Registration and Records
Registration Process Prerequisites Pass/Fail Credit Add/Drop Period Procedures Change or Adding of Major/Concentration Transcripts and Other Official Documents Student Records Change of Contact Information
The College offers online registration. Students are notified via email when registration is open and important deadlines. Students are responsible to review the Academic Calendar for specific dates and deadlines. Open Registration extends up to the week prior to the start of a semester. Once open registration closes, students are no longer able to use the student portal to add/drop classes (see add/drop period).
All active students have access to the Online Student Portal where they can find academic, financial and curricular information, along with a degree audit and course schedules. For further registration assistance a guide is available in the Student Portal.
Continuing students who register during late registration are subject to a late registration fee.
After reviewing the course schedule and their degree audit, students register online. If online registration is not available for a course, students should meet with their advisor. It may be necessary to submit an Add/Drop form to the Registrar. Students are unofficially registered at this point.
Students who receive financial aid meet with the Financial Aid Director. Please see the Financial Information section for a description of tuition amounts, fees and payment options.
Students pay the full tuition by the deadline published in the academic calendar. Tuition can be paid online or in the business office. Registration becomes official at this point.
Students can make online changes to their class schedule only before they are officially registered. Schedule changes after official registration must be submitted to the Registrar on an Add/Drop form with their advisor's approval signature. Students who receive financial aid must meet with the Financial Aid Director to update their Financial Aid status.
A student may not enroll in a course for which all prerequisites have not been satisfied. A student may not register for a class and its prerequisites in the same semester. For information on prerequisites and co-requisites, please see the course descriptions in the Catalog.
Add/Drop Period Procedures
The Add/Drop Period closes at the end of the first week of the semester. Students wishing to add or drop classes after registration closes must complete an Add/Drop form from the Registrar’s Office, and must submit the completed form to the Registrar’s Office within the Add/Drop Period.
Students that do not attend a course in which they have registered may be dropped from the course by the end of the first week. Once dropped from the course seat availability is not guaranteed. An instructor may allow a student from the waitlist who has been in attendance during the add/drop period to enroll, as long as there is seat availability (see Waitlist).
Students on the waitlist for a course may sit in class during the Add/Drop period only if there are seats available. Students that are registered and listed on the class roster have priority. Below are items students should know about attending a course while on a waitlist:
- The faculty member for the assigned course has to permit a student to sit in class. Faculty may choose to now allow this on a per class basis and seat availability.
- If by the end of the drop period, seats do not come available, a student will be removed from the waitlist and will not be able to continue with the course.
- Sitting in class does not guarantee that the student will be registered into the course by the end of the add/drop period. Students should be prepared by registering for other courses before the add/drop period.
- Students may be asked to leave upon faculty request at any time to accommodate students that are registered in the course.
- If seats become available students will be registered into the course(s) by order listed on the waitlist.
Withdrawal from classes
Students may add and drop a class only within the first week of a semester without any academic penalty. Any drop after the Add/Drop period is considered a withdrawal and the student will receive a withdrawal grade (W) if it is within the withdrawal period. Please refer to the Academic Calendar for deadlines.
Change of Program
A student may change programs by completing a Change of Program Form available from the Registrar’s Office and obtaining the required signatures. All course and admissions requirements for the new program must be satisfied to qualify for the degree sought. A change of program does not change the student’s academic standing (Satisfactory Academic Progress). The transaction is not official until the Change of Program Form is processed by the Registrar’s Office and a new degree plan is assigned. Students are limited to a maximum of three (3) changes of program.
Transcripts and Other Official Documents
Request for official transcripts must be submitted in writing by student or alumni. A $10 fee will be assessed for each official transcript. Any request for transcripts or other official documents can be provided by the Registrar’s Office.
For Official Transcript Ordering, please follow the link below and you will be redirected to the National Student Clearinghouse Transcript Ordering system. https://www.studentclearinghouse.org/secure_area/Transcript/login.asp?FICEcode=00117700
For Unofficial Transcript Ordering or Other Documents, please print the Document Request Form or obtain from the Registrar’s Office. You must complete and sign and return to the Registrar’s Office via fax (408-701-0601), email to email@example.com (can accept e-signature if authenticated), or mail attention to Registrar’s Office. Print the Document Request Form.
No official documents including official transcripts or diplomas will be released until all financial obligations are met and library materials, equipment, or other college property is returned.
Cogswell Polytechnical College no longer provides verifications over the phone or faxed requests. The College has authorized the National Student Clearinghouse to provide enrollment and degree verifications. The National Student Clearinghouse can be contacted at:
- Web: www.degreeverify.org
- Mail: National Student Clearinghouse, 2300 Dulles Station Boulevard, Suite 300, Herndon, VA 20171
Change of Contact Information
It is the student's responsibility to maintain the correct mailing address. An Update to Student Information form should be submitted to the Registrar's Office immediately after a change occurs.