing and timely notification to students
placed on probation or suspension
placed on probation or suspension
Graduate Students
Graduate Students
o
The Graduate School, and not the
The Graduate School, and not the
Office of the Registrar, determines and
Office of the Registrar, determines and
manages academic standing for
manages academic standing for
graduate students
graduate students
o
Rules for graduate students are
Rules for graduate students are
different and summer can negatively
different and summer can negatively
impact status
impact status
DARS & Graduation to follow after
the break
 
Official Transcript vs. Unofficial Transcript
Official Transcript vs. Unofficial Transcript
 
o
The 
The 
official transcript 
official transcript 
follows the guidelines as
follows the guidelines as
set forth by the American Association of
set forth by the American Association of
Collegiate Registrars and Admissions Officers
Collegiate Registrars and Admissions Officers
(AACRAO) Academic Record and Transcript
(AACRAO) Academic Record and Transcript
Guide
Guide
 
o
It is the official academic record and is
It is the official academic record and is
designed to meet the needs of external
designed to meet the needs of external
audiences (other institutions, employers, etc.)
audiences (other institutions, employers, etc.)
while maintaining the national standards
while maintaining the national standards
 
Official Transcript vs. Unofficial Transcript
Official Transcript vs. Unofficial Transcript
 
o
The 
The 
official transcript 
official transcript 
is only produced
is only produced
by the Office of the Registrar.
by the Office of the Registrar.
 
o
Official transcripts can be blocked for
Official transcripts can be blocked for
outstanding financial obligations to the
outstanding financial obligations to the
institution
institution
 
Official Transcript vs. Unofficial Transcript
Official Transcript vs. Unofficial Transcript
 
o
The 
The 
unofficial transcript
unofficial transcript
 is designed to
 is designed to
meet the needs of an internal
meet the needs of an internal
audience (TWU advisors, faculty,
audience (TWU advisors, faculty,
students, etc.)
students, etc.)
 
o
Unofficial transcripts are never blocked
Unofficial transcripts are never blocked
for outstanding financial obligations to
for outstanding financial obligations to
the institution
the institution
Official Transcript – Revisions
Official Transcript – Revisions
o
Over the years at TWU, multiple modifications
Over the years at TWU, multiple modifications
to the transcript originating from multiple
to the transcript originating from multiple
campus entities resulted in an official and
campus entities resulted in an official and
unofficial transcript that was confusing,
unofficial transcript that was confusing,
unclear, hard to read, and a disservice to
unclear, hard to read, and a disservice to
students
students
o
In Spring 2012, IT and the Registrar’s Office
In Spring 2012, IT and the Registrar’s Office
partnered together to revise the official
partnered together to revise the official
transcript to be more user-friendly and
transcript to be more user-friendly and
reflective of national standards
reflective of national standards
New Transcript Ordering Service:
New Transcript Ordering Service:
o
Available now to current students and
Available now to current students and
alumni
alumni
o
Provides 24 hour service
Provides 24 hour service
o
Text message and email confirmations
Text message and email confirmations
o
PDF and FedEx service available
PDF and FedEx service available
o
Coming soon…EDI transcripts at no
Coming soon…EDI transcripts at no
extra charge to students
extra charge to students
undefined
Q&A
Q&A
Evaluations
Evaluations
- 
- 
Paper
Paper
- Survey Monkey:
- Survey Monkey:
https://www.surveymonkey.com/s/TZZ9G5F
https://www.surveymonkey.com/s/TZZ9G5F
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The Texas Woman's University Office of the Registrar serves students, parents, faculty, staff, and various governing agencies. Responsibilities include managing academic records, registration processes, graduation procedures, academic standing, and coordinating commencement ceremonies. They also provide guidance on institutional policies, publish the Academic Calendar, and certify students for benefits. Collaboration with IT ensures security and access control to student records systems.


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  1. Texas Womans University Office of the Registrar www.twu.edu/registrar 940-898-3036 registrar@twu.edu

  2. o Jenna Lee o Ext. 3735 o jlee11@twu.edu o Lauren Puyear o Ext. 3031 o lpuyear@twu.edu o Artia Bowden o Ext. 2726 o abowden1@twu.edu

  3. Who We Serve The constituency groups served by the Registrar include students, parents, faculty, staff, administrators, academic and student service departments, state and federal governing agencies, NCAA, VA, and other higher education colleagues.

  4. o Custodian of students permanent academic records o Registration processes o Produce and send official transcripts accurately and in a timely manner o Ensure a timely and accurate graduation process for students completing their degree programs

  5. o Assist in the planning and coordination of all commencement ceremonies in Denton and Houston o Manage the various grading periods each term o Academic standing o Provide to faculty, staff and students information on institutional and state policies, regulations and deadlines

  6. o Create, maintain and publish the Academic Calendar o Residency, exemptions and waivers for tuition purposes o Provide guidance and training to the campus community regarding student rights and procedures as outlined by the Family Educational Rights and Privacy Act (FERPA) o Responsible for certifying student athletes for competition in accordance with NCAA rules

  7. o Certify students for VA and Hazlewood benefits o Coordinate cross-registration for ROTC, Study Abroad, and Alliance students o Collaborate with IT on security and access control to student record systems by school officials o DARS (training, substitutions, degree completion)

  8. o Manage the reverse articulation processes, communications, and transcript production for our community college partners o Administer and maintain undergraduate student academic program (major & minor) changes o Maintain accurate and timely enrollment reporting to the National Student Clearinghouse as part of Department of Education reporting requirements

  9. o Review, analyze and process Tuition Rebate and B- On-Time Loan Forgiveness applications o Provide students timely and accurate enrollment verifications as needed o Process student personal information changes according to policy and ensure compliance with applicable red flag regulations

  10. o Oversee and maintain application of state mandated Six-Drop and 3-Peat restrictions o Process and maintain meningitis vaccination records required by law for enrollment o Maintain compliance with institutional, state, and federal policies and regulations.

  11. Office of the Registrar Jenna Lee University Registrar Lauren Puyear Associate Registrar Sam Cook Sr. Business Analyst Alejandro Alvarado Sr. Reg Serv Analyst Artia Bowden Enroll Svc Specialist Diane Landeros Sr. Reg. Serv. Analyst Brenda Maddox Sr. Reg Serv Analyst **Karen Long-Trail Coord Enroll Svs - Dal Kendal Dickson Sr. Reg Serv Analyst Nancy Albee Reg Proc Spec I Noah Howell Reg Process Spec I Elijah Gamble Reg Proc Spec I Student Workers 9/17/2024 ** Shared Supervisor Lines * Part-time Employee

  12. Registration, Residency & Certifications Lauren Puyear Associate Registrar Brenda Maddox Sr. Reg Serv Analyst Kendal Dickson Sr. Reg Serv Analyst Noah Howell Reg Process Spec I Responsibilities Adds/Drops Withdrawals Residency/Tuition Coding Enrollment Certifications Clearinghouse Reporting Scanning/Imaging Course Roster Verifications Grading (grade changes, incompletes, etc.) Front counter Commencement (student line-up, misc) B-On-Time Loan Tuition Rebate Website SPEC Courses (Study Abroad & Alliance) Independent Study/Special Topics Courses 6-drop Rule 3-peat Rule Nursing 99 registration Other Registration Issues Academic Calendar (shared) Commencement Extravaganza (shared) Student Information Changes Program Changes (all) Training (shared) Problem Resolution Requests (back up Registrar) 1 person for extended hours 9/17/2024

  13. Transcripts, Graduation, & Degree Evaluations Artia Bowden Assistant Registrar Diane Landeros Sr. Reg Svcs Analyst Nancy Albee Reg Proc Spec I Elijah Gamble Reg Proc Spec I Student Workers Responsibilities Transcripts DARS FERPA (backup Registrar) Athletics Graduation Application & Processing Commencement (numbers, names, etc.) Commencement Extravaganza (shared) Security & Access (backup Registrar) Degree & Certificate Postings Student employees Dual Credit Reverse Articulation Processing Academic Probation/Suspension Communications Training (shared) Academic Calendar (shared) Program changes (all office) 1 person for extended hours 9/17/2024

  14. Contact Information Main line: 940-898-3036 Email: registrar@twu.edu Website: http://www.twu.edu/registrar/

  15. o www.twu.edu/academics oCurrent academic calendars & future term dates o Registration periods, key deadlines, grading periods, graduation information o Structure based on State, Federal, and institutional guidelines and policies

  16. o Terms have three registration periods: oPhase 1 (Early) oPhase 2 (Regular) oLate Registration (late registration fee $50) o Early registration opens during preceding term to allow current students to be advised and register while still on campus

  17. o Students can add or drop courses themselves through WebAdvisor during any registration period o Once Late Registration period ends, there can be no new registrations, but departments can approve add/drop through Census Date

  18. o Census Date oOfficial enrollment date of a term oDate is set by the THECB (# of days past start of term) oAny course dropped prior to or on the census date will not appear on the transcript oAny course dropped after the census date will remain on transcript as official enrollment

  19. o Census Date oNo course can be added after the census date o12th class day for Fall, Spring, and long Summer term o4th class day for 5 week terms o2nd class day for 2-3 week terms

  20. o 20th Class Day (Long terms) o Per THECB guidelines, last day student can pay tuition and be counted for formula funding o Last day student can withdraw from the institution and receive 25% of refundable tuition and fees o Any reinstatements after this date are unfunded by state can only reinstate if (1) institutional error or (2) student is graduating

  21. o Early Registration to Late Registration: Student can add and drop through WebAdvisor o Late Registration to Census day: Must have Add/Drop form signed by department, but no new registrations

  22. o After Census date but before 20th Class day: Reinstatements into previously registered courses only Student must submit Problem Resolution Request and have signed, written authorization from department Students must make payment arrangements immediately a second reinstatement for non- payment will not be approved

  23. o After 20th Class Day: Reinstatements will only be granted if a university error occurred that was not the fault of the student or if the student is trying to graduate that same term Reinstatements into previously registered courses only Student must submit Problem Resolution Request and have signed, written authorization from department

  24. o After 20th Class Day (cont): Must have final approval from the VP for Finance and Administration (because TWU will receive no state funding for these SCH) Students must make payment arrangements immediately a second reinstatement for non-payment will not be approved

  25. What is the difference between a drop and a withdrawal? Drop: dropping a course but remaining enrolled in at least one other course for the same term Withdraw: dropping all courses for a term, resulting in withdrawing from the university for that term

  26. So why does everyone get the two confused? Because it is so easy to do! If the drop or withdrawal occur after the census date, the courses will use the same grades (W or WF) Visit http://www.twu.edu/registrar/8406.asp for all information about drops vs. withdrawals

  27. Very important to understand the difference when discussing with students! Most common problem is student is told to withdraw from a course, and they proceed to initiate the withdrawal procedures for withdrawing from the institution

  28. Procedures Drop Students use Add/Drop form after late registration If dropped before census date, will not appear on transcript and won t count toward 6-drop limit After census date must have instructor signature

  29. Procedures Drop Students can drop through first six weeks without academic penalty (automatic W) Starting with the 7th week of the term, instructor must indicate grade of W or WF Last day to drop or withdraw is end of the 10th week of the term Any request for a drop after the 10th week deadline would go through Student Life

  30. Procedures Withdrawals A withdrawal is dropping all courses for a term Any withdrawal, regardless of timing, must go through Student Life for approval. Students submit form available at http://www.twu.edu/student-life- office/withdrawal-information.asp

  31. W vs. WF After sixth week instructor has option to assign a W or WF. WF is the most punitive grade of all grades: Impacts GPA same as an F Student loses enrollment status (Ex. VA & FA) Student typically would be better off to take an F instead of WF

  32. Six Drop Rule State law Applies to students first enrolling in higher education Fall 2007 or later Student can only attain six drops (a drop after the census date) cumulatively at all Texas institutions during undergraduate career

  33. Six Drop Rule Withdrawals do not count Private/Out-of-state do not count After student attains six drops, can no longer drop a course Revised drop form designed to help facilitate new law Drops counting towards six drop indicated with W&

  34. Student & Faculty Notification New notification system implemented Summer 2012 Any drop of a course after the census date will generate an automatic email to both the student and the instructor

  35. o All instructors must verify rosters after census date to ensure accuracy o The earlier attendance can be taken the better to help identify students who think they are registered but are not

  36. o Verifying rosters is extremely important! oImpacts reporting data to the State of Texas, which impacts the student credit hours from which funding is based oImpacts compliance with Federal Financial Aid regulations and provides the federally mandated data that Financial Aid and the Registrar must report

  37. o Course rosters are available for verification the day after the census date for each term o Do not base roster verification on Blackboard Roster! Blackboard is not updated with dropped students

  38. Why do we have Early Warning & Midterm grading? What is the difference? Why do I have to submit a grade if the student never attended?

  39. Grading Periods o Early Warning o Midterm o Final

  40. Midterm Grading Period o Identify students not making satisfactory progress o Opportunity for notification and intervention o Grading period opens start of 7th week of term and closes at end of the 8th week o Students and departments notified

  41. Early Warning Grading Period o Initially designed to target freshmen oObservations were that midterm grades may be too late for first time freshmen oDepartments wanted to identify and intervene sooner for this particular group of students oOpens third week of term and closes end of fifth week

  42. Early Warning & Midterm Grading o Strongly encouraged but not necessarily mandatory (no begging from the Registrar to get them in!) o Grades are used for information purposes only not processed in Colleague and do not appear on the grade roster o A service to students o Grades do not impact GPA or academic standing

  43. Final Grading o Mandatory o Grades are official and impact GPA, Academic Standing, etc. o All enrolled students on roster must have a final grade submitted even if instructor indicates the student never attended o Timely submission is critical o Deadline is posted in Academic Calendar. TWU has longer deadline than most all other institutions

  44. Grading Ripple Effect o Items impacted by final grading: oDegree completion oAcademic Standing oOfficial transcripts Missing grades delay all of the above items, negatively impacting students ability to acquire employment, enroll in graduate school, and transfer.

  45. Incomplete Grades - Policy o Given only when a student has passing grades in 2/3 of assigned work, but cannot complete coursework by end of term due to extenuating circumstances o Extenuating circumstances include: o Incapacitating illness o Death in the family o Change in work schedule as required by employer o Other emergencies deemed appropriate by the instructor

  46. Incomplete Grades - Policy o Should not be requested or given for lack of completion of work due to procrastination or dissatisfaction with the grade earned. Policy: o Undergraduate Catalog, pgs 85-86 o Graduate Catalog, pgs 70-71

  47. Incomplete Grades Procedure: To request a grade of Incomplete, the student must complete the Application for Grade of Incomplete available in the FORMS section of the Registrar website: o The student, instructor, and department chair must sign the application o Application must be submitted to Registrar Office prior to the end of Final Grading o Instructor needs to indicated default grade if work is not complete o Student has one year to complete and submit or the default grade will be assigned

  48. Undergraduates: o Good standing (Cum GPA 2.0 or above for students with 30 or more hours; 1.8 for students with less than 30) o Probation (Cum GPA below a 2.0/1.8 and not on probation previous long term)

  49. Undergraduates (cont): o Suspension-one term* (Cum GPA below a 2.0, term GPA below a 2.0, probation previous term, and no previous suspensions) o Suspension two terms* (same as above but with history of a previous suspension)

  50. Undergraduates (cont): o Suspension indefinite (same rules as previous suspension but with history of being suspended twice) *Summer is not considered a long term for the purpose of sitting out a suspension period.

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