Return to: Academic Regulations

Current regulations are applicable to every student enrolled, regardless of one’s date of admission. Interpretations or explanations contrary to the regulations stated below are not binding upon the University.

Student Responsibilities

Students are responsible for being aware of

  1. The current academic regulations and calendar of the University.
  2. The general and specific degree requirements in their major fields.
  3. Policies that apply to registration.
  4. Their academic status, including eligibility to re-enroll. An ineligible student who enrolls will be dropped from all courses.

General academic regulations are contained in this section of the catalog. Registration policies, procedures, and schedules can be found in this section and in the on-line Class Schedule at www.utep.edu/register. Degree requirements and those specific to a given major are located in the appropriate college and departmental sections. Additional information can be obtained from the academic deans, department chairpersons, and departmental academic advisors. Students are bound by the academic regulations in effect at the time of each registration, including those recent changes that appear in the on-line Class Schedule.

Classification of Students

Classification is based on the total number of UTEP and transfer semester hours earned:

Classification

Hours

Freshman
Sophomore
Junior
Senior

0-29 hours
30-59 hours
60-89 hours
90 or more hours

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 unless the proper tuition and fees are paid by the deadlines published in the on-line Class Schedule or unless arrangements for deferral of payment have been made with the Student Business Services Office. If after census day, a student continues to attend classes even after their class schedule was cancelled due to no payment of tuition and fees, or a student attends a course(s) that they are 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 will be responsible to pay the proper tuition and fees, and any late fees associated to 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 $20.00 for Web registration process, $30.00 for in-person late registration, and $50.00 on or after the first day of class. A new student will have the late registration fee waived as long as registration is made prior to the first day of class for the term. Late registrants are subject to the same regulations and course requirements as students who enroll on time. Each class missed because of late registration will be counted as an absence, and class or laboratory work missed will be counted as a zero (0) unless the instructor grants 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.

Auditing Courses

Courses can be audited under the following provisions:

  1. Per Senate Bill 1107, effective January 1, 2012, entering students enrolling in public, private or independent institutions of higher education are required to provide evidence of immunization against bacterial meningitis. For further information about the meningitis vaccine requirements refer to the following web site: www.utep.edu/sb1107.  Proof of the meningitis vaccine must accompany your Audit Registration form.
  2. Students should complete an Audit Registration form for each course to be audited after classes begin and prior to 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 the Registration and Records Office to be added to the class roster. Students will then go to the Student Business Services Office for payment.
  3. No grades will be assigned and no credit will be awarded for audited courses. The extent of a student’s class participation is at the discretion of the instructor.
  4. Credit by examination for audited courses will not be permitted unless tuition and all appropriate fees are paid before the exam is taken.
  5. The following courses cannot be audited: clinical, laboratory (organized laboratory classes); studio activity (such as art, piano, woodwinds, dance classes, etc.), any physical activity class (such as PE or Dance), individual instruction, private lessons, and 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.
  6. Audit-only students must purchase a parking decal in order to park on UTEP property. Other student benefits such as tickets to events, student health services, access to the Swimming and Fitness Center, and a Miner Gold Card are not available to audit-only students. Audit only students will be issued a Library Services card.
  7. 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.
  8. 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 on-line Academic Calendar at www.utep.edu/calendar or to the on-line Class Schedule to identify the dates during which adds, drops, withdrawals, and pass/fail registration changes may occur.

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 might 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 next semester. A student may 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 and a grade of “F” after the course drop deadline. A grade of “F” received due to 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 may 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 if they have been dropped from a class.

Six-Course Drop Limit

Under section 51.907 of the Texas Education Code, beginning fall 2007, all first-year students enrolled for the first time at any Texas public college or university are limited to six (6) course drops during their academic career. This includes student-and faculty-initiated drops and courses dropped at other Texas public institutions. This policy does not apply to courses dropped prior to census day or to complete withdrawal from all courses for the semester. Students are encouraged to discuss options with their professors and advisors and to make use of campus resources before deciding to drop a course. Once the six-drop limit has been reached, subsequent course drops will be recorded with grades of WF.

First-time, first-year students must meet with their academic advisor (or department chair of their major if they do not have an advisor) before dropping a course. The advisor will determine whether the drop will count toward the six-drop limit prior to the course drop deadline. After the course drop deadline, the faculty member will determine if the drop will count toward the six-drop limit.

There are exemptions that may allow a student to drop a course without having it counted toward the six-drop limit, but it is the student’s responsibility to demonstrate good cause. Exemptions for good cause may include and are not limited to:

  1. A severe illness or other debilitating condition that affects the student’s ability to satisfactorily complete the course.
  2. The student’s responsibility for the care of a sick, injured, or needy person if provision of that care affects the student’s ability to satisfactorily complete the course.
  3. The death of a person who is considered to be a member of the student’s family or who is otherwise considered to have a sufficiently close relationship to the student that the person’s death is considered to be a showing of good cause*.
  4. Active duty service as a member of the Texas National Guard or armed forces of the United States of either the student or a person who is considered to be a member of the student’s family or who is otherwise considered to have a sufficiently close relationship to the student that the person’s active military service is considered to be a showing of good cause.
  5. A change in the student’s work schedule that is beyond the student’s control and that affects the student’s ability to satisfactorily complete the course.
  6. Other good cause as determined by the University in consultation with the advisor; or
  7. Other reason as described by the student.

*The Texas Higher Education Coordinating Board has specified “family member” to include spouse, child, grandchild, father, mother, brother, sister, grandmother, grandfather, aunt, uncle, nephew, niece, first cousin, step-parent, step-child, or step-sibling. “Sufficiently close relationship” includes a relative within the third degree of consanguinity plus close friends including, but not limited to, roommates, housemates, classmates, or others identified by the student and approved by the institution. The importance of a relationship is both highly individual and highly subjective.

The Course Drop Form contains the exemption request and should be submitted to the advisor no later than the last day of class for the semester in question. Appeals to the denial of exemption requests may be made to the student’s academic dean.

A UTEP drop that counts toward the six-course drop limit is noted on the academic transcript by a grade of WC. Transfer work that counts toward the limit is noted by a grade of TWC. The statement TEC 51.907 Undergraduate Course Drop Counter–(#) appears at the end of the UTEP transcript. This number reflects only UTEP drops.

For further information, contact the Registration and Records Office, 123 Academic Services Building, or call 915.747.5544.

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 can submit a fax with signature to 915.747.8764 or 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 department to determine their eligibility for re-enrollment in the program.

Complete withdrawal from all courses for a semester does not count toward the six-drop limit for first-time, first-year students who enter fall 2007 or thereafter. A student who withdraws from all classes for the semester immediately loses access to 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 next semester, students whose academic standing makes them ineligible to re-enroll will be withdrawn from all their classes for the next 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 due to 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, state 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 may do this for the student. “Immediate family member” can be 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, brother, sister, son, daughter, 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 Offices. Grades will be assigned as described below. Military personnel can select one of the withdrawal options below according to the Texas Education Code, 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.

Requests 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 only be accepted if received within 90 days of the end of the term for which the withdrawal is being requested. After 90 days, a full refund of tuition and fees will not be approved.

Grade Assignment for Drops and 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 on-line 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, 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 the student, or military service, grades of “W” will appear on the student's academic record.

Student Educational Records

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. §1232g and the Texas Public Information Act, Texas Government Code, § 552.001, et seq., are federal and state laws that provide students the following rights with respect to their student educational records.  The University of Texas System and The University of Texas at El Paso have implemented a student records policy that adheres to these laws.  For more information regarding the University's implementation of these laws, please review the Handbook of Operating Procedures.