UW-Madison: Academics: Undergraduate Catalog

Registration and Records

The Office of the Registrar is responsible for the academic records of students who attend the University of Wisconsin-Madison and for many services associated with these records. The office is located in the A.W. Peterson Office Building, 750 University Avenue, 608/262-3811.

Two means have been established to give students access to their academic records and to make it possible for them to maintain those records.

1. The Extended Access to Student Information System (EASI) allows students to view many portions of the academic record and to update address information by using computer terminals at many campus locations.

2. The Touchtone Telephone Voice Response System allows students to use any touchtone telephone to register for classes, make adjustments to these selections, and hear their list of courses including grades as they become available at the end of the semester. Students gain access to this system by calling 608/263-2222.

Both the EASI and the Touchtone systems are available to eligible students who gain access to these systems by using their ten-digit student identification number, which is assigned at the time of admission, and a personal identification number (PIN), which is assigned after admission and before registration. Students are strongly advised to keep their PIN confidential to protect access to their academic information.

These two systems are available on regular workdays for approximately 12 hours each day. When registration is conducted during weeks 11 through 14 of one semester for the upcoming semester, the system operates on the weekends and for extra hours each day during that period.

Students are responsible for the accuracy of the addresses provided on the EASI system and for the courses they select on the Touchtone system. The information should be kept up-to-date at all times.

A Timetable, which contains the schedule of classes, is published each semester. The introductory pages contain important information for students on procedures and deadlines, including adding and dropping courses. An insert in the center of the Timetable provides specific information on the Touchtone system and a worksheet is included to assist students in planning their calls to the system. The Office of the Registrar maintains a Helpline at 608/262-0920 to assist students with questions about the Touchtone system

Students are strongly encouraged to familiarize themselves with the contents of the introductory pages of the Timetable. Timetables for each semester become available at least one week before the start of registration for that semester.

Grading System
Credit/No Credit Courses
Pass/Fail
Failures
Incompletes
Audit
Availability of Academic Record Information to Parents or Guardians
Class Standing
Senior Year in Residence
Expecting to Graduate
Payment of Tuition/Fees
Residence for Tuition Purposes
Minnesota-Wisconsin Reciprocity Agreement
The Family Educational Rights and Privacy Act
Student Photo ID Service Cards

Grading System

The general quality of a student's work is expressed in terms of a grade-point average (GPA). It is based on the total number of credits taken for which grades of A through F are received. Semester grades are reported by letter only; plus and minus signs are not authorized. The highest possible GPA is 4.0, representing A grades in every course; the lowest possible is 0.0.

The following is the official scale of grades at UW-Madison.

Grades with associated grade points per credit:

GradeGrade Points
per Credit
A(Excellent)4.0
AB(Intermediate Grade)3.5
B(Good)3.0
BC(Intermediate Grade)2.5
C(Fair)2.0
D(Poor)1.0
F(Failure)0.0


Excluded from the grade-point average are:

S or U (Satisfactory or Unsatisfactory) in courses taken on the pass/fail basis: S for grades A through C; U for grades D and F.

Cr or N (Credit or No Credit) in courses offered on a credit/no credit basis.

I (Incomplete), a temporary grade used when work is not completed during a term. The symbol IN will be used to indicate an incomplete in a Cr/N course.

Audited courses, denoted as AU in place of a number of credits on grade reports and transcripts, are graded either S (Satisfactory) or NR (No Report).

P (Progress), a temporary grade used for courses extending beyond one term. The final grade determines the grade for each term and replaces P grades for the course.

DR (Dropped), recorded for any course officially dropped later than two days before the last day to add courses.

NW (No Work) is used to indicate that the student never attended and no work was submitted.

In those relatively few cases in which no authorized grade is reported for a student at the close of a term, NR (No Report) will be used to signify the fact for record purposes. The credits involved will be used in computing the GPA.

Credit/No Credit Courses

In the Timetable, some courses are designated as being offered on a Credit/No Credit basis. Every student in such a course will have entered on the transcript for the course either CR, meaning the student earned the credits for which the course was offered, or N, meaning that the student did not earn any credit even though registered for the course. Students may not take such courses on any other basis.

Pass/Fail

Any student who takes a Pass/Fail course must earn at least a C to receive credit for the course. Only elective work may be carried on a Pass/Fail basis. Final grades for these courses will be indicated as pass (S) or fail (U) without any computation of grade points for those courses into the semester or cumulative grade-point average.

Students must register for Pass/Fail courses by the end of the fourth week of the semester (second week in the eight-week summer session). For further information, deadline dates, and instructions for registration on a Pass-Fail basis, consult an adviser.

All students: For details, see the information on Pass/Fail in the specific school or college section in this catalog.

Failures

Every course grade of F counts as 0 grade points and remains permanently on the transcript. If the course is repeated, the original F will remain on the transcript and will be included in computing the GPA.

Incompletes

An Incomplete may be reported for a student who has carried a subject with a passing grade until near the end of the semester and, then, because of illness or other unusual and substantiated cause beyond the student's control, has been unable to take or complete the final examination, or to complete some limited amount of term work. An Incomplete is not given to a student who stays away from a final examination except as indicated above. In the absence of such proof the grade shall be F; even with such proof, if the instructor is convinced that the student cannot pass, the grade shall be F.

Undergraduate students enrolled in the College of Letters and Science must complete the course work for which they received the Incomplete by the end of the fourth week of classes of the student's next semester of residence at UW-Madison (exclusive of summer sessions). If not it will lapse into a Failure, unless the time limit has been formally extended. Letters and Science students should see the L&S section on incompletes for important details.

Undergraduates enrolled in schools or colleges other than Letters and Science must complete the course work for which they received the Incomplete by the end of the student's next semester of residence (exclusive of summer sessions). Incompletes incurred in the last semester of residence may not be removed after five years of absence from the University without special advance permission of the student's associate or assistant dean. Such Incompletes remain on the record but do not lapse into Failure.

Audit

Students may audit courses if the instructor consents and if the adviser approves and if no laboratory or performance skills are involved. Auditors may not recite or take examinations but are expected to attend classes regularly and do some assigned work. Audit courses carry no academic credit and do not count in determining credits permitted in an academic semester or in a summer session. The deadline to change a course from credit to audit is the end of the fourth week of classes.

Availability of Academic Record Information to Parents or Guardians

A student may authorize a third party (e.g., a parent, guardian, or spouse) access to academic record information by reporting at window 17, Peterson Office Building, and completing a form for this purpose. Once filed at the Registrar's Office, the authorization will remain in force until changed by the student. If no authorization is on file, it will be assumed that the student does not wish to give a third party automatic access to academic record information. This policy is designed to give students specific control over the parties to whom academic record information may be released.

Grade reports will not be sent by the University to parents or guardians. Students are urged to keep their parents informed of their academic progress.

Class Standing

Students are classified by year according to the number of credits and grade points they have earned:

Freshman: less than 24 credits
Sophomore: at least 24 credits and 48 grade points
Junior: at least 54 credits and 108 grade points
Senior: at least 86 credits and 172 grade points

Senior Year in Residence

As a minimum, the final 30 credits for the bachelor's degree must be earned in residence. For more information about residence credits, students should refer to the specific school or college section of this catalog or consult with an adviser.

Expecting to Graduate

Students who expect to graduate must indicate their intent while registering by touchtone telephone. They will then be notified about the graduation ceremony. Students also should notify their advisers, and report any change in graduation plans.

Payment of Tuition/Fees

Students should consult the Timetable for specific instructions on how and where to pay tuition and fees.

All registered students (not parents) with U.S. addresses are sent registration confirmations which include class schedules, tuition/fee bills, and instructions for payment. The initial group of confirmations is mailed mid-August for fall semester, mid-January for spring semester, and mid-May for summer sessions. Students who initially register after the cutoffs for the initial mailings can expect to receive materials shortly after they have registered.

Students who adjust their schedules after their confirmation materials have been sent are not sent updated tuition/fee bills. Students can determine the correct amount to pay by referring to the fee schedule information.

The deadline for payment of tuition/fees is 4 p.m. Friday of the first week of classes for fall and spring semesters, and 4  p.m. Friday of the first week of the earliest session for which students are registered for summer. These payment deadlines are receipt deadlines, not postmark deadlines.

Note that failure to receive tuition/fee bills does not relieve students of the obligation to meet the established fee payment deadlines. Students who register shortly before the payment deadline are not likely to receive tuition/fee bills by mail in sufficient time to meet the payment deadline. Students may pick up tuition/fee bills at window 24 of the Peterson Building beginning in August for fall and anytime after they register for spring and summer.

Students whose payments are received after the published deadline will be subject to a late payment fee. The deadline date and the amount of the late payment fee are shown in the Timetable each semester. Late fees are not waived for students who did not receive tuition/fee bills.

UW-Madison does not accept credit cards for payment of tuition/fees; there is no installment plan available for payment.

Students who register late (after the first week of classes) will be assessed both the late registration and the late payment fees. Established payment deadlines do not vary according to when a student registers.

Students whose tuition/fees are not paid by the end of the fourth week of classes are subject to withdrawal for nonpayment. In addition, a hold will be placed on the registration and records of these students, and they will be assessed 50 percent of the original assessment plus the appropriate late payment fee.

Students who have questions about their tuition and fees assessment should consult the Registrar's Office Fee Section, 165 A.W. Peterson Building, 608/262-2367.

Residence for Tuition Purposes

The tuition classification is determined in accordance with Wisconsin Statutes 36.27(2) and is the basis of the fee assessment.

Questions about the interpretation of the statute should be directed to the Residence Counselors Office in 165C Peterson Building, 608/262-1355. Counselors are available from 8 to 11:30 a.m. and from 12:30 to 4 p.m. on a walk-in basis. Counselors will advise students of the necessary steps to pursue additional review.

Appeals of the nonresident tuition classification for any semester must be filed no later than Friday of the fourth week of classes of the semester for which the change in tuition status is requested. For summer deadlines, students should consult with a counselor.

EXTRACT FROM SECTION 36.27(2), WISCONSIN STATUTES OF 1991-92 RELATING TO EXEMPTION FROM NONRESIDENT TUITION AT THE UNIVERSITY OF WISCONSIN-MADISON

Including Changes Enacted August 1993

36.27(2)(a) Students qualifying under any of the following categories, while they continue to be residents of this state, are entitled to exemption from nonresident tuition but not from incidental or other fees:

1. Any adult student who has been a bona fide resident of the state for 12 months next preceding the beginning of any semester or session for which such student registers at a university or center.

2. Any minor student, if one or both of the student's parents have been bona fide residents of this state for at least 12 months next preceding the beginning of any semester or session for which the student registers at a university or center.

3. Any adult student who is a dependent of his or her parents under 26 USC 152(a), if one or both of the student's parents have been bona fide residents of this state for at least 12 months next preceding the beginning of any semester or session for which the student registers at a university or center.

4. Any minor student who has resided substantially in this state during the years of minority and at least 12 months next preceding the beginning of any semester or session for which such student registers at a university or center.

5. Any minor student under guardianship in this state pursuant to ch. 48 or 880 whose legal guardian has been a bona fide resident of this state for at least 12 months next preceding the beginning of any semester or session for which such student registers at a university or center.

6. Any adult student who has been employed as a migrant worker for at least 2 months each year for 3 of the 5 years next preceding the beginning of any semester or session for which the student registers at a university or center, or for at least 3 months each year for 2 of the 5 years next preceding the beginning of any semester or session for which the student registers at a university or center, any adult student whose parent or legal guardian has been so employed while the student was a minor and any minor student whose parent or legal guardian has been so employed. In this subdivision, "migrant worker"has the meaning specified in s. 103.90(5).

(am) Any person who is a refugee, as defined under 8 USC 1101(a)(42), who moved to this state immediately upon arrival in the United States and who has resided in this state continuously since then is entitled to the exemption under par. (a) if he or she demonstrates an intent to establish and maintain a permanent home in Wisconsin according to the criteria under par. (e).

(b)1. Nonresident members of the armed forces and persons engaged in alternative service who are stationed in this state on active duty and their spouses and children are entitled to the exemption under par. (a) during the period that such persons are stationed in this state.

(b)2. Members of the armed forces who reside in this state and are stationed at a federal military installation located within 90 miles of the borders of this state, and their spouses and children, are entitled to the exemption under par. (a).

(c) Any student who is a graduate of a Wisconsin high school and whose parents are bona fide residents of this state for 12 months next preceding the beginning of any semester or session for which the student registers at a university or center or whose last surviving parent was a bona fide resident of this state for the 12 months preceding death is entitled to the exemption under par. (a).

(cm) Any person continuously employed full time in this state, who was relocated to this state by his or her current employer or who moved to this state for employment purposes and accepted his or her current employment before applying for admission to an institution or center and before moving, and the spouse and dependents of any such person, are entitled to the exemption under par. (a) if the student demonstrates an intent to establish and maintain a permanent home in Wisconsin according to the criteria under par. (e). In this paragraph, "dependents" has the meaning given in 26 USC 152(a).

(d) Any person who has not been a bona fide resident of the state for 12 months next preceding the beginning of any semester or session for which such person registers at a university or center, except as provided in this subsection, is not exempt from the payment of the nonresident tuition.

(e) In determining bona fide residence at the time of the beginning of any semester or session and for the preceding 12 months the intent of the person to establish and maintain a permanent home in Wisconsin is determinative. In addition to representations by the student, intent may be demonstrated or disproved by factors including, but not limited to, timely filing of a Wisconsin income tax return of a type that only full-year Wisconsin residents may file, voter registration in Wisconsin, motor vehicle registration in Wisconsin, possession of a Wisconsin operator's license, place of employment, self-support, involvement in community activities in Wisconsin, physical presence in Wisconsin for at least 12 months preceding the beginning of the semester or session for which the student registers, and, if the student is not a U.S. citizen, possession of a visa that permits indefinite residence in the United States. Notwithstanding par. (a), a student who enters and remains in this state principally to obtain an education is presumed to continue to reside outside this state and such presumption continues in effect until rebutted by clear and convincing evidence of bona fide residence.

(2m) APPEALS. Any body designated by the board to determine nonresident tuition exemptions under sub. (2) may require a student who has been granted such an exemption to submit information from which the body may determine the student's eligibility for the exemption, the student's eligibility for a different exemption or the student's residency status.

Questions about classification as a resident or nonresident of Wisconsin for tuition purposes at UW-Madison should be referred to:

RESIDENCE COUNSELORS' OFFICE
165C Peterson Office Building
750 University Avenue
Madison, Wisconsin 53706
(608)262-1355

Minnesota-Wisconsin Reciprocity Agreement

Minnesota residents may be eligible for benefits under the Minnesota-Wisconsin reciprocity agreement. Certification under this program means that a student is classified as a nonresident for tuition purposes but is assessed tuition comparable to the resident instructional tuition in effect at the University of Minnesota (Twin Cities), plus the segregated fees assessed all UW-Madison students.

Students may apply to the Minnesota Higher Education Services Office (MHESO) and, if they wish to participate in the program, must apply and be certified by that agency before the end of the semester/term for which they are seeking approval. Without approval by the deadline, they are responsible for the full nonresident tuition for that semester/term.

For more information about the program, contact MHESO, 400 Capitol Square Building, 550 Cedar Street, St. Paul, MN 55101-2292; 612/296-3974 or 1-800-657-3866.

The Family Educational Rights and Privacy Act

Students have the right to inspect and review most education records maintained about them by the University of Wisconsin-Madison and, in many cases, decide if a third person can obtain information from them. Students may challenge information in their records which they believe to be inaccurate, misleading, or inappropriate.

The University has adopted a policy statement implementing all provisions of the Family Educational Rights and Privacy Act. A copy of this statement may be obtained at the information desk in the Peterson Building. The University, in accord with the act, has designated the following as "directory information," which is available to anyone unless a student asks to have any or all of it withheld: name; address (mailing, permanent home, and email); telephone listings; date of birth; major field of study (including a current classification, year, credit load, and number of academic credits toward degree); dates of attendance (matriculation and withdrawal); degrees and awards received (type of degree and date granted); most recent previous educational institution attended; participation in officially recognized activities and sports; and weight and height of members of athletic teams.

Students wishing to keep confidential some or all of the "directory information" should complete a form at the Registrar's Office, 151 Peterson Building. After the form has been filed, the Registrar will notify University offices and begin to comply with the request as soon as possible. Students with questions about the provisions of the act or who believe the University is not complying with the act may obtain assistance from the Registrar's Office, 130 Peterson Building.

Students have the right to file complaints alleging University noncompliance with the act with the federal agency that enforces the act. The address is: The Family Educational Rights and Privacy Act Office, Department of Education, 330 Independence Avenue SW, Washington, DC 20201.

Student Photo ID Service Cards

The UW-Madison requires that all registered students obtain a student ID service card. The service card is official identification for students at the UW-Madison and is necessary for access to libraries, recreation facilities, and other services. The card features a vending stripe that allows students to add cash value to it. Students may then use the card at any of the libraries and copy centers across campus that offer copy machine service.

The Photo ID office is located in the Peterson Office Building.


Copyright © 1996 The Board of Regents of the University of Wisconsin System.

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