Office of the Registrar

When

Purpose

Description

Who gets it

Multiple times throughout the term

Grading Basis Reversion from S/U to A-F

Notifies the student if we revert their elected grading basis from S/U back to A–F due to AR 20 which states the student may not have previously taken a course for which they are electing S/U grading, for a letter grade.

Any student that has previously taken a course for a letter grade and tries to S/U the same course in the current term.

Multiple times throughout the term

PAC/MUP/ALS Couse Limit Reminder

Notifies the student when they have reached their repeat limit for PAC, MUP or ALS courses and/or if they have gone over the maximum allowable number of repeats. Tells the student that while they can still take the course it will no longer be included in their GPA or credit count towards graduation requirements.

Any student who has reached their maximum allowable repeat limit for PAC, MUP or ALS courses and are currently registered for additional credits in these courses.

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Withdrawn Course Limit Reminder Notice

Notifies the student of how many courses they have withdrawn from, and how many they may withdraw from in the future in accordance with AR 12 (A student may withdraw from no more than 12 courses while an undergraduate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Students who have withdrawn from a course for the term.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 the University Confirmation Notice

Notifies students they were successfully withdrawn from the university for the term by the Office of the Registrar after taking the ‘Withdraw from the University’ survey.

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

Multiple times throughout the term

Withdraw from the University Unsuccessful Notice

Notifies students they unsuccessfully completed the ‘Withdraw from the University’ survey. Informs them that if they intend to withdraw from the university for 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 University’ survey and need to retake it if they intend to withdraw from the university for the term.

Second Week of Sp Term

Summer Term Certification Information

Notifies students collecting VA benefits about the Summer Term Certification Process. The student must notify our office in writing if they would like 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.

Seventh Week of Sp Term

Summer Term Certification Information reminder

Reminder email sent out to students about how the VA system works during the Summer Term, similar to email sent during the Second Week of Spring Term.

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

Tenth Week of Sp Term

Summer Term Certification Information reminder

Final reminder email sent out to students about how the VA system works during Summer Term, similar to email sent during the Second Week of Spring Term.

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

First Week 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.

Second Week of the 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 is currently on Academic Warning/Probation.

Third Week of the term

AR 1 36 maximum credits for Non-degree seeking Students Notice

Notifies non-degree seeking students that they may only transfer 36 non-degree credits to degree-seeking credits and tells them how close they are to the limit. If students attempt to go over the 36 credits as non-degree seeking students, they will have a hold placed on their account. To remove the hold, they may either become a degree-seeking student or send a written request to the Office of the Registrar acknowledging the hold and that only the latest 36 credits over the limit will be transferred should they ever seek a degree program.

Any currently registered non-degree seeking student.

Third Week 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".

Fourth Week of the term

3 Term Clean Up for accurate VA numbers

Every term we review our current Veteran students for registration. If the student has not registered for a class within the past three terms (including the current term), we send a notification to the student asking if he or she is 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.

Fourth Week of the term

Rights & Responsibilities to new students

Notifies students of their rights and responsibilities as a student collecting a VA benefit at OSU. Discusses Unsatisfactory Academic Progress and general rules governing the use of VA benefits towards their academic goals.

All new students.

Fifth Week 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.

Eight Week of the term

Future Term 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.

Tenth Week of the term

Future Term certification information reminder

Email reminder about when we will pull registration reports for the following term.

All students coded in Banner for VA benefits.

13th Week 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.

13th Week 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.

13th Week 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

When

Purpose

Description

Who gets it

Fifth Week of the term

Graduation Application Procedures and Eligibility

This letter informs seniors that they are qualified to apply for graduation if they intend to graduate in the next 3 terms. It also gives them instructions on how to apply for graduation.

All seniors and post-baccalaureates with >135 hours who have no graduation application entered in Banner for the current or upcoming two terms.

Seventh Week of the term (Third Week of Summer Term)

Important Graduation Information

This notice gives students information about their graduation status after the term ends, the timeline of degree clearance, diploma pick-up methods, and transcripts. For Spring term expected graduates, general Commencement information is also included.

All students who have a pending graduation application on file for the current term.

Tenth Week of the Term and the Week Before the Term Starts

Deficiency Notice regarding Graduation Requirements

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

All students who have a graduation application on file for next graduation term.

Fourth Week of Winter Term

Spring Commencement Ceremony Registration

This email conveys information regarding the Spring Commencement ceremony and includes registration instructions.

All students who are eligible to attend Commencement, but have not yet registered.

Second Week  of Spring Term

Grad Fair Reminder and Financial Aid Repayment Information

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

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

Tenth Week of Spring Term

Graduation Holds and Commencement Participation

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

All students who have applied to graduate during Spring term, are participating in the Commencement ceremony, and have graduation holds in place.

Tenth Week of Spring Term

Commencement Instructions for Future Summer and Fall Term Expected Graduates

Reminds 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!

This is sent out to congratulate graduates of OSU and to provide answers to questions regarding diploma pick-up methods, transcripts, etc.

All students whose degrees are awarded.

After degree audit process is complete 

Cancelled Graduation Application Notice

This email and letter informs 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.

After degrees have been awarded – multiple times per term

Diploma Notification

This outlines the methods that are available for graduated students to pick up their diplomas.

All students that have graduated and who have not picked up or requested their diplomas.