Registration

 

Clearing A Student To Register (Removing DEP Service Indicator)

Some departments have opted to automatically assign an “advising hold” for each student in the department. The hold is applied prior to registration and can only be cleared by the graduate advisor after the student has been satisfactorily advised.

Removing the advising hold

  1. Log in to MyMav
  2. Navigate to Campus Community>Service Indicators (Student)>Service Indicator Data
  3. Search for the student by name or id number
  4. Select View All to see all Service Indicators assigned to the student
  5. Look for the Service Indicator code “DEP” and the appropriate “Service Ind Active term” field to find the service indicator for the term for which you are clearing the student
  6. Select the minus (-) at the top right of the indicator data to remove the indicator (thus removing the hold)
  7. Select “Save” at the bottom of the page

See A Detailed Step-Through >>

Holds (Service Indicators)

If a student is having difficulty registering or obtaining a transcript from UTA, he/she may have a hold. To determine the reason for the hold follow the steps below:

  1. Log in to MyMav.
  2. Navigate to Campus Community>Student Services Center.
  3. Enter the student’s id number (or last and first name) to find the record.
  4. Look for the red “no smoking” icon in the top right hand corner of the page.
  5. Select the icon to view the service indicators placed on the student.
  6. Select “details” next to an indicator to see if the indicator is preventing enrollment, transcript requests, etc… by checking the “services impacted” area at the bottom of the page.
  7. Check the “Department” field to determine which university department has placed the hold. The student may need to take some action (i.e.: pay a past due bill) or visit the appropriate department to have the hold removed.
  8. If the service indicator preventing enrollment is called DEP (Academic Department) select the service indicator for more information.
  9. If the service indicator DEP needs to be removed then select “DEP” and on the second screen select “Release.” This will remove the hold.

Registration

Admitted and continuing graduate students should check the Academic Calendar to determine the first day they can register for a given term. Students may add courses until the end of the late registration period. The late registration period lasts approximately one week after the first day of classes. Please refer to the Academic Calendar for exact dates. Late registration fees are assessed for enrollment transactions made during the late registration period.

Adding A Course

During the registration period, students without holds or other special circumstances that prevent enrollment can register themselves by accessing their MyMav student center. A registration tutorial for students is available online.

In certain circumstances, an advisor may need to add a class for a student. The most common reasons for advisor facilitated registration are to override a course prerequisite or to enroll a student in a course after the late registration period has ended.

Steps For Adding/Dropping/Swapping A Course (Using MyMav)

  1. Navigate to Records and Enrollment > Enroll Students > Enrollment Request.
  2. Enter a student ID.
  3. Enter the appropriate term.
  4. Select “Add.”

    Select the image below to enlarge it.

    You will get the following results:

    Select the image below to enlarge it.

    The Additional Overrides section at the bottom of the screen provides checkboxes for the various types of possible overrides.

  5. Set the Action field to “Enroll” (You may also use “Drop” to drop a class, or “Swap courses” to swap an enrolled course for a different course.)
  6. You must also provide an “action reason.” The action reason is typically “student request” SREQ. The action reason is critical; the proper reason must be placed to assure refunds or charges to a student’s account. If a student needs to drop ALL courses, use the action reason SRAL.
  7. Select the Class number look up prompt (the looking glass icon) to find the class to add to the student’s schedule. You will get the following results when enrolling a student:

  8. Enter the course subject (i.e.: POLS) and the course number (i.e.: 2311) to search for the requested class.
  9. Select the class from the search results and the course will populate the Enrollment request page as in the example below:

    Select the image below to enlarge it.

  10. Each option in the Additional Overrides box is used for a specific reason. As an advisor, you may have access to Requisites, Career, Class Limit, Time Conflict, Class Links (an associated class, like a lab) or Unit Load. Before submitting the enrollment for the student, one of these boxes may need to be checked.
  11. Scroll to the top of the page and select “Submit.” The Status will change to Success, if the process has been completed correctly.
  12. Select “Save”. It is critical to save, or the transaction will not be complete!

Adding A Course After Census Date

In extreme circumstances, students may be approved to add a course after census date. The cost to add a course is $250.00 per course in addition to tuition and fees if the student is allowed to add the course. Please see the section on Class Roll Adjustments for details.

Swapping Courses

The “swap” feature on MyMAV allows the student to exchange one course for another course without having to perform both a drop and an add request. Students may “swap” courses themselves until the last of day of late registration. (A tutorial for students is available online.)

After late registration but before Census date the advisor must “swap” the course for the student. For instructions, see the Registration section above. Choose “Swap Courses” in step 5.

Late registration fees are assessed for enrollment transactions made during the late registration period. For the late registration dates for a given term, see the Academic Calendar.

Dropping A Course

The last day to drop a course taught in regular semesters is at the end of the 12th week of class. The last day to drop a course in the other, non-traditional semesters corresponds to 75 percent of the duration of the course. The last day to drop a course is listed in the Academic Calendar.

Procedure: Students may drop a course during registration and up until the 12th week of class. Students may use the MyMav system to drop themselves between the first day of registration until Census date. (A tutorial for students is available online.) After Census date and until the 12th week of class, advisors must facilitate the drop for the student. For exact drop days per term see the Academic Calendar. To drop a student from a course, follow the steps detailed in the Registration section, above. In Step 5, select the “Drop” action.

Grading: A student dropping a graduate course after the Census Date but on or before the end of the 12th week of class may, with the agreement of the instructor, receive a grade of W but only if passing the course with a C or better average. If the student does not have at least a C average, a grade of F should be awarded if the student withdraws from the class.

Refunds: If a student remains enrolled in at least one course, he/she will be refunded in full for any course dropped by the census date. If a course is dropped after the census date, the student is financially responsible for the full cost of the course.

Late Drops: Students may not selectively drop any courses after the 12th week of class (see Dropping All Courses below.)

Dropping All Courses

Procedure: A student desiring to drop all courses in which he or she is enrolled should be reminded that such action constitutes withdrawal (resignation) from the University. Advisors may withdraw a student from all classes until the 12th week of class by following the procedure in the Registration section above. In most cases, a student may not withdraw (resign) from the University after the 12th week of class (see Late Drops below for more information.)

Grading: A student dropping a graduate course after the Census Date but on or before the end of the 12th week of class may, with the agreement of the instructor, receive a grade of W but only if passing the course with a C or better average. If the student does not have at least a C average, a grade of F should be awarded if the student withdraws from the class.

Refunds: A student who officially withdraws through the Student Administration section of the Registrar’s Office will receive a refund according to the schedule below:

 

Fall and Spring Semesters
Before the first class day: 100%
During class days 1 through 5: 80%
During class days 6 through 10: 70%
During class days 11 through 15: 50%
During class days 16 through 20: 25%
After 20th class day: no refund

 

Summer Sessions
Before the first class day: 100%
During class days 1 through 3: 80%
During class days 4 through 6: 50%
After sixth class day: no refund

 

Intersessions
Before the first class day: 100%
On first class day: 80%
On second class day: 50%
After second class day: no refund

Late Drops: Under extreme circumstances, the Dean of Graduate Studies may consider a petition to withdraw (resign) from the University after the 12th week of class, but in no case may a graduate student selectively drop a course after the 12th week and remain enrolled in any other course. Students should use the special Petition To WithDraw Form (PDF, 274KB) for this purpose.