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ADVISOR HANDBOOK - Forms and Worksheets

Add – Drop – Withdrawal

Undergraduate Course Add Request (Online downloadable form; updated April 2008)

  • Function: Student request to add a course after late registration but before Census
  • Routing:
    1. Student acquires signatures of faculty teaching the course for permission (*Absolutely required* unless other approval from department teaching the course!)
    2. Student takes to Academic Advisor of their major department for final approval
    3. Advisor from student’s major department adds the class(es) in MyMav
  • Final Decision: Academic Advisor of the major department
  • Author of Form: University Academic Advising Committee (UAAC)

Pre-requisite Verification Form for ENGL courses (Online downloadable form)

  • Function: Student request to add an ENGL course if the completed transfer/AP/IB/CLEP pre-requisite credit has not yet posted in MyMav.
  • Routing:
    1. The student or advisors can complete the form and either fax or email those listed on the form.
    2. Please note that additional documentation may need to be added for a request to be considered (see yellow highlighted portion).
    3. The Department of English advisors do not need to meet with these students.
  • Final Decision: English Department
  • Author of Form: English Department

Course Drop Checklist (Online downloadable form)

  • Function: Student request to drop of courses after late registration but before the Last Drop Day for the session
  • Routing:
    1. Student acquires signatures from faculty teaching the course to facilitate good decision making (*Highly suggested* practice but not required as Last Drop Date approaches)
    2. Student takes to Academic Advisor of the major department for final approval
    3. Advisor drops the class(es) in MyMav using SREQ action reason code
  • Final Decision: Academic Advisor of the major department and student
  • Author of Form: University Academic Advising Committee (UAAC)

Withdrawal Checklist (Online downloadable form)

  • Function: Student request to withdraw from all of their courses after late registration but before the Last Drop Day for the session
  • Routing:
    1. Student acquires signatures from faculty teaching the course to facilitate good decision making (*Highly suggested* practice but not required as Last Drop Date approaches)
    2. Student takes to Academic Advisorof the major department for final approval
    3. Advisor drops the class(es) in MyMav using SRAL action reason code
  • Final Decision: Academic Advisor of the major department and student
  • Author of Form: University Academic Advising Committee (UAAC)

Class Roll Adjustment Forms

Official hardcopy forms with attached carbon copies are available in academic departments or can be ordered from the UT Arlington Print Shop

Proper Uses for a CRA form

  • Function: Make adjustments to the Class Roll after the Census date for the session. Adjustments can be adding classes, dropping classes, or swapping sections of a class.
  • Routing: Requires approval from the Course Instructor, Chair of the Department, Dean of the School/College, and Office of the Provost
  • Final Decision: Office of the Provost
  • Author of the Form: Office of Records – Printed in the UTA Maverick Print as the form provides triplicate copies.

Withdrawal and Drop Exception Form (Online downloadable form)

  • Function: Student request for consideration to drop or withdraw from coursework after the Last Drop Day for the session
  • Routing:
    1. Student completes the form and includes documentation for the extraordinary event that prohibited dropping of coursework by the Last Drop Date
    2. Student acquires signatures from a) faculty teaching the course – b) Chair of their major department – c) Dean of their major department – and finally d) Office of the Provost.
  • Final Decision: Office of the Provost will contact student with the final decision regarding their request. Office of Records processes approved requests.
  • Author of Form: Office of the Provost

Undergraduate Petition for Exemption to 6-Course Limit Drop Policy (Online downloadable form)

SB 1231 Policy Information

  • Function: Student request to drop more than 6 courses in their undergraduate career in accordance with the exceptions allowed in Senate Bill 1231.
  • Routing:
    1. Student completes the form including the Reason for the Request and provides attached documentation.
    2. Student turns form into the Office of the Provost
  • Final Decision: Office of the Provost
  • Author of the Form: Office of Records

Grade Exclusion and Replacement Policies

Grade Exclusion Policy Form (Online Form with Electronic Routing)

  • Function: For students entering UT Arlington Fall 2006 and after, student request to exclude courses from the GPA calculation in accordance with the Grade Exclusion Policy in the Undergraduate Catalog. *Routing:
    1. Students should seek counsel from their Academic Advisors, Financial Aid Office, Athletic Department, and International Office as appropriate
    2. Student completes the online form
    3. Electronic routing sends request to major department of the student for approvals
    4. Electronic routing send request to the Office of Records
  • Final Decision: Second Line Approver in the major department and Office of Records
  • Author of the Form: Office of Records

Grade Replacement Request Form (Online downloadable form)

  • Function: For students entering UT Arlington prior to Fall 2006, student request to retake a course and replace the grade, excluding the previous grade from the GPA calculation, in accordance with the Grade Replacement Policy in the Undergraduate Catalog.
  • Routing: Student completes form and returns to the Office of Records
  • Final Decision: Office of Records in accordance with policies of departments and majors of that department
  • Author of the Form: Office of Records

Advising Forms and Worksheets

Template for Major Change Form (Online downloadable form)

  • Function: Template only; departments can elect to adopt a form of this sort for workflow and documentation purposes
  • Routing: For departmental use for documenting major changes
  • Author of the Form: University Academic Advising Committee (UAAC)

UTA Core Curriculum Worksheet (Online downloadable worksheet)

  • Function: Template only; for departmental advising purposes only
  • Routing: For advisor and student unofficial use only
  • Author of the Form: University Advising and Student Success

Probation Advising Form (Online downloadable worksheet)

  • Function: Template only; for departmental advising purposes only
  • Routing: For advisor and student unofficial use only
  • Author of the Form: University Advising and Student Success

Counseling Referral Form

  • Function: Student referral to Counseling Services for academic or personal counseling
  • Routing: Advisor completes the form for the student to take to Counseling Services
  • Author of the Form: University Advising Center and Counseling Services

Math Placement Testing Exception Request (Online downloadable form)

  • Function: Student request for placement into a Math course other than indicated by MPT or CRT placement test scores
  • Routing:
    1. Student completes the form with rationale for the request
    2. Academic Advisor from the major department signs form if approves of rationale
    3. Student delivers form to the Math Department
  • Final Decision: Math Department advisors
  • Author of the Form: Math Department

Freshman PASS Appeal for Future Enrollment (Online downloadable form)

  • Function: Student request for reenrollment if previously failed EDUC 1131: Freshman PASS, in accordance with the Freshman PASS Policy in the Undergraduate Catalog.
  • Routing:
    1. Student completes the form including exercises 1 – 6
    2. Student submits the form to the Director of the University Advising and Student Success Center
  • Final Decision: Director of the University Advising and Student Success Center
  • Author of the Form: University Advising and Student Success

Early Readmission Contract

  • Function: Student request from an academic major to be readmitted to UT Arlington prior to the end of a dismissal period
  • Routing:
    1. Student completed the form with their academic advisor
    2. Advisor forwards to Dept Chair or Dean’s Office for approval
    3. Forwarded to Director of the Unviersity Advising and Student Success Center for final approval by the Friday before classes start for any given session
  • Final Decision: Director of the University Advising and Student Success Center
  • Author of the Form: Template approved by the University Academic Advising Committee

Dismissal Return and Probation Contract Templates

  • Function: To set forth exceptations and plans for success for students who are on Probation (but within the Table of Standards) or are reenrolling after sitting out a dismissal period considering the individual needs of each student
  • Routing: Departmental and student use only
  • Final Decision: Academic Advisor in conjunction with departmental policies and guidelines
  • Author of the Form: Templates provided by University Advising and Student Success

Blazing the Trail to Graduation: Freshman – Senior Year Checklists (Online downloadable worksheets)

  • Function: Provide students with some targeted goals for each year in college
  • Routing: For advisor and student unofficial use only
  • Author of the Form: University Advising and Student Success

Student Records Forms

Graduation Application Form (Online Electronic Form)

  • Function: Student notification to the University of intent to graduate with a degree
  • Routing:
    1. Student completes the online form
    2. Graduation Desk and the major department confirm eligibility to graduate
  • Final Decision: Office of Records – Graduation Desks confirms that student meet requirements for degree
  • Author of the Form: Office of Records

Audit Request Form (Online downloadable form)

  • Function: Student request to audit (observe) a class – no grade – no participation – no course assignments.
  • Routing:
    1. Students can complete the audit form and make requests only during the Late Registration Period of a given session
    2. Complete the audit form and seek Course Instructor Signature of Approval
    3. Make payment for the course audit at the Bursar’s office
    4. Take the form to the Office of Records
  • Final Decision: Office of Records
  • Author of the Form: Office of Records

Order Official Transcript (Online Electronic Form)

  • Function: Student request for an official transcript from UT Arlington and make payment for the transcript. Also available to order by Mail or In Person.
  • Routing: Select from “Current Student” or “Alumni/Former Students” options on the site.
  • Author of the Form: Office of Records

Student Release of Information to Parents/Legal Guardians From the Student’s Educational Record (Online downloadable form)

FERPA Info

  • Function: Student request to give access to educational records to certain individuals. Does not include waiver for financial aid and student financial records. Those requests require the completion of separate forms.
  • Routing: Student completes form and returns to the Office of Records
  • Final Decision: Student
  • Author of the Form: Office of Records

Request for Student Name Changes (Request in person or by mail only)

  • Function: Student request for changes to name. Refer to Office of Records instructions for more information regarding the types of documentation that are required to accompany this form.
  • Routing: Office of Records
  • Final Decision: Must provide one form of photo identification for changes to be processed
  • Author of the Form: Office of Records

Reinstatement Appeal (Online Electronic Form)

  • Function: Student requests to be reinstated after Census date after being dropped for non-payment.
  • Routing:
    1. Student submits form online and mails other pertinent documentation to the Office of Records.
    2. Information is forwarded to the Tuition and Fee Appeal Committee for consideration.
  • Final Decision: Tuition and Fee Appeal Committee
  • Author of the Form: Office of Records

Financial Appeals and Rebates

Tuition and Fee Refund Appeal (Online Electronic Form)

  • Function: Student request for tuition and fee refund due to extraordinary circumstances such as medical problems, death in the family, military deployment, etc.
  • Routing:
    1. Student completes online form and also mails other pertinent documentation to the Office of Records
    2. Information is forwarded to the Tuition and Fee Appeal Committee for consideration
  • Final Decision: Tuition and Fee Appeal Committee
  • Author of the Form: Office of Records

Tuition Rebate for Bachelor Degree Graduates (Online downloadable form)

Tuition Rebate

  • Function: Student request for tuition rebate in accordance with Texas Education Code, section 54.0065. Students are notified via email of their eligibility for this rebate after Census of the graduating semester
  • Routing: Student completes the form and returns to the Office of Records
  • Final Decision: Office of Records
  • Author of the Form: Office of Records