Registrar’s Office Policies

All students must meet with their academic advisor to register for classes. Registration deadlines are listed on the academic calendar and all students must register within the dates specified prior to beginning classes. A course schedule is published each semester on the UTTC website with specific days, time, instructor and location for each class.

Semester Description

Academic Advising

All academic departments have academic advisors who are readily available to assist students with questions pertaining to academic regulations and procedures, selection of courses that satisfy degree requirements, major options, and alternatives. Academic advisors confer with students about overall degree requirements, academic difficulty, program planning, or assistance with anything related to academics. All department chairs and faculty serve as academic advisors for students in their programs.

Academic Honors

UTTC believes it is important to recognize students who have distinguished themselves with high scholastic achievement. Full-time students with a term GPA of 4.0 will be placed on the President’s List. Full-time students with a term GPA of 3.50-3.99 will be placed on the Vice President’s List. These lists are publicized to give recognition to the students and are noted on the student’s transcript.

Academic Probation

A student will be placed on probation (and will remain on probation) at the end of a semester if either the term Grade Point Average (GPA) or the cumulative GPA is below 2.00. When a student is on academic probation, the student must achieve a term and cumulative GPA of at least 2.00 during the semester to be removed from probation. If these conditions are not met by the end of the semester in which the student is on probation, the student will be academically suspended.

Academic Suspension

A student on academic probation is suspended at the end of the semester if the student does not earn a minimum term GPA of 2.0 and a maintain a minimum cumulative GPA of 2.0. While on suspension, a student cannot register for any courses for at least one full academic year from the semester in which they were suspended (e.g. fall to fall, spring to spring, summer to summer).

Students may appeal the suspension directly to the Vice President of Academic Affairs (VPAA) within three (3) business days after the day grades are due for the semester per the academic calendar. The appeal is a written document (email or letter) detailing what the student will do differently in an effort to increase his or her GPA if allowed to continue. The VPAA will respond within three (3) business days with what is considered the final decision.

A student seeking re-admission after a period of suspension must re-apply for admission and meet all typical institutional admission requirements. The admission process for students returning after a period of suspension will be completed through the UTTC Registrar’s Office.

Placement Exams

The Accuplacer is a computer-based placement tool designed to provide placement and advising information for students entering college and is required for placement in all courses requiring Reading, Math, or English. Students who have been accepted for admissions to UTTC will complete the Accuplacer tests prior to registering for courses for their first semester. For more information regarding the Accuplacer testing processes.

Accuplacer Testing Exemption

Students will be exempt from the testing requirement if they meet a minimum of one of the following criteria:

Students who have taken the ACT within the past five (5) years, and can provide a copy of the scores
Students who are registering for certificate programs (Welding, HEO and Medical Billing & Coding)
Transfer students who have successfully completed (“C” or higher) a college-level writing course (ENG 110) or a college-level math course (MTH 103 or MTH 104) within the past five (5) years, and have documentation of these courses on an official transcript.
Students who have taken the Accuplacer test(s) within the past three (3) years and can provide a copy of the results.
Students who are taking all of their courses online.

The cut scores for the Accuplacer tests are posted on the UTTC website.

Auditing a Class

Auditing classes (attending classes without being required to take written tests and final exam and without earning college credit) is permitted but requires permission from the instructor for the course and a $50 audit fee per credit hour. The audit fee is payable prior to the start of the course. Full-time students may audit a course at no additional charge if their total course load (including audit class) is 18 credits or less.

Students who audit courses are expected to participate in all course activities other than tests and final examinations. Students registering for audit may not register later in that same course for credit. Audited courses do not apply toward degree requirements.

Continuing Education Units

The Registrar’s Office coordinates the process for awarding Continuing Education Units (CEUs) for professional development activities. These units are offered through workshops, institutes, and a variety of other training formats. All training for CEUs must be pre-approved through the UTTC Registrar’s Office.

Continuing Education Units Approval Form

Course Changes

Students wishing to add or drop a course must do so on or before the tenth (10) instructional class day (Census Date) of the fall and spring semesters and the fourth (4) instructional class day (Census Date) for the summer semester. The academic advisor initiates the Add/Drop form for the student and forwards it to the Registrar’s Office. The Registrar will make the change in the Jenzabar system. The form is available on the UTTC website.

Adding classes is not allowed after the last day to add classes has passed on the Academic Calendar. Courses that are dropped may be noted as “Dropped” or “Withdrawn” depending on the date of the actual withdrawal from the course. It is the student’s responsibility to know these dates and make the appropriate decision regarding this process.

Course Overload

The student will submit an email to the VPAA requesting approval to register the student for an overload. The VPAA will consider the student’s prior course completion history before replying to the email, either granting or denying approval.

Course Syllabus

The syllabus is considered a contract between the institution and the student. The Registrar’s Office mandates every course for every semester will have a syllabus in a manner compliant with identified best practices. A template will be provided with components that are the minimum requirement for the syllabi and that cannot be removed. Instructors may choose to include additional information that is relevant to their courses in addition to the information on the template.

Each syllabus will have a minimum of the following components:

Instructor contact information, office hours and office location
Class name, number, location, credit hours, days of the week, and time of day
Required textbooks: author, title, edition, publisher, and ISBN number
Listing of all supplemental materials required and suggested
Course description, course learner objectives, and assessment measures for each objective as approved by the Curriculum Committee
Program assessment information
Course calendar: unit topics, assigned reading, major assignments, due dates
Evaluation/grading system: descriptions of performance assessments and scoring guides, grading criteria for individual assignments and the course
Course policies: attendance, late work, academic integrity, student conduct, course procedures, professionalism, and other information on the syllabus template
Disabilities services statement

Degree Plans

When a student registers as a first-time student at UTTC, the degree plan that is approved and in effect at that time will be the degree plan the student will remain on until the student graduates, changes programs, or withdraws from the college. If the student returns to college or changes programs, and a revised degree plan has been approved during the student’s absence, the new degree plan will be in effect upon the date of the student’s return.

Degree Change/Major Declaration

A Degree Change Form must be completed in the following situations:

A student intends to change from one academic program to another.
A returning student graduates with a certificate or AAS degree and intends to move onto the next degree level within their program (from an AAS to a BS).

The student’s current academic advisor will initiate the Degree Change form if the student is choosing to change programs. The form is available on the UTTC website. The new advisor and a representative from the Financial Aid Office will also sign this form. After the form is signed, it is forwarded to the Registrar, who will record the change in the Student Information System.

Independent Study Request

The College recognizes there may be instances when a student needs to take a course that is currently not being offered according to the master course schedule. In these exceptional cases, the course or courses may be offered as independent study, providing the following steps have been taken:

The independent study course student and the instructor will adhere to established instructional policies, including regular tracking of satisfactory academic progress, grading procedures, and be submitting mid-term and final grades as scheduled. The instructor has the responsibility of maintaining the integrity and high expectations for the independent learning process and its outcomes.

Repeating Courses

Students may repeat courses to improve grades and grade-point averages; however, the last grade received following each repetition becomes the grade of record. In all instances, the transcript will show the previous registration(s) and grade(s) received.

Any UTTC courses repeated to improve a grade must be taken (repeated) at UTTC. Courses repeated elsewhere will not affect the UTTC grade point average. Repeating courses may affect athletic and financial aid eligibility.

Course Withdrawal

A student will have a grade of W (Withdrawal) recorded for the semester if the student chooses to withdraw from a course after the Census date and prior to the last day to withdraw from the term, as published in the academic calendar. The student will meet with the academic advisor to initiate the Add/Drop form that is signed by the academic advisor and submitted to the Registrar’s Office.

Students who withdraw from a course after the last day to withdraw identified on the academic calendar will have a failing grade (“F”) recorded on the transcript. Students who do not complete the withdrawal forms, but discontinue attending and/or participating, will have the grade they earned recorded as their final grade.

Withdrawal from the College

UTTC is firmly committed to assisting students in exploring all alternatives to formally withdrawing from college. If a student decides to withdraw, a Withdrawal Form will be completed and submitted to the Registrar’s Office. The student’s academic advisor or Academic & Personal Counselor will initiate the withdrawal process for students, for both student-initiated (voluntary) and college initiated (involuntary) withdrawals. The form is available on the UTTC website.

Student-initiated withdrawal forms are processed by the Registrar’s Office within two (2) days of being received from the Academic & Personal Counselor.
College initiated withdrawal forms are initiated by the academic advisor and Academic & Personal Counselor. The student is notified about the withdrawal by the counselor and has three (3) days to appeal directly to the VPAA. The VPAA will make a determination on the appeal and contact the student, the Registrar’s Office, Financial Aid, and the Academic & Personal Counselor within two (2) days of receiving the written appeal. The Academic & Personal Counselor will inform all interested parties of the results and the Registrar’s Office will process withdrawal.
A student who has withdrawn from UTTC for any reason, including medical, is no longer enrolled. Consequently, as of the date of the withdrawal, the student cannot continue to attend classes or complete work that was assigned in the term in which the withdrawal occurred, even if the deadline for such assignments was previously extended. A student who decides to return to UTTC in the future will be required to re-apply for admission.

Withdrawal Prior to Census Date

Any students who have not attended class within the first two (2) weeks of the semester will be dropped from the course(s). If the student has not attended one or more courses, the academic advisor will complete an Add/Drop Form to withdraw the student from the course(s). If the student has not attended any courses during the first two (2) weeks of class, the Academic & Personal Counselor will complete a Withdrawal Form based on a recommendation from the student’s academic advisor.

Every effort will be made to verify the student has not attended class. If this has been determined, the Add/Drop Form must be completed no later than two (2) weeks after the semester start, on the Census date for the semester. If the student is withdrawn on or before Census date, there will be no academic record for the student for that semester and no charges will be incurred. The Academic & Personal Counselor will notify the appropriate parties on campus that the student is no longer enrolled at UTTC.

In the event a student is allowed to register for courses but is not able to meet the requirements for payment by the date due, Student Accounts will submit a request to the student’s Academic & Personal Counselor to depart the student based on non-payment. The Academic & Personal Counselor will complete the Add/Drop Form for the student’s courses and submit it to the Registrar’s Office on or before Census date and the student will be withdrawn. The Academic & Personal Counselor will notify all interested parties on campus regarding the student’s status.

The date on the Add/Drop Form or the Withdrawal Form is the last day the student attends classes. If the withdrawal is the result of a college initiated withdrawal form process, and the student intends to appeal, the student will continue to attend classes until a decision has been rendered regarding the appeal (within five (5) days of the initial withdrawal date). This extended time period allows two (2) days for the student to file an appeal with the VPAA and for a decision to be made regarding that appeal. The VPAA will contact the student, the Registrar’s Office, Financial Aid, and the Academic & Personal Counselor within two (2) days of receiving the written appeal when a decision has been made. The Academic & Personal Counselor will relay the results of the appeal to all interested parties, including Housing, Student Accounts and others.

The decision by the VPAA is final. The student will not attend classes any day after the final decision.

Transferring to Other Institutions

UTTC makes every attempt to align courses with other colleges and universities to increase transferability of course credits between institutions; however, UTTC cannot guarantee courses will transfer. If a student intends to transfer to another institution, it is the responsibility of the student to contact the Registrar’s Office at the selected college or university and inquire about which UTTC courses they will accept. This process should be started as early as possible.

Enrollment Verification

Fill out this form: https://uttc.edu/wp-content/uploads/2021/05/enrollment-verification.pdf

Grades and Transcripts

Requesting Transcripts

Official Transcript Request Form

United Tribes Technical College may withhold official records and documents such as transcripts, official and unofficial, diplomas, and enrollment/degree certifications for individuals with outstanding financial obligations to the college. For questions, please, contact the Student Accounts Office at (701) 221-1425. Transcripts, official and unofficial, will not be issued as a result of phone requests.

Ordering an Official Transcript

Currently enrolled students at United Tribes Technical College need to submit a formal request by:

Completing the Official Transcript Request Form,
Return the form to the Registrar’s Office via fax, 701.530.0636; or as an attachment to transcripts@uttc.edu; or, in person at the Enrollment Services located at Jack Barden Center, Upper Floor,
There is no fee for an official transcript.

Alumni and former students may request a transcript through the National Student Clearinghouse by following these steps:

Log-in to the National Student Clearinghouse,
Click the Order Now link and select United Tribes Technical College,
The site will walk you through placing the order. You can order as many transcripts as you need in a single session.
Order updates will be emailed or texted to you. You can also check order status and delivery confirmation.
The cost per transcript is $2.75.

Unofficial Transcripts

Current students can access their unofficial transcript via MyUTTC at anytime, anywhere.

Alumni and former students will complete the Unofficial Transcript Request Form and send to the Registrar’s Office via fax, 701.530.0636; or, as an attachment to transcripts@uttc.edu; or, in person at Enrollment Services located at Jack Barden Center, Upper Floor. There is no fee to issue unofficial transcripts.

Note that all transcripts are printed and sent from the Registrar’s Office on the same day the complete order is received.

Grading

UTTC uses letter grades to evaluate student work in each class. Students earn grades and credit by meeting course requirements. A student is required to earn a grade of ‘C’, or higher, in every course required for the degree, diploma or certificate that he or she is seeking. Any grade lower than a “C” will not fulfill the requirements for any course listed on any degree plan at United Tribes Technical College.

Once a grade is reported, only the faculty member who reported it may change it. If an error is detected, or if other circumstances warrant a change in the grade issued, the correction should be made no later than 10 days after the start of the next semester.

Instructors are responsible for determining final grades and submitting the final grades to the Registrar’s Office. The Registrar then determines the student’s term GPA by dividing the number of points earned each semester by the total semester hours attempted. The cumulative GPA is determined by the same formula. Grades of Incomplete and withdrawn semester hours are not used in calculating the GPA. The most recent grade will be used to calculate GPA when a course is repeated.

Grades and attendance cannot be disclosed to a student’s family members without written permission from the student on the signed release form.
Grades and attendance for dual credit students can be provided to the parent/guardian or the school advocate if the student is under the age of 18.
Posting grades using the student’s name, student ID number or any portion of the social security number violates FERPA.
Faculty and staff are prohibited from disclosing personally identifiable information about a student or permitting inspection of a student’s educational records without that student’s written consent (signed release form).
Reference letters written on behalf of a student do not give the authorization to disclose that student’s records or performance details without that student’s written consent (i.e., a signed release form).
In general, student information may only be shared with the student’s consent, in a health or safety emergency, or pursuant to another FERPA exception.

The Registrar’s Office is responsible for providing annual FERPA training to faculty and staff during the fall in-service and to provide a copy of the FERPA regulations to all faculty and staff. Any questions about FERPA may be referred to the Registrar’s Office.

Grade Changes

The determination of the student’s grade by the instructor shall be final. The following policies apply to changes of grades, except for changes of Incomplete (I) and Withdrawal (W) grades:

In general, all course grades are final when filed by the instructor at the end of the term. These grades become a part of the student’s permanent record.
A change of grade shall not occur as a consequence of the acceptance of additional work or re-examination beyond the specified course requirements.
A request for a grade change shall be initiated by the student affected or by the instructor within one week (5 business days) following the award of the original grade. If the instructor determines there is a valid basis for the grade change, due to a calculation error, a grade change request will be submitted to the Registrar. If the instructor determines there is not a valid basis for the change and denies the student’s request, the grade will remain as recorded.
The student may formally appeal the grade by submitting a written letter of appeal (email) to the Dean of Instruction or Career and Technical Education Director within ten (10) business days after the award of the original grade. The Dean or Director will respond to the appeal within three (3) business days with the final decision.

Incomplete Grade Request

A grade of I (Incomplete) will be recorded when a student is making progress in classes but is unable to complete course requirements for reasons beyond his/her control and after negotiation between the teacher and the student about how the course can be completed. Except for emergencies, such as exceptional personal illness, a death in the family, or other unforeseeable emergencies, a student must contact their instructor within two weeks prior to an event or events that they feel would interfere with their ability to attend class and finish the semester successfully. A minimum of a current letter grade of “C” is required for the student to be considered for an Incomplete. Students have two (2) weeks into the succeeding semester to complete the necessary work.

The instructor may report an incomplete grade when the student is unable to complete the course because of reasons beyond his/her control. Such reasons constitute a personal illness, a death in the family, or other unforeseeable emergencies. A “last-ditch effort” by the student to complete the course with a history of poor attendance or poor performance is not a viable reason to report an incomplete grade. The student is responsible to request an incomplete grade. The advisor is responsible to make sure the student understands this option. Students must contact their instructors within two weeks of other circumstances they feel would interfere with their ability to attend class and finish the course successfully. The student must have a minimum of a ‘C’ grade at the time the Incomplete is requested. The incomplete grade must change to a grade by the date announced by the Registrar or else it converts to an “F.”

Final Examinations

UTTC holds that evaluation of student achievement is required in all courses. Deciding the need and nature of final examinations as a means of evaluation is the responsibility of the instructor in each course. Final examinations for traditional semester courses are scheduled during a special examination period after the regular session of classes at the end of each semester.