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Peabody Office of Academic Services FAQs

GENERAL INFORMATION

  1. How can I can I see which Liberal Education Core electives I have fulfilled?
  2. How many hours are required to make class standing and to graduate?
  3. How do I change my graduation date?
  4. How do I declare my major?
  5. How do I declare my minor?
  6. How many hours can overlap between my two majors/minors?
  7. How do I get transfer credit for taking summer classes at another institution?
  8. How do I get credit for college courses taken while I was a high school student?
  9. Who do I contact if I have a question about _______?

 

REGISTRATION: STUDENTS

  1. A hold has been placed on my registration account. Who can remove it?
  2. How do I get on the Wait List for a course?
  3. How do I register for a course on a Pass/Fail basis?
  4. I turned in paperwork to take a class pass/fail. Did it go through? When will it be processed?
  5. How do I register for an overload or an underload?
  6. What should I do if I have a course conflict?
  7. How do I drop/withdraw from a course?
  8. If I withdraw from classes, are “W”s on my transcript a bad thing?
  9. How do I register for an independent/directed study course?
  10. How do I register for an internship?
  11. Where do I find out if my credits transferred from another school / what my final grade is in a course / if I'm still enrolled in a course / who my advisor is / (nearly anything else regarding class registration)?

 

STUDY ABROAD THROUGH A NON-VANDERBILT PROGRAM and CREDIT TRANSFER

  1. Am I allowed to study through a study abroad program that isn’t listed on the GEO website?
  2. My abroad credit hasn't shown up on my YES yet. What's going on?
  3. I took a class here at Vanderbilt / abroad / elsewhere that isn't satisfying what I want to satisfy in my degree audit. How do I fix this?
  4. My AP/IB credit isn't showing up on my degree audit / in YES. Where is it?

I have more/different questions. Who do I speak to?
Feel free to reach out to Malina Halman, Program Coordinator for Peabody's Office of Academic Services. malina.c.halman@vanderbilt.edu, 615-322-8258.

To find even more answers to your questions, check out the undergraduate handbook or the graduate school catalog. Do a search (ctrl+f) for a keyword in your question (i.e. search for "pass/fail") to jump to a particular section.

2015-2016 Academic Calendar


 

GENERAL INFORMATION: STUDENTS

Q. How can I can I see which Liberal Education Core electives I have fulfilled?
A. Students can review degree, major, and Liberal Education Core requirements using the degree audit system via YES.

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Q. How many hours are required to make class standing and to graduate?
A. Sophomore Standing: 24 hours, 1.8 GPA
Junior Standing: 54 hours, 1.9 GPA
Senior Standing: 84 hours, 2.0 GPA
Graduation: at least 120 hours

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Q. How do I change my graduation date?
A. If you’re an undergraduate student, send an email to Malina Halman (malina.c.halman@vanderbilt.edu), and tell her what you’d like your new graduation date to be.

If you’re a professional student, please fill out an intent to graduate form before your final semester (or summer session) at Peabody. Deadlines for filing intent forms are published in the Vanderbilt University academic calendar.

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Q. How do I declare my major?
A. In their first semester, Freshmen are expected to take the coursework recommended for the major into which they were admitted. Students wishing to change into a different major cannot declare this change until March of their first year, to take effect the fall of their second year.

Forms are available on the Peabody Office of Academic Services website for students who wish to change a Peabody major to another Peabody major.

If you're changing your Peabody major or are a Peabody student declaring a second major in another school: Fill out the major declaration form, take it to the department in which you're declaring your major, have them assign you an advisor, have your new advisor sign the form.  They may want to keep a copy, but either way you must ultimately bring the form to t he Peabody Office of Academic Services. Do not bring it to Kirkland.

If you wish to change your first major to one in A&S, Blair, or Engineering, you will need to apply as an Intra-University Transfer - http://registrar.vanderbilt.edu/intra-university-transfers/

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Q. How do I declare my minor?
A. Peabody students who wish to declare a minor or make changes to their minor may download a Declaration of Minor form. Students need only bring the filled out form to the Peabody Office of Academic Services. The department in which you’re minoring typically does not need a copy of this form.

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Q. How many hours can overlap between my two majors/minors?
A. For a major offered through Peabody College, at least 21 credit hours need to be unique to that major. That is, 21 hours within the major cannot be used to count toward any other major or minor. For a minor offered through Peabody College, at least 15 hours need to be unique to that minor.

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Q. How do I get transfer credit for taking summer classes at another institution?
A. Work presented for transfer must be from an accredited college and is subject to evaluation in light of the degree requirements of the college. Work transferred to Vanderbilt from another institution will not be computed in the Vanderbilt grade point average but will count as earned hours toward the degree.

No course in which a grade below C- was received will be credited toward a degree program offered by the College.

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Q. How do I get credit for college courses taken while I was a high school student?
A. Credit will be awarded only if:

  1.  the course is regularly offered by an accredited two-year or four-year college or university,
  2.  if the teacher was a regular faculty member of that institution,
  3.  and if a majority of the students in the course were candidates for a degree at that institution.

Credit is also not generally awarded if the course received both high school and college credit. If your class falls under that criterion, please speak to the Office of Academic Services about your situation.

Appropriate documentation, including course descriptions and syllabi must be submitted to the

Peabody Office of Academic Services for evaluation and approval by the appropriate Vanderbilt departments. Go to our document download page for the pre-freshman credit form.

The question of credit for previous college work must be settled in advance of the student’s first semester of classes.

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Q. Who do I contact if I have a question about _______?
A. Go here and scroll to page 9 to see a list of common contact numbers. 

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REGISTRATION

Q. A hold has been placed on my registration account. Who can remove it?
A. Several types of holds and reasons exist. Most typical is the adviser approval hold, which only your adviser can release. Please make an appointment to meet with your adviser before the beginning of registration for each semester. Your adviser will remove the registration hold after your meeting.

Immunization holds and student account holds are placed by the Office of Student Health and the Office of Student Accounts, respectively. Please contact the appropriate office to discuss options for having one of these holds removed.

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Q. How do I get on the Wait List for a course?
A. If a course is closed, or if a particular reserve capacity has been met, then you need to select “Waitlist If Full” when processing your enrollment via YES. Please remember to utilize the “drop if enrolled” function if necessary.

Go here for Vanderbilt's YES user guides and helpful questions.

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 Q. How do I register for a course on a Pass/Fail basis?

A. Go to our  document download page  for the Pass/Fail form and read all of the requirements carefully. Forms are due on or before the last day to add/drop courses (see the Academic Calendar for this year). Requests to change a course to pass/fail after the last day to add a course will not be approved.

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Q. I turned in paperwork to take a class pass/fail. Did it go through? When will it be processed?
A. No need to email the office about this; you can check it yourself. To check if you're taking a class pass/fail, sign into YES, click on Academic Record, click on Academic Detail at the top, and find the course that you asked to take pass/fail. If the paperwork has been processed, there will be a yellow triangle with an exclamation mark next to the course. Hover your mouse over it, and it should say "pass/fail grading basis." Voila, you're taking it pass/fail.

If it has been more than a week since you turned in your paperwork and you still don't see the yellow triangle next to the course name, then shoot the office an email.

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Q. How do I register for an overload or an underload?
A. If you wish to register for more than 18 hours or less than 12 hours, you must consult with your Peabody advisor and the Assistant Dean for Undergraduate Student Affairs. If you are a graduating senior in your final semester, you may get permission to register for fewer than twelve hours. Students who are not in their last semester cannot be registered for fewer than 12 hours without incurring academic probation. Go to our  document download page   for over/underload form.

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Q. What should I do if I have a course conflict?
A. You will need to attain the signatures of the instructors of the two courses that conflict – Go to our  document download page   for the course conflict form, and return it to the Office of Academic Services.

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Q. How do I drop/withdraw from a course?
A. You can drop a course during each registration period until the end of the Change Period--the first week of classes during each semester. From your Enrolled screen in YES, click the red minus sign next to the class.

After the Change Period, an extended drop period will last until the 10th day of classes. Drops during this period must be processed by the Office of Academic Services. Go to our  document download page   for the appropriate add/drop form, obtain the appropriate signatures, and submit to the Office of Academic Services.

Following this administrative change period, and extending to the end of the eighth week of classes, you may withdraw from a course with the consent of your adviser and, in certain cases, the dean.

In order to withdraw from a course, download the Change of Course Request form on  document download page. Once you have obtained the required signatures, return the form to the Office of Academic Services for Peabody College in 211 Peabody Admin Building. Courses dropped after this period will result in a W on your final transcript.

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Q. If I withdraw from classes, are “W”s on my transcript a bad thing?
A. Not necessarily. If you only acquire a couple of “W”s over the course of your undergraduate career, that will almost never be of any consequence. However, if you establish a pattern of frequently dropping courses after the change period, and acquire “W”s across several semesters, then people evaluating your transcripts, such as potential employers and graduate admissions committees, might start to wonder about your ability to complete assignments. Thus, if you have to withdraw from classes once or twice over your undergraduate career, it isn’t something you need to worry about. At the same time, withdrawing from classes is not something that you want to do regularly.

Q. How do I register for an independent/directed study course?
A. Intended for students in their junior and senior years, Independent Study courses, ranging from one to three hours of credit, are listed in the Schedule of Courses. Juniors or seniors wishing to take such courses must use the following procedure:

  1. Students must be in academic “good standing” (may not be on probation or leave of absence).
  2. Students must arrange the independent study with a full-time Vanderbilt faculty member who has agreed to supervise and grade this experience.
  3. Students may enroll in up to three hours of independent study per semester.
  4. Students must complete an Individual Learning Agreement, found in our  document download page,  that includes a written study plan detailing the nature of the project and the amount of credit to be earned. The Individual Learning/Directed Study agreement must be approved by the instructor and the department chair (or the chair’s designee).
  5. The deadline for submitting the form to the Peabody Office of Academic Services is the last day of the registration change period.
  6. Registration occurs when the completed Individual Learning/Directed Study Agreement is submitted to the Peabody Office of Academic Services. Students are not able to register themselves for independent studies

Independent study courses are not acceptable for meeting the requirements for the  Liberal Education Core.

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Q: How do I register for an internship?
A. Please contact a staff member in the HOD internship office to ask about specific opportunities and next steps.

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Q. Where do I find out if my credits transferred from another school / what my final grade is in a course / if I'm still enrolled in a course / who my advisor is / (nearly anything else regarding class registration)?
A. Nearly any question you have regarding your class registration, advisor, holds, etc. will be conveniently found on your YES page. Click Academic Detail to see your enrolled courses, final grades, probation notices, cumulative hours, pass/fail status. Click External to see any transferred courses coming from another university and AP/IB credit. Financial Aid and Student Accounts info can also be seen via YES, but be advised that the Office of Academic Services does not handle issues of this matter, and you should contact those respective departments to settle any financial issues/questions you may have. 

It is your responsibility as a student to make yourself abundantly familiar with YES (in addition to Blackboard, Anchorlink, etc). YES is updated constantly so keep checking back if you expect changes. YES also has an incredible help section found here or at the top right of your screen when in YES. 

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STUDY ABROAD THROUGH A NON-VANDERBILT PROGRAM and CREDIT TRANSFER

Q: Am I allowed to study through a study abroad program that isn’t listed on the GEO website?
A. Yes, you are – but you must get prior approval from the Office of Academic Services.

In order to be eligible to receive a maximum of 15 total credit hours, students must obtain the necessary forms before leaving to go abroad: a leave of absence form and a study elsewhere form, found on our  document download page.  

Please see this page for details on how to study elsewhere/abroad.

Have final transcripts sent here:
Peabody Office of Academic Services
230 Appleton Place
PMB 323
Nashville, TN 37203
USA

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Q: My abroad credit hasn't shown up on my YES yet. What's going on?
A. This is probably because (1) you either haven't sent your official transcript to the OAS office yet (address above), (2) you sent it but it's probably still on its way, or (3) we have it and it is currently being processed. If you've sent it to the proper address, then there's no need to worry - it's being taken care of. Keep checking back on your YES.

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Q. I took a class here at Vanderbilt / abroad / elsewhere that isn't satisfying what I want to satisfy in my degree audit. How do I fix this?
A. Fill out a degree audit substitution form (found on our document download page), retrieve all the necessary signatures, and attach as much information about the course as possible (syllabi, course descriptions, etc). You will typically receive a decision 1-2 weeks following your submission to the OAS office.

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Q. My AP/IB credit isn't showing up on my degree audit / in YES. Where is it?
A. Here are some questions to answer:

  1. Did you request the College Board / whatever testing agency you went through to send your scores to Vanderbilt? Simply in cluding your AP/IB score on the CommonApp when you applied does not count. The test scores must come officially and directly from the College Board (or other testing agency). If you took a test that's sponsored by the College Board, go here to request your scores be sent to Vanderbilt.
  2. If you did send them through the College Board a while ago, do you have a receipt / proof that they were sent? Like an email confirming their submission? This will help the Registrar's Office track your scores faster.

Once we have proof that they were sent over, we can start tracking them down faster for you. FYI: No more than eight hours of AP credit are allowed in any one subject area but Peabody does not limit the overall number of AP/IB hours that can be awarded. See page 11 of the Peabody Undergraduate handbook for more details. 


 
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