Office of the Registrar

Sent

Purpose

Description

Who receives notice

Multiple times throughout the term

Withdrawn Course Limit Reminder Notice

Notifies the student of how many courses they have withdrawn from, and how many they may withdraw from in the future in accordance with AR 12 (A student may withdraw from no more than 12 courses while an undergraduate (including terms as a postbacc student).

Students who have withdrawn from a course for the term.

Multiple times throughout the term

Withdraw from Term Confirmation Notice

Notifies students they were successfully withdrawn from the term by the Office of the Registrar after taking the ‘Withdraw from the Term’ survey.

Students who have successfully completed the ‘Withdraw from the Term’ survey.

Multiple times throughout the term

Withdraw from Term Unsuccessful Notice

Notifies students they unsuccessfully completed the ‘Withdraw from the Term’ survey. Informs them that if they intend to withdraw from the term, they will need to successfully retake the survey or no further action will be taken by the Office of the Registrar.

Students who did not successfully complete the ‘Withdraw from the Term’ survey and need to retake it if they intend to withdraw from the term.

Week 2 of term

Notifies students using Chapter 33 benefits that tuition and fees will be certified to the VA

Notifies students using Chapter 33 benefits that the School Certifying Officials are beginning the process to certify tuition and fees

Students coded in Banner for Chapter 33 benefits. Includes Yellow Ribbon.

Week 3 of Spring Term

Summer term VA Certification Information

Notifies students collecting VA benefits about the Summer Term Certification Process. The student must notify our office in writing if they do not want to use their VA benefits for Summer Term.  Also lets them know when we will pull our Certification Report and how the VA will pay out benefits for Summer Term. Summer Term has 6 different sessions instead of the standard 11-week term.

All students coded in Banner for VA benefits during Spring and Summer Term.

Week 8 of term

Future term VA certification information

Notifies all current students when we will pull registration reports for the upcoming term. Advises the student to please be fully registered at that time. If they cannot complete registration at that time they are asked to notify our office for a certification hold.

All students coded in Banner for VA benefits.

Week 9 of term

Notifies Choice Act recipient of requirements to remain eligibility once benefits have exhausted

Notifies students with the Choice Act that If they do not remain continuously enrolled or if they change their program/major after transferred VA education benefits end, they will be changed to the non-resident rate code and be billed accordingly.  

Students coded in Banner for Choice Act benefits who no longer receive transferred VA education benefits and who are not registered in the upcoming term or have changed their degree program.

Week 13 of term

Academic Warning/Probation notices to VA students

Notifies students that they are either on Academic Warning or Probation and informs them of available resources on campus for tutoring or learning assistance. Also explains that if their academics continue to decline they will no longer be able to use their VA benefits.

Any student who receives VA education benefits and is currently on Academic Warning/Probation.

Week 1 of the term

"I/grade" One-year Notices

Notifies students that their "I/grade" will revert to the letter grade at the end of the term because the one-year deadline will expire. Intended to give students ample warning to complete the course before the grade reversion.

Students who have an "I/grade" that will revert to the letter grade at the end of the term because the one-year deadline is about to expire.

Week 3 of the term

"I/grade" Graduation Notice

Notifies student who intend to graduate at the end of the current term that they have outstanding "I/grade(s)" that may affect their graduation and/or permanent record if they are unresolved at the end of the term.

Students who have an active graduation application for the current term and have an unresolved "I/grade".

Week 4 of the term

3 Term Clean Up for accurate VA numbers

Notifies student who has not registered for a class within the past three terms (including the current term), asking if they are still an active student at OSU. Before the email goes out we remove any future term coding in Banner designating them as a Veteran student collecting a VA benefit. If they are still active then we ask that they respond to the email and let us know.

Any student who has not had registration at OSU for at least 3 terms.

Week 5 of the term

Reverse Transfer Notice

Notifies students who are part of the DPP program with LBCC that we are sending their OSU transcripts to LBCC. The purpose is to see if the OSU courses help the student qualify for an Associate’s degree through LBCC.

Students who are enrolled at OSU and are part of the DPP program with LBCC.

Week 13 of the term

"I/grade" Received for the Term Notice

Notifies the student that they have received an "I/grade" for the term. It also provides information on how to resolve the "I/grade", information about deadlines, and what will happen when the grade reverts to the alternate grade.

Students who receive an "I/grade" for the term just completed.

Week 13 of the term

Removed from a Course for Not Meeting the Prereq Notice

Notifies students that the Office of the Registrar has removed them from a course in the current/future term because they have failed to meet the course prerequisite(s), often by failing the prerequisite course in the term that just ended.

Students who have been removed from a course for failure to meet the prerequisites.

Week 13 of the term

Academic Warning/Probation/Suspension Notices

Notifies students who have been placed on warning/probation/suspension the reason for their current academic standing. Lists resources to help improve their academic standing, and what will happen if their academic standing does not improve.

All students who have been placed on academic warning/probation/suspension for the term just completed.

Graduation Notices to Students

Sent

Purpose

Description

Who receives notice

Week 0 of the term

Institutional Awarding

Notifies students who may graduate within the next few terms. This reminds them to check MyDegrees to review their progress toward graduation.

Seniors and post-bacc students close to graduation.

Week 3 of the term

Candidate for Graduation Notice

Notifies students who are put in the graduation pool after the course add deadline to let them know they are a graduation candidate for the current term.

All students that are enrolled in their final courses to graduate, or those with an IA advisor note.

Week 4 of the term

Deficiency Notice regarding Graduation Requirements

Notifies students of their missing requirements to ensure that they are fully informed of any issues that might prevent them from graduating this term. This gives them the opportunity to consult with their advisors and the Office of the Registrar to resolve these issues.

All students with holds who are graduation candidates for the current term.

Week 4 of the term

"I/grade" Graduation Notice

Notifies student who intends to graduate at the end of the current term that they have outstanding "I/grade(s)" that may affect their graduation and/or permanent record if they are unresolved at the end of the term.

Students who have an active graduation application for the current term and have an unresolved "I/grade".

Week 2  of Spring Term

Grad Fair Reminder and Financial Aid Repayment Information

Notifies students of upcoming opportunities at the Grad Fair and provides dates of important financial aid repayment workshops.

All students are candidates for graduation during Spring term or who have graduated during the prior Fall or Winter terms.

Week 10 of Spring Term

Graduation Holds and Commencement Participation

Notifies students that there are graduation holds in place that will prevent students from receiving their diploma at the Commencement ceremony.

All students who have been added to the graduation pool in Spring term, are participating in the Commencement ceremony, and have graduation holds in place.

Week of 10 Spring Term

Commencement Instructions for Future Summer and Fall Term Expected Graduates

Notifies these students that they will not receive their diploma at the Commencement ceremony, and that pending completion of their degree, their diploma will be available after degree clearance has been completed. This also includes information about how to obtain diplomas once degrees are cleared and awarded.

All students who have applied to graduate in the future Summer or Fall terms, and have registered to participate in Commencement.

After degrees have been awarded – multiple times a term

Congratulations, You’ve Graduated!

Congratulates graduates of OSU and to provide answers to questions regarding diploma, transcripts, etc.

All students whose degrees are awarded.

After degree audit process is complete

Cancelled Graduation Application Notice

Notifies students that their graduation application was cancelled due to unresolved deficiencies, and gives instructions about next steps.

Students who have graduation applications that were cancelled by the Office of the Registrar.