USF System Regulation USF2.0021: University of South Florida Student Records Policy
USF System Regulation UFS4.0101: Student Registration
USF System Policy 10-006: Changing Courses, Cancellations & Withdrawals from the USF System & Auditing Privileges
The Office of Records & Registration at USFSM, in cooperation with the USF System Registrar’s Office, is responsible for maintaining each student’s academic record from the time of admission to awarding of degree. The office provides information and services to students via OASIS, the University’s Online Access Student Information System. Using their NetID, students can register for and drop/add courses, process address changes, access registration appointment and “hold” information, request privacy statuses, view their grades, and order transcripts. Students can also browse the class Schedule Planner. Information and services are continually being added for students.
Students may receive assistance via their OASIS account, or from the USFSM Office of Records & Registration in person, via telephone, or by email.
The Office of Records & Registration provides the following services:
- Coordinates registration and drop/add activities and processes
- Reviews requests for reclassification of residency
- Processes changes of address and USF institutions
- Processes graduation applications
- Prepares enrollment verification
- Processes degree certification
- Coordinates diplomas
Students interested in requesting fee adjustments, late registration fee waivers, or posting of grade forgiveness will find information and forms on the USFSM website and in the Office of Records & Registration. Students are encouraged to contact the USFSM Office of Records & Registration with general questions concerning academic policies and procedures of their current registration or academic record. The USF System Office of the Registrar maintains the official academic records for all students and course registrations for currently enrolled students.
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The student’s academic record shall not be changed after the student has graduated.
Admitted Degree-Seeking Students Registration
Continuing degree-seeking students register by appointment for their next semester’s courses during the preceding term, using the OASIS system. Registered students may make course schedule adjustments from the time of their initial registration appointment time through the first week of classes. (Deadline information is available in the Academic Calendar.)
Degree-seeking students who do not register prior to the posted deadline may late-register during the first week of classes, however, a $100.00 late registration fee is charged during this week. (See the section on fees for additional information and the appropriate term’s Schedule of Classes for dates.) To avoid cancellation of registration, fees are due for all registered courses of record on the fifth day of classes (end of drop/add period). (See Academic Calendar for dates.)
Mandatory Medical History Form is required for all students (regardless of age)
According to Florida Administrative Code Rule 6C-6.001(5), “Each student accepted for admission shall, prior to registration, submit on a form, provided by the institution, a medical history signed by the student.”
After a student has completed his/her registration on the date assigned, he/she may add courses until the add deadline specified in the Academic Calendar. See the appropriate semester’s University Schedule of Classes for detailed instructions and dates.
A student may be placed on administrative hold by failure to meet obligations to the University. When a student is on administrative hold, he/she may not be allowed to register, receive a diploma, or receive a transcript. Settlement of financial accounts must be made at the University Cashier’s Office. Each student placed on administrative hold should determine from OASIS which office placed him/her in this status and clear the obligation with that respective office.
Auditing Privileges and Fees
A student who wishes to sit in on a class to review the course material may do so; however, the student will not earn grades nor receive credit.
The student’s status for that class is an auditor and his/her presence in the classroom is as a listener. While auditors are considered “listeners” only, it is at the faculty member’s discretion whether, and to what extent, an auditor may participate in the class discussion and activities.
Audit status must be obtained during the first five (5) days of the term by filing an Audit Form with the Registrar’s Office and obtaining permission from the college/department on the campus where the course is being offered. In-State fees are assessed for all audit courses.
Cancellation of Registration
Students may cancel their registration by logging-in to OASIS and dropping all their classes prior to the end of the fifth day of classes. If fees have already been paid, the student may request a full refund of fees from the Cashier’s Office.
USF System Regulation USF2.0021 Student Records
In the interest of openness and building trust with our students, the USF System now affords students the right to limit data usage and sharing of their information, without having to request non-disclosure of directory information under the Family Education Rights and Privacy Act (FERPA). Pursuant to the requirements of FERPA, the following types of information designated by law as “directory information” can be released, if the student has not requested privacy or non-disclosure: Name, Date of Birth, Address, Telephone, Major, Dates of Attendance, Enrollment Status, Degrees, and Prior Institutions Attended. *All other student data is considered to be protected.
Under new USF System policy which is less restrictive than privacy under FERPA, students may now request confidentiality as a way to “opt out” from having their personal contact information (i.e. name, address, telephone) disclosed to vendors, credit card companies, or outside agencies that are not providing a service that would otherwise be performed by the University. To request confidentiality, go to http://www.usf.edu/registrar/resources/privacy.aspx.
Degree and Non-Degree Definitions
Students who have been accepted into a degree program.
Students who have not been accepted into a degree program. Non-degree-seeking students may enroll and enter classes on a space available basis by obtaining appropriate approval from the degree-granting college or academic unit in which the courses are offered. Non-degree-seeking students must meet all prerequisites for courses in which they wish to enroll. Certain classes are available only to degree-seeking students and may not be available for non-degree-seeking students.
Should a student be accepted into a graduate degree program, no more than twelve (12) hours of USF system credit earned as a non-degree-seeking student may be applied to satisfy graduate degree requirements. All coursework transferred into the graduate program must have a grade of “B” or better. Any application of such credit must be approved by the degree-granting college and must be appropriate to the program. Prior to completing twelve (12) hours in a specific degree program, it is strongly recommended that a non-degree-seeking student apply for admission, and be accepted, to the degree program to continue taking courses in the program. Programs may have additional requirements. Students should check with the program of interest for more information.
Florida Residency for Tuition Purposes
This notice summarizes the provisions of Florida School Code (SB20-E) Section 1009.21 and University Policy/Procedure concerning Florida Residency for Tuition Purposes. In determining residency classification, students fall into one of two categories. They are either independent students (students not claimed on parent’s or legal guardian’s federal income tax statement or whose parents do not provide 50% or more of their support) or dependent students (students, regardless of age, who are claimed as dependents by parent or legal guardian on federal income tax statement or whose parents provide 50% or more of their support). The law requires that a U.S. citizen/permanent resident alien/independent student or a dependent student’s parent/legal guardian has established and maintained a LEGAL Florida residence for at least twelve (12) months before the first day of classes of the term for which Florida residency status is sought. The USF System is required to obtain documentation of 12 months of legal residence before a student is classified as a Florida resident for tuition purposes. A student is required to request Florida residency in writing and submit supporting documents no later than the fifth day of classes in the term for which classification is sought.
The following is acceptable, non-conclusive evidence of the establishment of a legal residence in Florida. Two documents must be dated/issued at least 12 months before the first day of classes of the term for which Florida residency is sought.
At least one (1) of the two documents must be from this list:
- Florida voter’s registration
- Florida driver’s license
- State of Florida identification card
- Florida vehicle registration
- Proof of purchase of permanent home in Florida occupied as primary residence
- Proof of homestead exemption in Florida
- Official transcripts from a Florida high school for multiple years (two (2) or more years), if the Florida high school diploma or GED was earned within the last 12 months
- Full-time, non-temporary employment in Florida for at least 30 hours per week for a 12-month period
Claimant may be provided one (1) or more documents from the following list to be used in conjunction with one document from above.
- Declaration of Domicile in Florida
- Florida issued professional/occupational license
- Florida incorporation
- Documents supporting claimant’s request for resident status, include, but not limited to, utility bills and proof of 12 consecutive months of payments, a signed residential lease agreement and proof of 12 consecutive months of payment; or an official state, federal or court documented legal ties to Florida
- Proof of membership in a Florida-based charitable or professional organization
Rent receipts, leases, employment records, tax returns, school/college records are NOT evidence of establishing a legal Florida residence. Students who are dependent on out-of-state parents or who come to Florida for educational purposes are generally ineligible for reclassification to Florida status. In rare cases, the law allows some students (e.g., military, public school teachers, etc.) who do not meet the basic requirements to be classified as Florida residents for tuition purposes. For more information about exceptional categories, contact the Admissions or Registrar’s Office.
Student Information Changes
Notifications regarding changes of address, name, residency, and citizenship should be filed promptly with the USFSM Office of Records & Registration.
Student Information Release
USF System Regulation USF2.0021 Student Records
Pursuant to requirements of the Family Educational Rights and Privacy Act (FERPA), the following types of information, designated by law as “directory information,” may be released via official media of USF (according to USF regulation):
Student name, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and full- and part-time status.
The University Directory, published annually by the University, contains only the following information: student name, campus phone, campus mail stop, classification, and major field of study. The Directory and other listings of “directory information” are circulated in the course of University business and, therefore, are accessible to the public, as well as to students, faculty, and staff.
Students must inform the USF System Office of the Registrar in writing (forms available for that purpose), if they wish directory information to be withheld. Such requests must be received within the first two (2) weeks of the semester and will remain in effect until the student has not been enrolled at USF System institution for three (3) consecutive terms.
Notification to the University of refusal to permit release of “directory information” via the University Directory must be received no later than the end of the first week of classes in the Fall semester.
Transcripts of a student’s USF System institution academic record may be released only by authorization of the student online at oasis.usf.edu, or in person, or by writing to the Office of the Registrar. By law, requests must include the student’s identification number, the date, and the student’s signature. Requests can also be made through OASIS, the University of South Florida’s Online Access Student Information System—log in with your NetID and self-assigned password, which acts as your electronic signature. In order for transcripts to be issued, the student must have no financial obligations to the University. Transcripts are normally mailed/ready for pickup within two business days after the request is received.
The transcript request form can be found at http://catalog.usfsm.edu/registration/registration-forms/.
To order transcripts by mail, send payment ($10.00 per copy, check or money order only) and form to the following address:
Transcript Clerk, Registrar’s Office
4202 E. Fowler Avenue
Tampa, FL 33620-6950
To order a transcript in person, hand-carry payment (check, money order or cash) and completed request form to the USFSM Cashier’s Office located at USF Sarasota-Manatee, Room SMC-B116. Note: Transcript fees are subject to change.
Students can pick up a transcript from the Office of Records & Registration on the Sarasota campus, usually within 48 business hours after paying in-person at the Sarasota Cashier’s Office. If you order a transcript “for pickup” in OASIS, you may choose from which campus you wish to pick up.
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USF System Policy 10-001: Transient Students
USFSM degree-seeking students who wish to enroll at another regionally accredited institution should have prior written approval from their college academic advisor to be certain that the work they complete will apply toward their degrees at USFSM. The transient student/cross enrollment form located at the website address www.floridashines.org should be used for this purpose.