Message-ID: Date: Fri, 1 Mar 1996 15:12:23 CST Reply-To: Steven Kragon Sender: Directors of Graduate Studies From: Steven Kragon Subject: Summer/Fall 1996 Registration Information To: Multiple recipients of list DGSLIST The Office of Admissions and Records will be mailing the following registration information for Summer 1996 and Fall 1996, along with the priority appointment time, to all graduate students who were registered Spring 1996. Students returning one of these terms from an officially approved Leave of Absence, and MD/PhD students, are sent separate instructions directly from the Graduate College. Newly admitted students will receive registration instructions from the Admissions Office shortly after the official admission letter is sent. Students who were not registered Spring 1996 and who were not on an official leave but who are still classified as continuing, will not be sent any information. With the department's approval, they may initiate registration during the Open period beginning April 30. ======================================================== TOUCHTONE REGISTRATION INSTRUCTIONS FOR GRADUATE STUDENTS - SUMMER/FALL 1996 Please read both sides of this notice carefully as you will be responsible for the information. Graduate students in the Colleges of Nursing and CAHP should become familiar with this information, however, they should follow the registration instructions distributed by their college. Students in the MBA Program should follow only the instructions sent from that office. (Call 996-4384 for questions on Registration. Call 996-8574 for questions on Payments/Holds.) 1. Information Check: Please examine the enclosed registration appointment letter and check your name, address, phone, and social security number. If any of this information is incorrect contact the Registration Office in the Student Services Building (SSB), 1200 W. Harrison (996-4384). 2. Financial Encumbrances: The telephone registration procedure requires that all financial encumbrances be cleared before your registration can be processed. If you do not have a zero balance on your account you must pay the balance prior to initiating registration. If you think the charge is an error you must contact the appropriate office(s) to correct the matter before registration. Failure to Register by the deadline due to an encumbrance does not entitle you permission for registration at a later date once the encumbrance has been cleared. 3. Timetables: Timetables for Spring will be distributed in the Registration Center in the Student Services Building, 8am - 6pm, Monday through Thursday, and 8am - 4:45pm, Friday, beginning February 19 (Summer)/ March 25 (Fall). Students must present their ID cards in order to receive a Timetable, one per student. (The Timetable lists all registration/payment deadlines.) 4. Advising: Contact your advisor or department before attempting to register, unless they notify you differently. Some departments place an advising hold on your records until you contact an advisor. Nondegree students do not have an official advisor, but may need permission from the department(s) which control the desired course(s). If you are blocked out of a course, contact that department. 5. Telephone Registration: All registration and course changes (adds/drops/hours changes) must be made through the UIC EXPRESS (413-8429), using a touchtone phone. You will need your social security number, pin number (initially set as your birthdate, six digits consisting of month, day, and year - e.g. 06 06 66), and call numbers/hours of the desired courses. If you encounter problems, contact the helpline (996-8600) or your department. 6. Registration Appointments: Degree seeking graduate students may call to register at your appointment time or any time thereafter during the operational times of the Touchtone Registration System (7:30 am - 6:30 pm, Monday - Friday; 8 am - 2:30 pm Saturday, April 1 - May 3, closed Sundays. Also available May 13 - 25, June 12 - July 19, and July 29 - August 23, closed Sundays. Your appointment time is for your priority registration. If you choose to register later, availability of some classes may be limited. Nondegree graduate students may only initiate their registration on April 29. Students who register during late registration [May 28 - 31 (Summer)/August 26 - September 6 (Fall), excluding Sundays] must pay a late registration fee and will have limited access to the system. 7. Confirmed Schedule: When you register or change your schedule, you should listen to your confirmed schedule. You should check the accuracy of the courses and hours and make any adjustments or corrections immediately. Corrections to your schedule after the deadlines will not be allowed. 8. Changing Your Mind: If you need to change your selection of courses after registration, you may do so during the dates listed above. If appropriate, contact your advisor before making any changes. If you are dropping all of your courses (or your only course), you must complete an official cancellation or withdrawal form by the deadlines (see #9 and your Timetable). 9. Financial Obligation: By registering, students accept the financial obligation to pay all assessed tuition and fees. Only through official cancellation of registration (before the first day of the term for total elimination of charges), or official term withdrawal (consult the Timetable for pro-rata refund schedule), or course drops [by the 5th day (Summer)/10th day (Fall) of the term only for partial elimination of charges] will students' tuition and fee responsibilities be canceled or reduced, respectively. If you do not pay, your registration will not be automatically canceled, and you are accountable for all charges. (Consult the Timetable for complete information.) 10. Fee Payment: Tuition and fees will be listed on monthly statements which will be mailed to registered students on the official first day of the term. Payment deadlines and late payment penalties will be printed on the monthly statements. Payment will be due approximately 4 weeks after the bills are mailed. Students may pay through the mail, in-person at the cashier's station in Marshfield Building (MAB), or by placing their payments in depositories located in MAB or inside the Student Accounts Office, Room 1900 SSB. 11. Graduate Appointments and Waivers: If you are a RA/TA, University Fellow, or if you have been awarded a Graduate College tuition and service fee waiver, the award usually is not reflected on your first statement. Your department (or appointing unit) has been directed to notify Academic Personnel Services or the Graduate College, depending on the type of waiver, and your account will be credited before the payment deadline. Subtract the tuition and service fee portions from the statement, and pay the remainder. If you are in doubt whether the proper form has been filed by your department, contact them for verification. If you receive a second incorrect statement, contact Diane Washington, 605 University Hall, 413-2545. Assistants must register for a minimum of 8 hours during the Fall. Summer registration for assistants is optional, but may be required by your department. A minimum of 3 hours registration is required for a summer assistantship waiver. Holders of Graduate College waivers and Fellows must register for a minimum of 6 hours in Summer, 12 hours in Fall. 12. Immunization Requirement: If you were born on or after January 1, 1957 and were admitted or readmitted to UIC Fall 1989 or later, and you will register for an on-campus course, with a total registration of 6 or more credit hours, you must submit the required immunization records to the Office of Medical Immunization Records before you will be allowed to register. Call 413-0464 for information. ============================================================= GRADUATE COLLEGE NOTICES I. CONTINUING STUDENT STATUS The definition for a "continuing student" has changed beginning with the Spring 1993 Term. In the past, a continuing student was one whowas registered the previous term, excluding summer. Now students may choose to not enroll one term, (two counting summer) and still beconsidered continuing, i.e. no application for readmission or leave ofabsence is necessary. (See the Timetable for complete description.) Students on a visa may still need to file a leave of absence. Consultthe Office of Foreign Student Affairs. II. CONTINUOUS REGISTRATION REQUIREMENTS Doctoral students who have passed their preliminary exams must register for credit each term except summer session until the degree is completed. Those who have completed all coursework, examinations, and other degree requirements except the dissertation must continue toregister for thesis research but may petition to register for zero hours of credit in 599 (if not receiving fellowship, assistantship, or waiver). Doctoral students who have not yet passed their preliminary exams, Masters students, and Nondegree students should register as appropriate, in accordance with the new continuing student status described above. Master's students who have finished coursework and are still working on a thesis, project, or preparing for comprehensive examinations need not register unless it is required by the department, or the student is using university facilities during this time. III. POLICY REGARDING REGISTRATION FOR ZERO HOURS OF CREDIT Registration for zero hours of credit is only available to approved doctoral students who have completed all coursework, examinations and all degree requirements except the thesis or dissertation. Doctoral students wishing to register for zero hours must petition the Graduate College for approval prior to registration. In addition, Master's students who are on time-limited visas, or require services of the campus, and who have finished all courses but not the thesis, project or examinations, are also eligible to petition for zero hours. IV. DEGREE PROGRAM DEADLINES - A REMINDER Master's - Hrs Required Deadline|Doctorate Deadline 32 - 40 5 years |with prior master's 7 years 41 - 64 6 years |without prior master's 9 years V. ARE YOU CONDUCTING RESEARCH ON HUMANS OR ANIMALS? If you are using human subjects in any research (this includes surveys, interviews, pre-existing data and human tissue obtained for non-research purposes) you must have approval from the Institutional Review Board or one of its approved committees before you begin. If you are using animal subjects and you were not enrolled in research hours prior to Fall Quarter 1988, you must take GC 470 (Essentials for Animal Research). For further information contact the Office for the Protection from Research Risks at 996-4995, 310 AOB. VI. PLANNING TO TAKE YOUR DOCTORAL PRELIMINARY EXAMINATION? If you are a doctoral student planning to take your preliminary exam, contact your department for procedures. VII. PLANNING TO DEFEND YOUR THESIS OR DISSERTATION? Students are reminded that their thesis/dissertation committee must be approved by the Graduate College. The committee approval form must be submitted to Beverly Woodard in 604 UH at least three weeks before the defense. Failure to meet this deadline may delay your defense. VIII. ARE YOU PLANNING TO GRADUATE IN THE SUMMER TERM? All prospective graduates must file a Graduation Request Form in the Graduate College (UH 606) no later than June 14. It must be signed by the advisor of your thesis/dissertation (if you are writing one) and by your Director of Graduate Studies. It is your responsibility to see to it that the form gets from your faculty to the Graduate College by the deadline. Students writing a thesis or dissertation must submit two final copies of the defended thesis, along with other relevant material (See Graduate College Thesis Manual), to the Graduate College by June 28. It is expected that your department will check the manuscript for format. Thus, the Graduate College will no longer ask for corrections of format, except with the title pages, envelopes, Certificates of Approval, and paper quality. Any corrections to these items must be submitted by the deadline given by the Graduate College Analyst. Doctoral students must also submit a separate abstract, microfilm fee receipt, microfilm agreement form, and Survey of Earned Doctorate Form by the deadline. IX. GRADUATE COLLEGE PETITIONS Petitions must be filed with the Graduate College within 30 days from the time of the occurrence leading to the petition, or from the time when the student should reasonably have been able to determine that the occurrence leading to the petition might have affected his/her status. Petitions for changes of registration after the deadline or after late registration, will not be approved except for documented emergency or health situations. Furthermore, you should verify your complete course registration via UIC Express (phone) after you register or process any registration transaction, and before the 10th day (5th day in Summer) deadline. Failure to verify your schedule will not justify late corrections. (Consult the Graduate College Catalog for procedures on petitions for transfer credit.) X. DID YOU TAKE AN INCOMPLETE GRADE LAST SEMESTER? INcomplete grades taken in the Spring must be completed and posted no later than the end of the Summer Term (if registered), or the IN grade will remain permanently on the transcript (or be replaced by an appropriate grade at the instructor's discretion at the deadline). See Graduate College Catalog for details. XI. PLANNING TO TAKE A COURSE PASS/FAIL? You may elect the Pass/Fail option if: 1) courses are not in your immediate area of specialization, 2) they do not account for more than 1/6th of the UIC coursework to be used for your degree, and 3) you submit a Pass/Fail Option form (with advisor approval and signature) to the Graduate College, 606 University Hall by the 5th day of Summer/10th day of Fall Term. You must first register for the course through telephone registration. XII. STUDENT TRAVEL AWARDS DEADLINES Awards will be made in 4 cycles. Permanent annual deadlines are September 1, December 1, March 1 and June 1.