forms procedures

It is essential that students develop personal habits of discipline concerning the use of academic forms. Many forms have deadlines for submission. The Registrar’s Office does not accept forms submitted after deadlines. Therefore, students should plan their program carefully and thoughtfully to avoid disappointment.

RELATING TO REGISTRATION AND CLASSES

REQUEST TO ENTER A CLOSED CLASS
Students use this form during the registration or drop and add period to enter a closed class. It requires approval of the instructor and School Director of the course. Students should bring the completed form to the Registrar’s Office to have the course added to their schedule.

REQUEST FOR OVERLOAD
Students use this form to take more than 18 credit hours in a regular semester or more than 6 credit hours in a single session of summer school. Students must have at least a 3.0 cumulative grade point average before an overload is considered. It requires approval from the Registrar.

COURSE WITHDRAWAL
Students use this form after the drop and add period when they withdraw from an individual class. The instructor indicates on the form withdraw passing (WP) or withdraw failing (WF). The student’s advisor must also sign this form and then the student returns it to the Registrar’s Office immediately. Students do not use this form to withdraw from all of the classes on their schedule.

WITHDRAWAL FROM COLLEGE
Students use this form to withdraw from all of their classes. Students obtain this form from the Office of Student Affairs. It requires signatures from the Office of Student Affairs, Office of Student Accounts, Office of Financial Aid, and the Registrar’s Office. Students submit the completed form to the Registrar’s Office. Students under 18 years of age, or whose parents are paying a portion of the student’s bill, must notify their parents or guardians prior to the withdrawal process.

REQUEST FOR INCOMPLETE
In case some emergency or other extreme circumstance prevents students from completing their coursework by the end of the semester, they should first explain their situation to their instructor. Instructors must submit any requests for an incomplete on the proper form to the Vice President for Academic Affairs for approval. If granted, the deadline for an incomplete is 30 days. The Vice President may grant an extension if special circumstances warrant it. The college issues an “FX” grade automatically for students who do not complete the course by the 30-day deadline or the extension time granted.

RELATING TO ACADEMIC PROGRAMS

TRANSFER CREDIT EVALUATION
The Registrar’s Office uses this form to evaluate transfer credit from another institution. The prospective student receives a copy.

DECLARATION OF MAJOR
Students use this form to declare or change a major. Students must have completed at least 12 credit hours and be in good academic standing. Transfer students with more than 12 credit hours should declare upon enrollment.

DECLARATION OF MINOR
Students use this form to declare, change, or drop a minor. Students submit this form to the Registrar’s Office once they have obtained the necessary signatures.

REQUEST FOR CHANGE OF ADVISOR
School Directors use this form to inform the Registrar’s Office of a new advisor for a student who declares a new major. Students may also use this form to switch to a different advisor.

COURSE SUBSTITUTION
Students use this form whenever there is any deviation from the program in the catalog. This requires the approval of student’s advisor, the School Director, the School Director of the required course, the Registrar, and the Vice President for Academic Affairs. Students should submit Course Substitutions forms to the Registrar’s Office by the time the student applies for graduation.

REQUEST FOR TRANSFER OF CREDIT
Students use this form when they wish to take courses elsewhere as a transient student to transfer this coursework back to TFC. It serves to verify to the other school that the student is in good standing, and it guarantees the student TFC will accept the courses listed if satisfactorily completed. Students should complete this form during the term at TFC just before the term that student wants to take these courses elsewhere.

REQUEST FOR CHANGE OF CATALOG
Students use this form when they update their program to a newer catalog. Students should understand that they must meet all the requirements of the newer catalog. Students may only update to a newer catalog and may not request to go back to any earlier catalog.

DIRECTED OR INDEPENDENT STUDY
Students must submit this form with all necessary supporting documents and endorsements to the Registrar’s Office during the registration period to officially register for the course.

APPLICATION FOR GRADUATION
Students must submit this form during the registration period one year before the term of intended graduation. The Registrar’s Office will not accept late applications in any case after the start of the semester that the student wishes to graduate. Students must have previously declared their major and submit course substitutions at or by the time of applying for graduation.

GRADUATION EVALUATION - DEGREE AUDIT
The Registrar’s Office uses this form to notify students of any remaining graduation requirements in their program. Students must notify the Registrar’s Office of any modifications they may find after comparing it with their own records.

TRANSCRIPT REQUEST
Students use this form to request a copy of their academic record at TFC. The college requires the student’s signature to obtain a transcript.