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Peabody Academic Services Documents and Forms for Download

General Info

Peabody Office of Academic Services (also known as Peabody OAS)
Peabody Administration Building, office 215
PeabodyAcademicServices@vanderbilt.edu

Reminders

- Fall 2022: Members of our office will be in the office some days and working remotely during others. If you cannot reach us in person, you can contact us via email or phone.

- The Peabody Office of Academic Services will accept electronic/email approvals in lieu of an actual physical signature.

- All forms are downloadable and able to be filled out electronically.


Key Documents/Links

Peabody Undergraduate Handbook

Undergraduate Catalog

Peabody Professional Student Catalog

YES User Guides


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: peabodyacademicservices@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: peabodyacademicservices@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! 

Q: If your office is closed, can I still turn in my forms that day?
A: Yes, please do. You can always email us your completed forms. 

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.


Downloadable Forms

Course Registration

  • Add Course (undergraduates and grad/professional)
    • Fill out form, get instructor's approval, 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 approval, 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)
  • Professional Drop Course ( grad/professionals only)
    • Prior to the last day to drop a course (without a "W"): no approvals needed; email Peabody OAS to be dropped from course.

    • After the last day to drop a course (without a "W"): obtain advisor's approval, instructor's approval, 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' approvals, 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 approvals 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, obtain advisor's approval, and then obtain the appropriate academic dean's approval. 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
    • Contact 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 approval of your NEW advisor; you do not need the approval(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
    • You do not need an advisor's approval to drop a minor, but you do need an advisor's approval to drop a major.
    • 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.
    • Don't know who to contact in the department? See the MAJOR/MINOR WEBSITES HERE
  • Undergraduate 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.
  • Professional Track Declaration
    • Fill out the form and click Submit. Your request will be forwarded to the Peabody Office of Academic Services for processing.
    • There is no due date for a track declaration, but it is in the student's best interest to declare it as soon as possible.

Degree Audit Changes

Fill out the form, attach syllabus of course, give form and syllabus to your advisor/DUS/program director (as indicated on the form) for review, return completed 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 (Undergraduates Only)
    • See Associate Dean for Undergraduate Affairs for more detail
  • 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
  • Grade Change Request
    • Peabody does not post this form online. If you are a faculty member looking to change a grade, please see the Help Guide here. If you are unable to change a grade through YES Online Grading, please reach out to Peabody OAS for a copy of the grade change form.
  • Incomplete Request
    • Fill out page 1, bring form to instructor (instructor is under no obligation to approve an incomplete request) and have them complete page 2, you sign the form, the instructor signs, and then the appropriate academic dean should sign. Once complete, return form to OAS.
  • Intent to Graduate  (Professional Students Only)
    • The Peabody Office of Academic Services no longer requires an Intent to Graduate form in order to confirm your graduation. Instead, please look at your YES Student Landing Page and make sure your graduation term is correct (if it is not, please email the Peabody Office of Academic Services). Then, you will receive an email from the University Registrar's Office about 2-3 months before your graduation date asking you to log into YES and confirm your graduation information (such as your home address, your major, etc.). Please be sure to complete these steps when you are notified of them. 
  • Leave of Absence
    • Fill out form, obtain all relevant approvals; if an international student, please obtain approval from ISSS Office; return completed form to OAS. 
  • Pass/Fail Request 
    • 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
  • Transfer Credit Request ( Professional students only )
    • The student will complete the top of page and the part of the chart designated for the student. The program director will complete the part of the chart designated for the program director. Return completed form to Peabody OAS.
    • The student must also have sent their final, official transcript from this external institution to Vanderbilt. Send transcripts here
    • Undergraduates: Do not complete this form. Undergraduates can read more about the undergraduate transfer credit process here
  • Withdrawal from University
    • Fill out form, obtain all relevant approvals; if an international student, please obtain approval from ISSS Office; return completed form to OAS.