Procedures

Taking Action: What can I do in Student Affairs?

Drop a Class

Substitution Petition

Registration Appeals

Concurrent Enrollment at Another School

University Extension

Drop a class after the 12th Class Day

For more detailed information on upcoming add/drop deadlines: Important Deadlines: What do they really mean?

Important Terms:

  • Q-drop – a course is dropped without academic penalty. (A grade of Q will be on the transcript.)
  • W – withdrawal from the university; drops ALL courses for a semester. Done in Student Affairs – DFA 1.103; you cannot withdraw online.
  • Nonacademic Q-drops or withdrawals – initiated in Student Affairs – DFA 1.103. Examples include documented illness or death in the family.

NOTE: Not attending class does not automatically drop you from classes or withdraw you from UT; you need to do that yourself in Student Affairs – DFA 1.103. Always double-check your final schedule before the 12th class day.

Days 1-12 (Fall or Spring semester only): During the first 12 class days of a long-semester, you can drop online and it does not show up on your transcript.
After Day 12, all drops can be initiated in Student Affairs – DFA 1.103.

Days 13 – Mid-Semester Deadline: Students may drop for any reason by coming to DFA 1.103. A “Q” appears on the record to indicate a drop with a passing grade and with no refund. This is considered to be “without a possible academic penalty.”

To drop a class during this period:

  1. Come to Student Affairs in DFA 1.103 to meet with a college advisor and pick-up a Q-drop form.
  2. Obtain the signature of your instructor and departmental advisor.
  3. Bring the signed Q-drop form back to Student Affairs – DFA 1.103 for final approval.
     

Day 21 through the last class day: In order to drop a class during this period, you must submit an appeal letter to Student Affairs – DFA 1.103 citing non-academic, documented reasons for the drop.

To drop a class during this period:
Come to Student Affairs in DFA 1.103 to meet with a college advisor to initiate the appeal process.   

Substitution Petitions 

A substitution petition is a formal document that states you wish to count certain courses for a degree requirement that wouldn’t normally count for that degree requirement. Substitution petitions are only approved for logical and necessary reasons; they are not approved because you do not wish to take a certain course or accidentally took the wrong course. Typically, you need documentation to support your reason for the substitution petition.

To initiate a substitution petition:

  1. Come to Student Affairs in DFA 1.103 to meet with a college advisor.
  2. You will discuss your situation for needing this substitution petition.
  3. The advisor will review the petition form with you.
  4. You will take the form with you to complete it.
  5. Take the form to your academic advisor.
  6. Your academic advisor will route the petition to the the individuals who will approve/disapprove it.
  7. Your petition will get sent back to us for final dean’s approval.
  8. You will be notified the decision (approved or disapproved) via SAN.
  9. If you gave your form to your academic advisor over two weeks ago and still haven’t received a SAN from Student Affairs, please check back with your academic advisor to learn where in the approval process your petition currently is.

Registration Appeals 

Students wanting to make registration changes to their schedule after the appropriate deadline, and have a documented, non-academic reason for doing so, need to submit an appeal letter to Student Affairs - DFA 1.103. 

Do I need to submit an appeal letter?

  • "It is after the deadline to add, and I am in the wrong section of a course and need to switch to a different section of the same course."
    • Yes, because you will need to drop the wrong section and add the correct section, and since it's after the deadline to add, you need to write an appeal letter.
  • "It is after the deadline to add, and I just got cast in a play…I just got asked to join an ensemble, etc…"
    • Yes, you need to write an appeal letter to add a course after the deadline, even if the department is who is asking you to add.

If you need to write an appeal letter:

  1. Come to Student Affairs - DFA 1.103 to discuss the appeals process and pick up an example appeal letter.
  2. Write the appeal letter and obtain the appropriate signatures.
  3. Turn the appeal letter in to Student Affairs - DFA 1.103 during "open office hours"

Appeal letters are reviewed by the Registration Appeals Committee every Thursday afternoon.

Concurrent Enrollment - Taking Coursework at Another School

Prior written approval of a student's academic dean is required to assure that a course taken at another institution while the student is concurrently registered at the University will count toward the student's degree. (GIB, p.43)

If you plan to take coursework at another school:

  1. Discuss your plans with your departmental advisor.
  2. Pick up a “Request to enroll in courses at another institution” form from your departmental advisor or in Student Affairs - DFA 1.103.
  3. DO THE RESEARCH, FIND THE COURSES! Use the Automated Transfer Equivalency (ATE) System.
    • NOTE: We need to know the exact courses you wish to take and what those courses are equivalent to here at UT. If the UT Equivalent shows up as N/C (no credit), the course does not count for ANY credit at UT.
  4. If the institution is out of state, you must request transfer equivalencies from Admission’s Office, MAIN 7 and submit the Admissions Evaluation form to Student Affairs along with our request form.
  5. Submit the completed “Request to enroll in courses at another institution” form to Student Affairs at least 2-3 weeks BEFORE you begin the outside coursework.
  6. The decision of this petition will be sent to you via a Secure Academic Note (SAN), which will send a notification to the E-mail address listed on your official record.
  7. After you complete transfer work, be sure to have a transcript sent to UT Austin Admissions Office immediately.

 Transcripts
Office of Admissions
The University of Texas at Austin
1 University Station #M5530
Austin, TX 78712
 

If at any point after submission you decide to take a different class or NOT take the class at all, please contact Student Affairs with your change in plans, so we may evaluate accordingly. If we don’t know what coursework you take, IT’S NOT APPROVED!

University Extension

Approval from the student dean's office is required for all students planning to register for self-paced or semester University Extension courses.  If you plan on taking courses via University Extension, follow the steps outlined below.  

For self-paced courses:

  1. Decide which course(s) you plan to register for via the online course schedule on the University Extension Website.
  2. Download and print the self-paced course form.
  3. Complete the form and turn it in to the Student Affairs office.  (Note:  It is not necessary to fill out any payment information.)
  4. Our office will review your application and notify you via SAN once a decision is reached.  If your application is approved, you may add the course to the shopping cart and complete the online registration.

For semester courses:

  1. Decide which course(s) you plan to register for via the online course schedule on the University Extension Website.
  2. Complete the online registration form.
  3. Our office will review your application and notify you via SAN once a decision is reached. If your application is approved, you will be enrolled in the course(s) you specified on the form.