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General Info

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FAQs

Key Deadlines 

Downloadable Forms

 

2019-2020 Peabody Undergraduate Handbook
Undergraduate Catalog
Peabody Professional Student Catalog
YES User Guides

Peabody Office of Academic Services (also known as Peabody OAS)
Peabody Administration Building, office 215
615-322-8400

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Frequently Asked Questions

Q: Can I email a completed form to you?
A: Yup! Just make sure you’ve gotten all the appropriate signatures/approvals already. Send email here: malina.c.halman@vanderbilt.edu

Q: My advisor/instructor emailed their approval to me, is that okay?
A: Yes! Just print that email and attach it when you turn in the form. OR, email me your filled in form (without the signature) and then forward me their approval email. Send email here: malina.c.halman@vanderbilt.edu

Q: Will I be notified when I’m added/dropped from a course? How long does it take?
A: No, you won’t be notified, and, barring any holds or other enrollment issues, usually 1-3 business days. We will notify you about pass/fail requests though.

Q: Where is my advisor/instructor? How do I reach them?
A: Don’t know their phone number/office location/email? Search here. Or try Google! My two-cents: don’t wait til the last minute to reach out to your advisor/instructor to get their signature. They’ve got full schedules, too, and will need as much heads up as possible to sign and return your forms.

Q: If your office is closed on Labor Day, can I still turn in my forms that day?
A: Yes, please do. Slip the completed form(s) under our door, or send them via email. We’ll process them the next day.

Q: What if I turn the form in to you, but then the next day I still haven’t seen anything change on my record?
A: All deadlines are the date by which the completed form is due to our office, not the deadline by which the requested change must be processed. In other words, the deadline is for you, not us :) So get those forms in on time, and then allow for a couple business days of processing before you follow up with our office.

Key Deadlines for Fall 2019

find a list of all dates and deadlines for the academic year by going to the Academic Calendar.

Note: Engineering and Business Module courses function on a separate add/drop schedule than regular fall courses; see Academic Calendar for more detail, or ask those respective departments.

August 21 - first day of class

August 28 at 11:59pm Central - YES access shuts down, all future registration changes must be done on paperwork

September 4 at 4pm Central - Last day to:

declare a course pass/fail

add a course late

turn in independent study form (individual learning agreement)

turn in audit request

turn in time conflict request

turn in undergrad enroll in grad course

request overload

drop a course without a "W"

October 18 at 4pm Central - Last day to:

withdraw from a course (with a "W")

request to change pass/fail course back to graded

turn in underload form

Downloadable Forms

Course Registration

  • Add Course (undergraduates and graduates)
    • fill out form, get instructor's signature, return form to Peabody OAS; OAS will manually enroll you into course
    • see academic calendar for deadlines
  • Audit Request
    • fill out form,  get instructor's signature, return form to Peabody OAS; professional students will be billed $10, undergrads are charged nothing; OAS will manually enroll you into course
    • see academic calendar for deadlines
  • Undergraduate Drop Course ( undergraduates  only)
    • Prior to the last day to drop a course (without a "W"): obtain advisor's signature, return form to Peabody OAS
    • After the last day to drop a course (without a "W"): obtain advisor's signature, instructor's signature, dean's signature (if needed), return form to Peabody OAS
    • OAS will manually withdraw you from course
    • see academic calendar for deadlines
  • Professional Drop Course ( grad/professionals only)
    • Prior to the last day to drop a course (without a "W"): no signatures needed; fill out form and return to Peabody OAS

    • After the last day to drop a course (without a "W"): obtain advisor's signature, instructor's signature, return form to Peabody OAS
    • OAS will manually withdraw you from course
    • see  academic calendar  for deadlines
  • Time Conflict
    • fill out form, obtain both instructors' signatures, return form to Peabody OAS; OAS will manually enroll you into conflicting course
    • due by the last day to add a course
  • Undergraduate Enroll in Graduate Course
    • fill out form, obtain all signatures it requests, return completed form to Peabody OAS; OAS will manually enroll you into the course
    • due by the last day to add a course
  • Course Overload or Underload
    • fill out form, have Dean Monique Robinson sign as dean, return form to OAS; OAS will manually enroll you/withdraw you from course
    • overload: due by last day to add a course; underload: due by last day to withdraw from a course

Major/Minor/Track/Program of Studies
  • Major - Minor - Advisor Declaration/Change
    • go to the department you wish to declare, have them assign you an advisor, have that new advisor (or someone from that department) sign the form, then return the form to Peabody OAS (these are the steps you take no matter what major or minor you are declaring)
    • If you're adding a major/minor, you only need the signature of your NEW advisor; you do not need the signature(s) of any previously assigned advisor(s), and you do not need to bring a copy of the form to any other department/school besides Peabody OAS
    • There is no due date for a major/minor, but it is in the student's best interest to declare it sooner rather than later. Peabody OAS suggests doing at least 4 months prior to one's graduation date.
  • Track Declaration
    • fill out form, circle track designation, return form to OAS
    • There is no due date for a track declaration, but it is in the student's best interest to declare it sooner rather than later. Peabody OAS suggests doing at least 4 months prior to one's graduation date.

 

Credit transfer

 

Degree Audit Changes
  • Degree Audit Substitution (for  UNDERGRADUATES )
    • fill out the form, attach syllabus of course, give form and syllabus to the appropriate director of undergraduate studies to review, return form to Peabody OAS; OAS will email you about request approval/denial and next steps
  • Degree Audit Substitution (for  GRAD / PROFESSIONALS )
    • fill out the form, attach syllabus of course, give form and syllabus to advisor and program director to review, return form to Peabody OAS; OAS will email you about request approval/denial and next steps
 
Independent Studies/Research/Practicum
  • Individual Learning Agreement (for independent study and directed research)
    • fill out form (along with your faculty supervisor), have supervisor sign, have director of undergraduate studies (for professional students: program director) sign, return form to OAS; OAS will manually enroll you into the course
    • See deadline by which this is due on the academic calendar
  • LPO Practicum
    • fill out form, have faculty supervisor sign, have director of graduate studies/program director sign, return form to OAS; OAS will manually enroll you into the course
    • This is due on the same day that all individual learning agreements are due (see above)

 

Miscellaneous

  • Alternate Track, Request for (Undergraduates Only)
    • students may want to first meet with Dean Monique Robinson prior to filling out this form.
  • Credit by Examination, Application for (Undergraduates Only)
    • fill out top of form, bring to OAS to sign first and learn more about the process, then speak with director of undergraduate studies in the department in which the exam will be taken to discuss next steps. 
    • Read more about the credit by examination policy in the undergraduate catalog
  • FERPA/Buckley agreement (consent to release academic info)
    • fill out form, return to Peabody OAS
  • Incomplete Request
    • fill out page 1, bring form to instructor (instructor is under no obligation to approve an incomplete request), return completed form to Dean Monique Robinson.
  • Intent to Graduate (Grad/Professional Students Only)
  • Leave of Absence
    • fill out form, obtain advisor's signature; if an international student, please obtain signature from ISSS Office; return form to Dean Monique Robinson so she may sign off on it and answer any questions you may have.
    • If taking a leave to study elsewhere: you do not need Dean Robinson's signature, but you will need to submit a petition along with your leave request -- read more about this process here
  • Pass/Fail Request (Undergraduates Only)
    • fill out form and return it to Peabody OAS; OAS will review your request and email you when it is completed.
    • See deadline by which this is due on the academic calendar
  • Withdrawal from University
    • fill out form, obtain the relevant signatures (that is, if you don't receive financial aid, you don't need their signature, etc.), return form to Dean Monique Robinson (dean of student affairs)
    • You do not need the Asst. Dean for Academic Services' signature.