02.05 Registration and Enrollment
02.05.01 Registration and Late Fees
Students are strongly encouraged to register for classes on-line as early as possible. Registration for the Spring semester usually begins in mid-November. Registration for the Fall semester usually begins in mid-April. New students register during orientation week in August. Students may not attend classes, take lessons, or participate in ensembles for which they have not registered. A late fee will be assessed each semester to any student who is not registered by the end of the second week of classes. This late fee will be charged in addition to any late payment fees that may be assessed by the University Bursar and applies to all registrations including inactive-status and continuation of enrollment.
Information about fees can also be found on the University Bursar's Schedule of Tuition and Fees: www.rochester.edu/adminfinance/bursar/charges.htm (rev. 8/1/06)
02.05.06 Status by Division and Class
Undergraduate Students: pursuing the Bachelor of Music degree. Class-year = 2007, 2008, 2009, Take 5, etc...
- Freshman: normally semesters 1 & 2
- Sophomore: normally semesters 3 & 4
- Junior: normally semesters 5 & 6
- Senior: normally semesters 7 & 8
- FORTE: 9th semester for some undergraduate music education double majors with departmental approval.
- Take Five Scholars Program: tuition-free fifth year provides students with opportunities to explore additional disciplines and courses. A special application is required. Class-year = T5.
- On-Completion: students completing degree requirements after the 8th semester of study
- Degree Pending: student has completed all requirements, registered for inactive status for the term prior to commencement
Graduate students: Pursuing the master of music degree, the master of arts degree in music, the doctor of philosophy degree in music, or the doctor of musical arts degree.
- Class-year = G.
Non-matriculated
- Undergraduate: class-year = NU.
- Graduate: class-year = NG.
- Community Education Division (undergraduate or graduate): class-year = CE
02.05.07 Time Status
Full-Time Status (F):
Students who are registered for a full-time course load are considered to have full-time student status. A full-time course load consists of:
- twelve credits per semester (6 during summer session), or
- nine credits for students holding a graduate assistantship (except as noted below)
- twelve credits for first year graduate students who receive a graduate award solely for playing in Conducting Orchestra.
- Graduate students registered for ESM 999: Continuation of Graduate Enrollment and undergraduates registered for ESM 399: Continuation of Undergraduate Enrollment are also considered to be full-time students regardless of credit load. Restrictions apply to these registrations. See the course descriptions under "Special Enrollments" for more information. See: ESM 999, ESM 399
Part-Time Status (P):
- Students registered for fewer than 12 credits(fewer than 6 during summer session). Registration in ESM 995: Continuation of Graduate Enrollment carries part-time status. ESM 995
Inactive Status(X):
- Undergraduate students in this category are those registered for ESM 385: Undergraduate Inactive Status.
- Graduate students in this category must register for ESM 985: Graduate Inactive Status. ESM 985
02.05.09 Verifications Made to Outside Agencies
Verification of Enrollment
Students needing verification or confirmation of their enrollment status with the University for health insurance, student loan deferment, or scholarship purposes may request that verification be sent from the Eastman Registrar's Office. Please note that enrollment can only be verified for the actual semesters in which a student has registered. Verification of a future enrollment or class registration cannot be issued until actual registration occurs.
Verification of Good Academic Standing
A matriculated student is considered to be in good academic standing while enrolled at the Eastman School of Music. That standing is not normally terminated until the student completes his or her degree, withdraws from the School, or is separated for academic or disciplinary reasons. If the student is on probation or disciplinary action has been taken which does not, however, separate him or her from the University, the student is still considered to be in good standing for the purpose of verifying enrollment to a third party. It should be noted that "in good standing" does not necessarily mean the student is making satisfactory academic progress. The student is in good standing as long as he/she is eligible to register next term. Verification of good academic standing is intended to permit the student to apply for appropriate financial aid, insurance, or other third party benefits or considerations that may be dependent upon good academic standing. Good academic standing does not exclude the possibility that the individual can be terminated if their performance does not improve.
02.05.10 Considerations for International Students
In order to maintain their visa status, international student who are studying in the U.S. on an F-1 or J-1 student visa must register for a full course-load each semester until the completion of their program. Full-time enrollment is defined here: 02.05.07 Time Status.
Certain exceptions may be available for one semester only to students who are experiencing language difficulties or are in their final semester. Please contact the International Services Office at (585) 275-2866, or consult the following website for further information: www.iso.rochester.edu/students.htm.
02.05.10.01 English Language Requirements/Provisional Status
Students are required to have adequate preparation in English before beginning study at Eastman. All applicants whose native language is not English should submit evidence of English proficiency by means of scores obtained on the "Test of English as a Foreign Language" (TOEFL). To aid in the assessment of English language skills, the Eastman School has set the following minimum scores: 550 (213 computer-based test) for undergraduate and master's degree applicants, and 600 (250 computer-based test) for doctoral applicants. Applicants to DMA and MA/PhD programs will be held to a higher standard because of the demands of their degree programs. Information on the TOEFL program may be obtained by visiting the TOEFL website: www.ets.org/toefl
Students who are unable to demonstrate adequate English language skills, but who have exceptional performance skills, may be admitted provisionally and required to undertake intensive English language study at Eastman during the summer preceding their matriculation to degree study. Once removed from provisional status, students are fully eligible for financial aid. A provisional financial aid package will be prepared for provisional students, but aid will not be disbursed until the provisions have been satisfied.
Students who are unable to achieve adequate English language skills at the end of summer study have three options: (1) they may withdraw from studies at Eastman; (2) they may engage in one year of study as a provisional student but without financial aid; (3) they may defer their admission for one year. During the deferral year, students are encouraged to study English on their own and retake the TOEFL. By March 1 of that year, students must either submit new scores or decline their offer of admission.
As noted above, visa regulations require that international students be enrolled on a full-time basis. By federal law, provisional students may be considered full-time with fewer than the normal 12 hours of credit for one semester only. Because this law pertains equally to summer study as to other semesters, provisional students must carry 12 credits in all semesters following summer ESL study. Students who are not released from provisional status at the end of summer ESL study may remain in provisional status for one year only. During this year they must maintain full-time status for both semesters. Graduate students in this situation must also take one 400-level music theory or music history course, and attain no grade lower than B-. If the student does not have provisions lifted by the end of the first year, he or she will be administratively withdrawn from the school. (rev. 8/20/06)
02.05.02 Immunization Requirements
Prior to the first day of classes, all students are required to comply with New York State immunization requirements or risk administrative withdrawal. Please see University Policies - Immunization Requirements for complete details: www.rochester.edu/registrar/policies.html#4
02.05.08 Changes to Enrollment Status
02.05.08.01 Inactive Status
A student may find it necessary to leave the School for one or two semesters and then return for normal studies. After consultation with the Assistant Dean of Academic Affairs (undergraduates) or the Associate Dean for Graduate Studies (graduates), a student may be approved for inactive status. Should a student begin an inactive status during the school year, reimbursement of tuition shall be made on the same basis as that of a withdrawing student. See refund schedule: www.rochester.edu/adminfinance/bursar/refund.htm
A student may not matriculate (enroll as a degree candidate) at another institution while on inactive status at Eastman. Students who wish to matriculate elsewhere must withdraw from Eastman and, should they wish to return to the School to complete their degree, must apply for readmission. Students who do not register for classes at the conclusion of their approved inactive period may be required to reapply for admission. Refer to the University Bursar's Office Schedule of Tuition & Fees: www.rochester.edu/adminfinance/bursar/charges.htm for inactive status fees and late registration fees.
Undergraduate students on inactive status for four (4) or fewer semesters remain in good standing. If a student is on inactive status for more than four (4) semesters for any reason, they will be required to reapply for admission to Eastman through the Office of Admissions and re-audition for studio placement. Students readmitted to a degree will be required to fulfill the requirements in their program of study that are in place at the time of their readmission. Exceptions to this policy will be considered by petition to the Assistant Dean of Academic Affairs on a case-by-case basis. (Updates approved by Undergraduate Curriculum Committee 2/5/2009)
Also see:
(Re-admission to the Undergraduate Degree Program)
(Reinstatement to Graduate Degree Program)
(Continuous Undergraduate Registration)
(Continuous Graduate Registration)
02.05.05 Auditing a Course
Students may register to audit certain courses that are not required in their degree programs. Courses which require the registrant's active participation (e.g., ensembles, opera theater, applied music instruction) are not appropriate for audit registration. Auditors may not contribute to class discussion nor will any class work they do be evaluated by the instructor. They will receive neither grade nor credit for the audited course. The fee for audit registration is listed on the University Bursar?s Office Schedule of Tuition & Fees www.rochester.edu/adminfinance/bursar/charges.htm.
Permission to audit must be obtained in writing from the instructor, and any change of registration from credit to audit (or vice versa) must be accomplished before the end of the seventh week of classes. Before student audit status is approved, the prospective auditor must reach agreement with the professor of the course to be audited concerning attendance or other expectations to be met by the student.
02.05.03 Four-Week Drop/Add Period
Dropping Courses: Students may drop courses on-line through the end of the fourth week of the semester without instructor permission. The dropped courses will not appear on the academic transcript. Students may receive a partial refund based on the published tuition refund schedule: www.rochester.edu/adminfinance/bursar/eastmanrefund.htm
Students may not drop a course after the fourth week of classes. Students who drop to fewer than 12 credits (or fewer than 9 credits for most graduate teaching assistants and departmental assistants) will be re-classified to part-time status, which may delay graduation for undergraduate students.
Full-time undergraduate students who, for extraordinary reasons, wish to carry fewer than 12 credits must receive approval from the Assistant Dean of Academic Affairs. International students will also be required to get approval from the International Services Office before being permitted to carry less than a full-time course load. See: www.iso.rochester.edu/Forms/PTStudy.pdf (rev. 8/1/05)
Adding Courses: Students may add courses on-line through the fourth week of the semester. Instructor permission is not required to add a course during the first week of classes. During the second, third, and fourth weeks of the semester, students must obtain a permission code from the instructor or departmental secretary to add a course. A signature will also be accepted for in-person registration in the Registrar?s Office. A student wishing to add a course after the first four weeks must have approval from the course instructor and present a petition with the reasons for requesting a late change to the Assistant Dean of Academic Affairs (undergraduates) or Associate Dean of Graduate Studies (graduate students). (rev. 8/1/05))
Seven-Week Courses: For courses that meet for half of the semester, the above time-line is reduced by half. (rev. 8/1/05)
02.05.04 Withdrawing from Courses (during 5th-12th week of semester)
After the fourth week of classes, course withdrawals will be noted on the student's academic transcript with a grade of W (withdrawn) or DE (withdrawn-failing) at the instructor's discretion. Instructor permission is required to withdraw from a class. Course withdrawals are not permitted after the 12th week of classes. Precise deadlines for dropping and withdrawing from courses are indicated on the official school calendar prepared by the registrar: (Academic Calendar). Tuition refunds, if any, will be made in accordance the stated refund schedule.
If a student wishing to drop or withdraw from a course is suspected by the professor of having violated the School's policy on academic integrity in connection with that course, the professor has the right to refuse to permit the student to drop the course as long as the case is under investigation. If, as a result of the investigation, it is found that the student is not guilty of the violation, she or he may drop the course without penalty even after the deadline for such withdrawal.
02.05.08.02 Withdrawal From the Eastman School
Students who wish to withdraw from the School for any reason should consult the Assistant Dean of Academic Affairs and file the request in writing. This will be the only manner of withdrawal considered official. The date of withdrawal will be the date that the student officially withdraws or is withdrawn by the School, or the last date of attendance, whichever is earliest.
If a student withdraws during the school year, any applicable reimbursement of tuition shall be made based on the date of withdrawal according to the published schedule of refunds: www.rochester.edu/adminfinance/bursar/refund.htm
A withdrawal from the Eastman School after the fourth full week of classes will be noted on the student?s academic record as either a "W" (withdrawn) or a "DE" (withdrawn failing).
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