Return to: Academic Regulations

107 Mike Loya Academic Services Building
Phone, 915.747.5544
Fax, 915.747.8764
records@utep.edu
www.utep.edu/register

The Registration and Records Office houses several functions:

  1. Scheduling coordinates faculty and classroom assignments; and
  2. Registration and Records Office is responsible for the maintenance of student records and all registration transactions, including enrollment verifications, transcript requests, graduation applications, and diplomas.

Registration

Registration is a process every student must successfully complete each semester. Although every effort is made to advise students academically, final responsibility for registration rests with the student. Students can attend only those classes for which they are officially enrolled. A student is not enrolled in a course and will not receive a grade for it unless the proper tuition and fees are paid by the deadlines published in the online Class Schedule at www.utep.edu/register or unless arrangements have been made with the Student Business Services Office for deferral of payment. If after census day, a student continues to attend classes even after their class schedule was cancelled because tuition and fees were not paid, or a student attends a course(s) that he or she is not officially registered in, the student must obtain approval from the instructor(s) to enroll in the course(s). After the semester is closed, the student must obtain approval from the instructor(s) and department chair(s) to enroll in the course(s) no later than 90 days after the end of the term for which the approval is being requested. All approvals must be forwarded to the Registration and Records Office. The student must pay the proper tuition and fees, plus any late fees associated with the late enrollment. After registration, enrollment can be verified by the Registration and Records Office.

Late Registration

Any student who, with proper permission, registers after the scheduled days for regular registration will be required to pay a special charge of $20.00 for the late Web registration process, $30.00 for in-person late registration, or $50.00 on or after the first official school day of class. A new student will have the late registration fee waived as long as registration is made before the first official day of class. Late registrants are subject to the same regulations and course requirements as students who enroll on time. Classes missed because of late registration will be counted as absences, and class or laboratory work missed will be counted as a zero (0) unless the instructor grants the student permission to make up the work.

Any student who has been withdrawn and has his or her schedule reinstated after census day will be assessed a $200 reinstatement fee.

Audit Registration

Courses can be audited under the following provisions:

  1. Students should complete an Audit Registration Form for each course to be audited after classes have begun and prior to the Census Day of the long semester. This form must be signed by the instructor teaching the course and by the department chair and then taken to Student Business Services in the Academic Services Building for payment.
  2. No grades will be assigned and no credit will be awarded for audited courses. The extent of the auditing student’s class participation is at the discretion of the instructor.
  3. Credit by examination for audited courses will not be permitted unless tuition and all appropriate fees are paid before the exam is taken.
  4. The following courses cannot be audited: clinical, laboratory, studio activity, any physical activity class (such as PE or Dance), individual instruction, private lessons, or courses specified in the degree plan. It is the student’s responsibility to verify that the course being audited is not within the excluded categories. Audit registration fees will not be refunded for a class in an excluded category.
  5. Audit-only students must purchase a library community user card and a parking decal if they wish to park on UTEP property. Other student benefits such as tickets to events, student health services, access to the Swimming and Fitness Center, or a student ID are not available to audit-only students. Existing student IDs will not be activated for any semester in which a student is in an audit-only status.
  6. Audit fees:
    1. $10.00 per course for students concurrently enrolled at UTEP.
    2. $30.00 per course for students not concurrently enrolled at UTEP.
    3. No charge for students over 65 years of age.
  7. Students should not register for courses they plan to audit. Course registration does not guarantee a seat as an auditor. Registering for the course will result in assessment of regular tuition and fees, in addition to the audit fees noted above.

Dropping Courses and Complete Withdrawals

Students can drop individual courses or completely withdraw from the University as described below. Refer to the online Academic Calendar at www.utep.edu/calendar or to the online Class Schedule at www.utep.edu/register to identify the dates during which adds, drops, withdrawals, and pass/fail registration changes can occur.

Dropping Courses

Student-initiated Drops

It is the student’s responsibility to officially drop a course that she or he no longer wishes to take. Failure to do so can result in a grade of F on the student’s academic record. Athletes must receive permission from the Miner Athletic Advising Center before dropping a course. International students with F or J visas must receive permission from the Office of International Programs before dropping a course.

Administrative Drops

During registration periods for upcoming semesters, students will be dropped from registered courses for failure to meet prerequisites or corequisites after final grades have been posted for the current semester and before the beginning of late registration for the forthcoming semester. A student can petition the department chair of the course in question for a prerequisite or corequisite waiver.

At the discretion of the instructor, a student can be dropped from a course because of excessive absences or lack of effort. A grade of W will be assigned before the course-drop deadline or a grade of F after the course-drop deadline. A grade of F received because of disciplinary action imposed by the University overrides a grade of W received through a student-initiated or faculty drop. Students will be notified of their drop through their UTEP e-mail account.

Students can also be administratively withdrawn from a course during the semester for other reasons, with the concurrence of the instructor and department chair or dean. Approved requests will be forwarded to the Registration and Records Office for processing.

Students are responsible for checking their class schedules in Goldmine and for checking their official UTEP preferred e-mail accounts to determine whether they have been dropped from a class.

Complete Withdrawals

Complete Withdrawal From All Courses for the Semester

Students who withdraw from all courses for the semester must do so in person through the Registration and Records Office. Students who cannot drop in person may submit a fax with signature and picture ID to 915.747.8764 or via an e-mail using their UTEP e-mail account to records@utep.edu. Athletes must receive permission from the Miner Athletic Advising Center before dropping all classes. International students with F or J visas must receive permission from the Office of International Programs before dropping all classes. Students receiving financial aid or student loans must clear through the Financial Aid Office.

Students who drop all courses for the semester and re-enroll the following semester are allowed to re-enroll based on their last academic standing as described in the Standards of Academic Performance section of this catalog. Students who were enrolled in professional programs such as Social Work, Clinical Laboratory Science, Nursing, Occupational Therapy, Physical Therapy, and Speech-Language Pathology should check with their major departments to determine their eligibility for re-enrollment in the program.

A student who withdraws from all classes for the semester immediately loses access to all services and privileges available to enrolled students.

Financial information concerning drops and withdrawals can be found in the Refund of Tuition and Fees section of this catalog.

Complete Withdrawal Due to Academic Performance

After final grades have been posted for the current semester, and before late registration begins for the following semester, students whose academic standing makes them ineligible to re-enroll will be withdrawn from all their classes for the following semester. For further details, refer to the Standards of Academic Performance section in this catalog.

Complete Withdrawal Due to Medical Reasons

A student who must withdraw completely because of medical reasons must submit a letter to the Student Business Services Office from the attending physician, clinical psychologist, or licensed clinical practitioner on official letterhead with an original signature, stating the date(s) within the semester that the student was under medical care and that the student must withdraw because of the medical condition. This letter must be submitted within the semester, or no later than 90 days after the end of the term for which the withdrawal is being requested. If the student is unable to act on his or her own behalf, a representative can do this for the student.

Complete Withdrawal Due to Medical Conditions of a Family Member

A student who must withdraw completely because of a medical condition of an immediate family member must submit a letter to the Student Business Services Office from the family member’s attending physician, clinical psychologist, or licensed clinical practitioner. The letter must be submitted on official letterhead with an original signature, stating the date(s) within the semester that the student’s immediate family member was under medical care, and confirm that the student must withdraw to attend to the immediate family member’s medical condition. This letter must be submitted within the semester (or no later than 90 days after the end of the term for which the withdrawal is being requested). If the student is unable to act on his or her own behalf, a representative can do this for the student. Immediate family member is defined as a husband, wife, parent, sibling, child, legal guardian, or grandparent; other relationships can be considered on a case-by-case basis.

Complete Withdrawal Due to Death of a Family Member

A student who must withdraw because of the death of an immediate family member must submit an official death certificate to the Student Business Services Office during the semester (or no later than 90 days after the end of the term for which the withdrawal is being requested). Immediate family member is defined as a husband, wife, parent, sibling, child, legal guardian, or grandparent; other relationships can be considered on a case-by-case basis. Once documentation has been received, the student will be withdrawn.

Complete Withdrawal Due to Death of Student

Upon the death of a student, the student’s parent, spouse, or legal guardian must submit an official death certificate to the Student Business Services Office within the semester (or no later than 90 days after the end of the term), so that the student can be withdrawn from all classes.

Complete Withdrawal Due to Active Military Service

Students who have to withdraw because they have been called to active military service must provide a copy of their military orders covering the affected semester to the Student Business Services Office. Grades will be assigned as described below. Military personnel can select one of the withdrawal options below according to the Texas Education Code, Chapter 54, Subchapter A, Sec. 54.006:

  1. Receive a refund of the tuition and fees paid for the withdrawn semester (see  NOTE below);
  2. If eligible, receive grades of Incomplete (I) from instructors, with the notation Withdrawn – Military appearing on the academic transcript. (See section on Incomplete or In-progress Work in this catalog.); or
  3. Receive an appropriate final grade or credit if the instructor determines that a substantial amount of coursework has been satisfactorily completed and sufficient mastery of the course material has been demonstrated. With this option, the student will not be eligible for a full refund of tuition and fees.

Request for complete withdrawals, with the required documents, related to medical reasons, medical conditions of a family member, death of a family member, active military service, and death of a student, will be accepted only if received within 90 days after the end of term for which the withdrawal is being requested. After 90 days, a full refund of tuition and fees will not be approved.

Additionally, students or prospective students who withdraw from or defer admission to a graduate program to perform active military service in a combative operation outside the United States will be readmitted following military service to that program (consistent with Texas Education Code, Subchapter W, section 51.844).  Any previously earned coursework will be applied toward the program and any standardized test score previously submitted will be accepted.

Grade Assignment for Drops, Withdrawals, and Complete Withdrawals

Grades will be assigned as follows when a student drops a course or completely withdraws from the University:

  1. If a student drops a course or all courses before the official census date of a semester, neither the course nor a grade will appear on the student’s academic record.
  2. If a student withdraws from a course after the census date, but before the student-initiated course drop deadline listed in the Class Schedule, a grade of W will be assigned.
  3. With the exception of complete withdrawals, if the student drops after the student-initiated course drop deadline, the instructors will determine a grade of W or F for each course. A grade of W will be considered only under exceptional circumstances and must be approved by the instructor and department chair for the course. A student may need to petition the instructor for a grade of W in writing with the necessary supporting documentation.
  4. In the event of a complete withdrawal due to medical reasons, medical conditions of a family member, death of a family member, death of a student, or military service, grades of "W" will appear on the student's academic record.