Registrar Forms:Introduction
The Office of the Registrar maintains academic records for all students and assists with registration, transcript requests, enrollment verifications, grading, and graduation. Most all of our services and forms are available online for faster service. They may be accessed through myLEO or the Office of the Registrar webpage. Our staff is eager and willing to assist, so stop by to see us today!
30-Hour Rule
Since Fall 2006, undergraduate students in Texas must abide by the 30 Hour Rule, which governs tuition rates for students attempting excessive credit hours. Under the 30 Hour Rule, if you attempt 30 or more semester credit hours beyond the number required to complete your degree, you will be charged out-of-state tuition rates for each new course.
Let’s say your degree plan requires 120 semester credit hours, and you are subject to the 30 Hour Rule. For every credit hour you attempt beyond 150 (120 + 30), you will be charged at the out-of-state tuition rate. This state legislation intends to encourage you to complete your degree program in a timely manner by limiting the number of hours first-time undergraduate Texas residents may attempt while paying in-state tuition.
Do all my hours count?
The 30 Hour Rule applies to students enrolling in their first undergraduate program at any point after the Fall 2006 semester. Even if you have not yet selected your major, you are considered, by state law, to have degree requirements of 120 hours.
Importantly, this legislation is based on your attempted hours – not only your completed or earned hours – which includes courses you may have failed, retaken, or dropped/withdrawn from after the official census date. Any courses you attempt at any Texas public institution of higher education count toward the excessive hour limit whether or not the hours are accepted for transfer at East Texas A&M University.
PLEASE NOTE: Although the 30 Rule concerns excessive attempted hours, it is NOT the same as or related to Financial Aid’s Satisfactory Academic Progress (SAP) policy regarding the maximum time frame to complete a degree program. Students impacted by SAP should speak with their Financial Aid Advisor.
Are there exceptions?
If you are a Texas resident and you enrolled in any Texas public institution of higher education BEFORE Fall 1999, or if you are a student seeking a second bachelor’s degree, you are exempt from the 30 Hour Rule.
Further, the following types of hours do not count toward your attempted hours under the 30 Hour Rule:
- hours earned before a prior associate/bachelor’s degree
- hours attempted before graduating from high school (dual credit)
- hours earned through credit by exam or similar method without registering for a course
- hours from developmental or remedial courses
- hours from workforce education or technical courses
- hours attempted at an out of state or private institution
- hours that do not count toward a degree* at East Texas A&M
- *NOTE: this means hours that do not count toward any degree at East Texas A&M University. If the course in question is not applicable to your specific degree but is applicable to another degree offered, it is counted toward your attempted hours.
Can I appeal?
If you exceed the 30 Hour Rule, you may appeal to have your excessive hours fee waived for one semester by completing an Appeal to Waive 30/45 Hour Rule Charge* form. You may only appeal once.
*NOTE: the 30 Hour Rule replaces the earlier 45 Hour Rule, which applied to first-time undergraduate students enrolling from Fall 1999 to Summer 2006.
I had a bumpy start, but I’m ready to try again.
If you have previously attempted to earn college credit and want to restart your academic journey with a clean slate, The Academic Fresh Start (AFS) Program may be for you.
When you choose the AFS Program, grades you earned ten years ago or more will no longer count toward your current degree plan. Sounds good, right? No more old grades holding you back; both the low grades and the high ones. What’s more, AFS applies across institutions. This means:
- Choosing the AFS policy will forfeit all credit you earned earned prior to ten years from your term of admission.
- If you are admitted to East Texas A&M under the AFS policy, with your credentials evaluated based on that criteria, you cannot subsequently request that the AFS policy be removed to use coursework that was forfeited.
- If you are transferring to East Texas A&M and used the AFS policy at a previous school, the AFS policy will remain in effect at East Texas A&M.
- You will not be allowed to revoke AFS once it has been acted upon by any institution.
Academic Fresh Start is irrevocable..but if you’re looking to start over, it could be key to new success.
To be eligible, you must:
- Be a Texas resident
- Have attempted academic coursework ten years prior to your application
All questions concerning Academic Fresh Start should be submitted to the Office of Undergraduate Admissions at [email protected] or 903.886.5000.
Ready to get started?
Academic Progress and Student Records
When you enroll in higher education, your institution begins to create and maintain academic records about your progress. In some cases, you as a student have some control over how these records are used and who can access them. The resources below can help you request, update or release your academic records.
I want to…
Order my transcript
myLEO (Current Students)
As a current student, you have two options to order your official transcript. Using the myLEO portal, you can:
- Log in
- Click on the Student Resources tab
- Under Student Information, click “Order Official Transcript”
Order Online (Current Students or Alumni)
Students and Alumni can also order official transcripts directly online through Parchment, the authorized provider of East Texas A&M University transcripts.
If you have questions or need help ordering transcripts online, please visit Parchment Learner Help Center (Customer Service).
If you have a hold on your account preventing you from obtaining an official transcript, please complete the Unofficial Transcript Request Form. For additional information, visit the Transcripts Page.
Request an updated GPA
When you repeat a course, your academic record may show two grades for the same class: the original grade and the new one. Only your most recent grade will be used to calculate your overall grade point average (GPA) and determine the credit you earn for the course.
As you enroll in the same course a second time, you must notify the Registrar’s Office using the Request for GPA Update form below. When the semester ends and a grade has been assigned for the repeated course, the Registrar’s Office will process your form and update your GPA. This process can be used for transfer work as long as the course is the same.
Request an enrollment verification letter
Certain processes related to hiring, work study or student visas may require you to provide documentation that you are currently enrolled as a student. A Request for Verification of Enrollment/Degree for the current semester is available after the census date on the myLEO Home Page (“Obtain Official Enrollment Certificate”).
This request provides official documentation of your student status but does not disclose protected education records, such as your GPA, grades or test scores.
Release my education records (FERPA Release)
The Family Education Rights and Privacy Act of 1974 (FERPA), protects personally identifiable information in education records (such as your name, address, financial records and grades) from disclosure without your signed, written consent unless such consent is not required by law. You are not required to authorize disclosure of information from your education records. This authorization form will allow officials at East Texas A&M University to release information specified by you to individuals or organizations identified by you on the form when written authorization is required.
PLEASE NOTE: This FERPA Release Waiver only includes records associated with your Academic Record (i.e. admission, registration, financial aid, student account/billing, enrollment, grades or TSI scores.) It does not authorize access to records concerning counseling, housing, student conduct/disciplinary records or Title IX.
Information regarding counseling, housing, conduct or Title IX must be requested through their respective offices.
Declare or Change Major/Minor
Making the Major/Minor Switch
Considering a change of major and/or minor can be both exciting and overwhelming. Making the decision to pursue a different major or minor is a common activity during the undergraduate academic journey that is expected to happen early and positively change the direction of your future. We know that your choice matters. Having the guidance and support to make the most suitable choice for you also matters. Your success is our purpose.
The major/minor change process is intended to ensure that your change decision is the result of an informed conversation that matches your interests, needs, experiences, and talents. Completing the “Undergraduate Declare or Change Major/Minor” form is the first step to making the switch. Review the information below to help you make an informed decision.
Do I need to submit the “Undergraduate Declare or Change Major/Minor” form?
No. This form is for use by current continuing undergraduate students. Contact your Academic Advisor if the major and/or minor listed for you is incorrect.
Yes. The Undergraduate Declare or Change Major/Minor form is for use by current continuing undergraduate students who have completed at least one term of academic enrollment at East Texas A&M University.
Common reasons to complete the request form:
- Major listed as “undeclared”
- Change in interest for the major and/or minor
- Change in career plans / goals
- Change in financial position
- Concerns regarding academic performance
- Add or change a major
- Add or change a minor
- Declare or change both major and minor
Students interested in changing their major and/or minor should contact their Academic Advisor to explore and assess change options in connection with a Career Navigator and Money Coach.
No. Prospective undergraduate students transferring to East Texas A&M University should follow the instructions provided on the Transfer Admissions webpage.
No. Students in their junior or senior year should contact their Academic Advisor to explore and assess change options in connection with a Career Navigator and Money Coach.
Frequently Asked Questions
There are several important considerations, specific to the individual student, that should be made before making the decision to change a major and/or minor. Students interested in making an official change to either major or minor can receive pre-change guidance and support by contacting the offices below.
- This office can connect you with an Academic Advisor to assist with information about degree requirements for the intended major and/or minor that may include providing an example of degree requirements by semester, a timeline for completing the intended major and/or minor, college-specific requirements and procedures as well as applicable deadlines to ensure you are ready to engage a new path toward academic achievement.
- This office can connect you with a Financial Aid Advisor to assist with information about your financial aid award and the extent it covers the courses needed to complete the intended major and/or minor.
Blue to Gold Money Management Center
- This office can connect you with a Money Coach to assist with information that leads to understanding your financial aid award, student account, and the financial effect of a major and/or minor change on your journey to graduation. A Money Coach can also provide information on how to plan and pay for educational expenses, strategies to budget and increase income, options for loan repayment as well as developing a plan for overall financial wellness that supports your success after graduation.
Office of Student Career Preparedness
- This office can connect you with a Career Navigator to provide information about existing career options for the intended major or minor, career resources relevant to your interests, needs, and goals as well as access to current opportunities available to prepare you for a successfully rewarding career after graduation.
Student Transition and Support
- This office can connect you with a College Life Coach to provide active support for making a change decision that fits your individual interests and needs.
It will generally take 2-minutes to complete and submit the form. It might take students some additional time if optional details and explanations are provided.
After clicking the “submit” tab at the bottom of the form, a “thank you” message will appear on your screen with your name and the office location where your form is being routed. This is confirmation your form was submitted and received. You may view the submitted form by scrolling the confirmation page. You also can download, print or email the form for your records.
Shortly after submission, you will be contacted by an Academic Advisor to discuss any next steps to complete the change process. You may also be contacted by a Career Navigator and/or Money Coach who will offer additional support to ensure you are well-informed about the short-term and long-term impacts of the intended major and/or minor change.
Once your “Undergraduate Declare or Change Major/Minor” form is received, efforts will be made to complete the change approval and final processing before start of the next upcoming academic term of enrollment. Due to the Course Program of Study (CPoS), all major and/or minor changes must take effect in the upcoming academic term of enrollment following the major and/or minor change approval and final processing date. The CPoS is a federal aid regulation that restricts the use of offered financial aid only to covering the cost of courses required for major and/or minor completion.
Students whose major and/or minor change could not be processed will be contacted by their Academic Advisor to discuss any next steps.
Students with a completed major and/or minor change will receive a confirmation email stating the academic term the change will be effective. Due to the Course Program of Study (CPoS) federal regulation, all major and/or minor changes must take effect in the upcoming academic term of enrollment following the major and/or minor change approval and final processing date. The major and/or minor change will become visible in DegreeWorks after start of the effective academic term.
Students whose major and/or minor change could not be completed will be contacted by their Academic Advisor to discuss any next steps.
Drop or Withdraw From Courses
Considering a change of schedule can be both exciting and overwhelming. This resource guide is designed to help you drop or withdraw from courses after the semester has started.
For general registration, view the Registration Schedule and Schedule of Classes.
Who should I talk to before changing my schedule?
- If you need more information about how changing your schedule may affect your graduation timeline, start with Academic Advising.
- For information about how adding or dropping courses may affect your financial aid, visit the Financial Aid Office.
- To learn more about the careers that your major can lead to, meet with a Career Preparedness Navigator at Student Career Preparedness.
- If you need help with this decision, meet with a College Life Coach.
I want to drop a class.
The Request for Add/Drop form can help you request changes to your schedule during the semester. To drop courses:
- Reach out to [email protected] to connect with your academic advisor.
- Meet with the Financial Aid Office to discuss how this change will affect your financial aid. You may forfeit, or be required to repay, a portion of your financial aid award.
- Use the Request for Add/Drop form.
Note: Undergraduate students may not drop more than six courses during their entire degree program. To learn more, read about the 6 Drop Rule.
I want to drop ALL my classes and withdraw as a student.
We get it; life happens. You started out strong, but plans change. If you wish to drop all your courses for the current semester and end your time at the university, the following steps can help you begin the withdrawal process.
- Reach out to [email protected] to connect with your academic advisor.
- Meet with the Financial Aid Office to discuss how this change will affect your financial aid. You may forfeit, or be required to repay, some or all of your financial aid award.
- Use the Withdrawal Form.
Note: Undergraduate students may not drop more than six courses during their entire degree program. To learn more, read about the 6 Drop Rule.
I have emergency circumstances, and I can’t finish a class.
Are you considering dropping or withdrawing due to unexpected circumstances outside your control? Don’t drop just yet! You have options!
- Meet with your instructor. Discuss circumstances beyond your control which prevent you from attending class or completing coursework or exams on schedule.
- Instead of dropping the course, you may request a grade of X, also known as an “incomplete.” This is a contract you and your instructor develop together which states you are unable to finish your coursework now, but you agree to finish it no more than one year after the course ends. Once you have been assigned an incomplete, you cannot drop the course; your instructor must record a grade.
- After you have met with your instructor and developed a Plan for Completing the Grade of X, make sure your instructor and department head sign off on it.
Add or Reinstate Courses
Considering a change of schedule can be both exciting and overwhelming. This resource guide is designed to support you through that process.
Use these resources to add or reinstate courses after the semester has already begun.
For general registration, view the Registration Schedule and Schedule of Classes.
I want to add a class.
The semester has started, you are already enrolled in classes, but you want to add one more. The Request for Add/Drop form can help you request schedule changes during the semester when you were enrolled in at least one class on the first day of the semester, and are unable to make changes yourself via myLEO. To add additional courses:
- Reach out to [email protected] to connect with your academic advisor.
- Meet with the Financial Aid Office to discuss how schedule changes will affect your financial aid.
- Submit the Request for Add/Drop form.
NOTE: If you were not enrolled in any classes on the first day of the term, use the Late Registration Form instead.
I have previously withdrawn, and I’m ready to return.
If you have withdrawn from all courses and wish to return during the same semester, you can request to reinstate your existing schedule. Before completing the Reinstatement Form:
- You must contact your instructors and get emailed approval to attach to this form prior to submission.
- Reach out to [email protected] to connect with your academic advisor.
- Meet with the Financial Aid Office to discuss how this change will affect your financial aid.
- Submit the Reinstatement Form.
6 Drop Rule
Since Fall 2007, undergraduate students across the State of Texas must remember what’s known as the 6 Drop Rule. Under this rule, you may not drop more than six courses during your entire undergraduate program. If you are considering dropping or withdrawing from courses, the following guidelines can help you understand how doing so may affect your progress long-term.
Course Drop Definition
A course drop, which will be recorded on your transcript, is defined as a credit course not completed by an undergraduate student who:
- is enrolled in the course at the census date, which is the 12th class day during the fall and spring semesters, the 4th class day during summer semesters, and the 2nd class day during mini semesters, and
- will receive a non-punitive grade of Q.
Withdrawal Definition
You are considered to have withdrawn from the institution when you drop all courses during the current semester. Since full-time enrollment for fall or spring is usually considered to be five courses, withdrawing from a single semester may bring you close to the limit.
Who is affected?
The 6-Drop Rule applies to:
- Entering freshmen or first-time college students enrolled in undergraduate courses
- Transfer students who first enrolled at a Texas public institution beginning Fall 2007 or later
- Texas public universities, community colleges, technical institutes/colleges and health science institutions offering undergraduate coursework
As explained in TEC 51.907, the 6 Drop Rule applies throughout the State of Texas. Dropping a course at one institution and then transferring to a new school will not reset your drop count. Any courses you previously dropped do still count toward your limit of six.
Exceptions
The 6 Drop Rule does not affect students who have completed a baccalaureate degree at any recognized public or private institution. If you successfully earn your bachelor’s degree and decide you want to take more undergraduate courses or begin a second bachelor’s degree program, the 6 Drop Rule is no longer in effect.
Further, some types of courses are excluded from the course drop limit, including:
- Courses taken by students while enrolled in high school – whether for dual credit, early college credit or for college credit alone.
- Courses dropped at private or out-of-state institutions.
- Remedial or developmental courses, workforce education courses or other courses that would not generate academic credit that could be applied to a degree.
- Aerospace Studies courses not eligible for formula funding.
- Courses taken as required co-requisites such as a lecture class with a required laboratory are counted as one drop whether or not identified as separate courses or as separate sections of a course.
- Courses which meet the definition of complete withdrawal.
Appeal to Waive 3-Peak Charges
Throughout your academic career, you may find you need to repeat a course more than once. While this is not unusual, enrolling in the same course excessively means navigating extra guidelines and fees.
What is a 3-Peat?
Taking the same course three times is known as a 3-peat (three repeat). Let’s imagine you enroll in a course, but for whatever reason, you don’t finish it as planned. Maybe your grades are low and you don’t receive credit, or maybe you drop the course altogether. You decide to try again next semester and either fail again or earn a grade that is technically passing, but lower than you wanted. You think if you enroll a third time, you could do even better. This would be a 3-peat.
The State of Texas has established guidelines to discourage students from repeating the same courses excessively: namely, Texas residents attempting the same course for a third time will be charged an additional $125 per credit hour for that course. This provision is described in the Texas Higher Education Coordinating Board Rules (Chapter 13, Subchapter B, §13.25).
Do dropped courses count?
They can, depending on when you drop. If you drop or withdraw from a course after the census date, that course does count towards the 3-peat rule.
Census dates include:
- For Fall and Spring: the 12th class day
- For Summer: the 4th class day
- For Mini semesters: the 2nd class day
If you intend to drop a course, you must do so before the end of the census date to avoid having that course count in your total number of attempted hours. That is, only when you drop before the end of the census date will the course NOT count toward the 3-peat rule imposed by this policy.
Are there exceptions?
Some degree programs may require you to take the same course multiple times. Or maybe the course number is the same, but the content and assignments are entirely different. For these reasons, the following types of coursework are exempt from 3-peat charges:
- Thesis and dissertation courses.
- Independent study courses.
- Seminar courses and Special Topics.
- Continuing Education courses that must be repeated to retain professional certification.
- Developmental Education coursework taken three or more times will be allowed; however, developmental coursework in excess of 18 hours is subject to additional charges.
- Courses that may be repeated for credit because they involve different or more advanced course content each time they are taken, including but not limited to: individual music lessons, Workforce Education Course Manual Special Topics courses (when the topic changes), theater practicum, music performance, ensembles, certain physical education and kinesiology courses and studio art.
Can I appeal the extra fees?
In some cases, yes. If you believe you have extenuating circumstances, you can file an Appeal to Waive 3-Peat Charges form to the Office of the Registrar.
Enrollment Special Circumstances
Life isn’t always straightforward. From delays in funding, collecting important documents or transcripts from your previous school or developing a plan that’s right for you, sometimes your path to success has a few extra steps. Use these resources to navigate unique enrollment circumstances.
I want to…
Enroll after the semester starts.
The semester has started, but you were not yet enrolled in any classes. The Late Registration Form may be able to help. To get started:
- Review the Schedule of Classes to identify potential courses you might take.
- Obtain written permission to register from the instructor and your college dean.
- If you are late registering for multiple classes, you must submit all courses and instructor approvals on a single form.
If you were enrolled in at least one class on the first day of the term, use the Request for Add/Drop form instead.
Audit a course. I’m not interested in earning college credit or a degree.
If you love to learn, but you’re not sure if you want to complete an entire degree, you can request to audit a course. Attend class meetings, complete assignments and participate just like any other student, but without the pressure of completing an entire degree program.
By auditing a course, you understand that you will not receive college credits toward a degree, and your enrollment status cannot to be changed to gradable/for credit after the census date.
To audit a course:
- Request approval from the instructor and department head.
- Submit the Course Audit Request Form to the Registrar’s Office prior to registering.
- Register. Enrollment for audit courses opens on the first day of classes.
- Pay your tuition, fees and admission requirements. Costs for audit students are the same as for-credit, except for those age 65 and older.
Register for more hours than the full-time limit.
You want to take more classes than the maximum allowed. For undergraduates, a schedule overload means requesting to register for more than 18 hours during a single long semester (Fall or Spring), or more than 6 hours during a single summer semester (Summer I or Summer II).
Earn credits from two schools at the same time.
You may desire to earn credits from East Texas A&M University and a second higher education institution during the same semester. This is known as concurrent or dual enrollment (not to be confused with dual credit). East Texas A&M allows concurrent enrollment with a few important rules to consider first:
- Your total course load at both institutions combined cannot exceed the load allowed at East Texas A&M.
- Concurrent enrollment may affect your financial aid package. Contact the Financial Aid Office to discuss how.
- You must download a signature page to be completed by the dean at your other school, acknowledging your request for concurrent enrollment.
- When you have obtained approval, complete a Petition for Concurrent Enrollment.
Be sure to consult your second institution’s rules and guidelines regarding concurrent enrollment, which may differ from East Texas A&M’s policies.
Request for Archived Catalogue or Course Description(s)
Online Catalogs – Fall 2008 to present
East Texas A&M University ensures the availability of both Undergraduate and Graduate catalogs which publish course offerings and degree requirements. The Registrar’s Office and the Graduate School are responsible for producing and archiving the University catalog. The online catalog provides the most up to date information about university degrees and programs.
Catalogs and course descriptions from Fall 2008 to present can be found online
Catalogs – Prior to Fall 2008
Catalogs prior to Fall 2008 are archived at the Velma K. Waters Library and within the Registrar’s Office. If you wish to receive copies of catalogs or information within a particular catalog – such as course descriptions and information – prior to Fall 2008, please fill out the Request for Archived Catalog or Course Description form and submit it.
Please note that this request for a course description(s) is not the same as a syllabus. If a syllabus is what you require, you will need to obtain that directly from the instructor/department that facilitated the course.
Update Directory Information
Ensuring your personal information remains accurate and secure is more important than ever before. As a member of East Texas A&M University, you can request to change how the university records your personal details and how it shares or withholds your contact information.
I want to…
Change my name or personal information.
To update how we record your legal name, date of birth or social security number, you can:
- Gather documentation that the change has been filed with the appropriate agencies
- Submit a Request for Legal Personal Identification Changes
Change my contact information.
Keeping your contact information up-to-date is important in case we need to reach you. To update personal contact information recorded in your student records, submit a Change of Address and/or Phone Number form.
Withhold my directory information.
Directory information is considered public information and may be released without your prior consent. The following list includes some of the items in your student record that are considered directory information.
- Name
- Address
- Phone Number
- Email Address
- Classification
- Degrees/Honors/Awards Received
- Program of Study
To maintain tighter control over your directory information, you can submit a Request to Withhold Directory Information. Filing this form prevents the University from releasing directory information to anyone (including you) without your express written consent. To process this request, submit this form along with government-issued photo identification to the Office of the Registrar.
Actually, I no longer want to withhold my directory information.
Changed your mind about withholding your directory information? Submit a Request to Release Directory Information. Filing this form rescinds your existing request to withhold directory information.