Office of Academic Services Documents and Forms for Download

• 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 (updated summer 2023)
  • 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)
  • See link for necessary steps.
  • See  academic calendar for deadlines
• Professional Drop Course (updated summer 2023)  (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 (updated summer 2023)
  • 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 - Advisor Declaration/Change
  • Undergraduate students can utilize the Major/Minor Declaration form to request to add, drop, or change their majors and/or minors, and/or change their expected graduation term. The request form routes to the departmental administrator of the department or program offering the major and/or minor, and to the student's school for approval. Upon final approval, declarations are processed by the Office of the University Registrar.
• Undergraduate Track Declaration (updated summer 2023)
  • 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.
• HOD Major Structure Change Request
  • Fill out and submit the form.
  • Requests to change HOD structure are reviewed at the end of each semester, after all final grades are posted (in May, August, and December). 
• 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.

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

• Degree Audit Substitution for Undergraduates (updated summer 2023) 
• Degree Audit Substitution for Professionals (updated summer 2023) 

• For Undergraduate Students:   Individual Study Request
• For Professional and Graduate Students:   Individual Learning Agreement (for independent study and directed research)
• 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)

• 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 for Grad/Professional Students
  • This form is NOT required for undergraduate students. If assigning an Incomplete to an undergraduate, faculty should follow the prompts given to them in the Online Grading System in YES.
  • For Grad/Professional Students: 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 (updated fall 2023)
  • 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 (updated summer 2023)
  • Fill out form, obtain all relevant approvals; if an international student, please obtain approval from ISSS Office; return completed form to OAS.