Drop/Add - Audit/Credit - Registration Cancellation - Withdrawal - Grade Changes - Changing Majors
Transient Students - Visiting Students - Military Withdrawal - Calculating GPA

DROPPING OR ADDING COURSES
Once a student has completed registration, all changes in his/her schedule must be recorded in the Office of the Registrar and validated by the Business Office.

There is a mandatory fee for schedule changes. Students complete a Drop/Add Form, which is available in the office of each school dean. The signatures of the student’s advisor and the instructor of the class to be added or dropped are required to authorize each change.

Classes dropped two or more weeks before final examinations will receive a grade of “W.” The grade and hours of courses with a “W” will not be computed into the grade point average. All additions to a class roll must be made through the Office of the Registrar. Credit for a course will not be allowed, if the Office of the Registrar has not officially enrolled a student in the class.

The following changes require the use of the Drop/Add form:
• Change from one course to another.
• Change from one section of a course to another section of the same course.
• Addition of course(s) to class schedule.
• Deletion of course(s) from class schedule.
• Change in section or course due to inserting the wrong call number.

The fees for class schedule changes may be waived for the following reasons:
• A course has been canceled by AAMU.
• A course has been rescheduled for a different time by AAMU.
• Other justifiable causes for changes made by AAMU.

PROCEDURES FOR DROPPING AND ADDING
Step 1: Secure Drop/Add form from the advisor, chairperson, or dean’s office.
Step 2: Complete the form including the call number(s) of the class(es) which are to be dropped and/or added.
Step 3: Secure the signature of the instructors for the classes to be dropped or added.
Step 4: Secure the signature of the student’s advisor.
Step 5: Take form to the Office of the Registrar for processing.
Step 6: Take the form to the cashier for payment of fee.

Note: Students who choose to discontinue all courses enrolled in during a given term must withdraw from AAMU. This cannot be done through the Drop/Add procedure.

CHANGING FROM AUDIT TO CREDIT
Step 1: Secure Drop/Add form from the dean’s office.
Step 2: Complete the form by including the call number to drop from audit and to add for credit.
Step 3: Obtain signatures of instructor and advisor.
Step 4: Take form to the Office of the Registrar for processing.
Step 5: Present the processed form to the cashier’s department for payment.
Step 6: Continue attending class.

CANCELLATION OF REGISTRATION
A copy of the Cancellation of Registration form will be needed. In order to process a cancellation of registration the student must follow the steps below:

Step 1: Student will initiate the process by requesting cancellation in the Registrar’s Office. If the term has already been completed, Registrar’s staff member will review the student’s status to determine if passing grades were received. If no passing grades are recorded the staff member will verify that no passing grades have been received before issuing form to student. If the term is still in session the staff member will indicate current term, and the student will have to obtain letters from their instructors verifying non-attendance.

Step 2: Student will proceed to the Office of Student Financial Aid for verification of financial status. Cancellation of requests for financial aid must be verified or processed.

Step 3: If approved by Financial Aid Officer the student will return the form to the Registrar’s Office. Courses will be removed from the student’s record.

Step 4: Student will present approved document to Bursar for removal of charges for the term.

WITHDRAWAL FROM THE UNIVERSITY
When a student finds it necessary to discontinue his/her enrollment at any time other than at the end of a semester or summer term, he/she must complete a withdrawal form obtained from the Office of the Registrar. The student must clear all AAMU accounts as listed on the form. When a student withdraws before the last two weeks of any semester or summer session, the student will receive a grade of “W” in all courses. When enrolled for a regular semester, however, a student may not withdraw during the last two calendar weeks prior to the first day of final examinations. In a summer session, a student may not withdraw during the last calendar week prior to the first day of final examinations. When a student leaves AAMU at any time during the semester or a summer session without filing a Withdrawal Form and without clearing all University accounts, the student may receive a grade of “F” in all courses. Further, he/she will forfeit all rights to a statement of honorable dismissal, thereby jeopardizing re-entry into AAMU or transfer to another accredited institution.

PROCEDURES FOR WITHDRAWING FROM THE UNIVERSITY
Step 1: Secure and complete the Withdrawal Clearance Form. Forms are available in the Office of the Registrar, or you can download the form here.
Step 2: Complete exit interview with the Office of Student Financial Aid.
Step 3: Secure signatures from Special Student Services, the Financial Aid Office and the Cashiers Office.
Step 4: File completed Withdrawal Clearance form with the Office of the Registrar.

GRADE CHANGE POLICIES AND PROCEDURES
Missing Grades
A missing grade must be received in the Office of the Registrar within 45 days immediately following the grading period in which the grade was given. All missing grades must be reported on a Missing Grade Form.

Grade Changes
All course grades except “I” grades are intended to be final and permanent. It is expected that faculty will arrive at and report final grades as accurately and precisely as the nature of the evaluation of student achievement and the grading system will permit. It is considered the faculty’s direct and personal responsibility to ensure that grades are fair and reported correctly the first time. Final grades cannot be improved by ‘make-up’ work, after the end of the term.

If an error occurs in the calculation or recording of a grade, it can be corrected using the following procedures:

1. The faculty of record will complete the Change of Grade Form, which must include:
a. The student’s name, student number, course designation by title and number, semester, and change desired.
b. A statement unequivocally identifying the person who made the error, and explaining the nature of the error.
c. Documentation of the old grade calculation and computation of the new grade must be attached.
d. If the new calculation is based on information that was omitted or incorrectly assessed, these data must be attached to the change of grade form.

2. The form must bear the endorsement of the instructor, department chairperson, dean and must be addressed to the Provost and Vice President for Academic Affairs.

3. Requests for “I” grade changes may be made by faculty members directly to the Office of the Registrar on forms provided for that purpose.

4. Requests for grade corrections must be submitted to the Office of the Registrar by the end of the next semester after the incorrect grade was submitted.

Incomplete Grades
An “I” grade is intended to be only an interim course mark. It is to be used only if a student has satisfactorily (hereby defined as a C average or better) completed at least 75% of the course requirements, and there is an excusable reason for his/her not having completed all requirements prior to grade reporting time. With the awarding of the “I” the instructor must include information on the Grade Reporting Form as to the specific requirements for changing the “I” to a permanent grade.

Students may obtain credit for courses in which their grades are “incomplete” only by completing the work of the course in a satisfactory manner. This must be done within one year of the date the “I” is awarded or the end of the next term that course is offered. If this is not done, the grade in the course automatically becomes a failure (“F”). The grade of “I” Incomplete shall be neutral in the calculation of the grade point average. A grade of Incomplete must be changed to a permanent grade by the instructor within the time limit specified by submitting the proper Incomplete Grade Report Form to the Office of the Registrar. Delinquent Incomplete Grade Report Forms will not be requested or processed without the approval of the vice president for academic affairs. Incomplete grades for graduating seniors must be removed by October 1 for December graduates, April 1 for May, and June 15 for summer graduates.

SELECTING OR CHANGING MAJORS
Students who wish to change their respective majors must complete an Application for Change of Major. The form must be signed by the department chairperson and the dean of the school in which the student is currently enrolled. After action has been taken by this dean and department chairperson, the application is sent to the dean of the school in which the student desires to enroll. Once the gaining dean has responded, the application will be forwarded to the Office of the Registrar for appropriate action. All course work taken will remain on the transcript and will be computed in the grade point average.

TRANSIENT STUDENTS
Students registered at AAMU who desire credits taken at other collegiate institutions to be applied toward their degrees at AAMU must receive approval before enrolling at the other institution. The completed Transient Student Form must be signed by the student’s advisor and submitted to the Office of the Registrar. Students who receive such approval must submit official transcripts documenting the work as soon as it is completed, whether they still desire credit for the work or not. The total number of hours taken at another institution or the sum of credits taken at AAMU and another institution during the same term cannot exceed the maximum allowed during the same enrollment term at AAMU: 19 credit hours for fall and spring semesters; 10 credit hours for an eight or nine week summer session. All transfer grades must be “C” or above to be accepted, however, they are not calculated in the average at AAMU.

Advisors will evaluate whether or not the courses for which the student intends to enroll will transfer back to AAMU based on a comparison of course descriptions in the AAMU Bulletin and the bulletin of the institution the students wants to attend. Approval of transient credit is contingent upon whether the intended course is equivalent to course at AAMU and whether or not they will be accepted by the major department for fulfillment of degree program course requirements.

Students are reminded that they should carefully review the number of credit hours that will be awarded for courses taken at another institution. Since AAMU awards credit for coursework based on semester hours, credit hours awarded for coursework completed at institutions which use a quarter system must be converted to semester hours upon transfer. In some instances, such conversion may result in the student receiving an insufficient number of credit hours to fulfill the required number of semester hours for a course.

VISITING STUDENT PROGRAM
A cooperative arrangement exists with the University of Alabama in Huntsville, Athens State University, John C. Calhoun State Community College, Oakwood College and Alabama A&M University, whereby a student at any of the participating institutions may request permission to attend a class at one of the other schools. Conditions governing the granting of permission include the following:

1. The student must be enrolled full-time; 12 hours for the Spring or Fall Semesters; 6 hours for the Summer session.
2. His/her total load must not exceed the established maximum number of hours established at the home school.
3. Fees for this course will follow the guidelines for courses taken here on campus. This is not a free course; you will be billed for this course through AAMU.
4. Students are limited to one (1) class per semester or term at the visiting institution with the exception of undergraduate Art students and graduate Biology students.
5. The student must have an overall average of “C” or better.
6. The course must not be available at the student’s home institution at the desired time.
7. His/her advisor and other appropriate personnel must approve the student’s request.
8. Permission to take the course will be dependent upon availability of space for the visitor after the schools own students are accommodated.
9. Forms should be returned to the Registrar’s Office prior to the first day of registration at the attending institution.
10. AAMU policies and regulations regarding course substitutions and transfer credits will be applied.
11. Students are not allowed to enroll in courses we offer at the upper level (300-400) at Calhoun Community College.
12. Visiting grades are calculated in with the AAMU grade point average.

In order to participate in this program, students must complete the Inter-Campus Visiting Student Form, which may be secured from the Office of the Registrar (or downloaded here).

EMERGENCY SEPARATION FOR MILITARY PURPOSES
Students who exit the University because of military call-up or spouses of those called may withdraw without academic penalty. After the normal University withdrawal period, the student may choose to make arrangements with the instructor and/or department chairman to complete the course work.

Students who withdraw due to being called to active duty or spouses of persons called to active duty may be eligible for a full refund of required tuition and fees. Room and board will be refunded in accordance with the current University refund policy. All students who receive Title IV funds will be processed according to federal policies. Federal policy statements are available in the Office of Student Financial Aid.

Procedures
1. Secure a copy of the Academic Affairs Form (Emergency Separation for Military Purposes).
2. Complete the form and secure appropriate documentation (Copy of Official Orders).
3. Submit the form to the Office of the Registrar, retaining the copy marked “student”.

CALCULATING YOUR GPA
Grading System
AAMU uses a letter system of grading which follows: A-exceptional scholarship; B-distinctively above average; C-average quality; D-barely passing; F-failure; I-incomplete; IP-in progress; W-withdrew. The grade of “P” is used to indicate satisfactory completion of graduate writing and history departmental seminars.

The grade “X” will be assigned for auditing a course; however, no credit will be allowed. Credit for any course in which a student has received a grade of “F” can be obtained only by repeating the course and earning a passing grade.

Grade Point Average
AAMU’s grading system is based on a 4.00 point scale; quality points are assigned as follows: A = 4; B = 3; C = 2; D = 1; F = 0.

Grades of I, P, IP, W and X do not carry quality points, and like grades earned at another institution, do not impact a student’s grade point average.

Example of Calculation of Grade Point Averages

Grade	Quality Points	(Times)	Hours Attempted	(Equals)	Grade Points	Grade Point Average
A	4	x	3	=	12
B	3	x	4	=	12
C	2	x	3	=	6
D	1	x	2	=	2
F	0	x	3	=	0
W	0	x	0	=	0
TOTAL			15		32	2.13

Grade points ÷ hours attempted = 32/15 = 2.13