JMU - Frequently Asked Questions
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Dates & Deadlines
Dropping a class after the drop deadline will result in a 'W' on the transcript and applicable tuition charges.
May 25, 2012
Last day to change the grading option or withdraw from a 4W1 class.
May 28, 2012
Memorial Day, Observed.
No classes - JMU closed.
June 4, 2012
Last day to change the grading option or withdraw from a G61 class.
June 8, 2012
4W1 session ends.
June 11, 2012
Last day to change the grading option or withdraw from a U8W class.
The following sessions begin: UG: 4W2 and U6W
GR/DR: 4W2 and G8W.
June 13, 2012
Last day to add/drop a 4W2 class. Dropping a class after the drop deadline will result in a 'W' on the transcript and applicable tuition charges.
June 14, 2012
Last day to add/drop a U6W class. Dropping a class after the drop deadline will result in a 'W' on the transcript and applicable tuition charges.June 15, 2012
Last day to add/drop a G8W class. Dropping a class after the drop deadline will result in a 'W' on the transcript and applicable tuition charges.June 18, 2012
Last day to change the grading option or withdraw from a U10 class.
Frequently Asked Questions
General Information
Client Services
Transfer Credit
Academic Requirements
Graduation
What is the Office of the Registrar?
Office of the Registrar Handbook
The Office of the Registrar is the custodian of your academic record here at JMU. We are currently in two locations in Warren Hall. The 3rd floor office is our Client Services area which assists students with registration, major/minor changes, transcripts and verifications. The 5th floor office assists students with veterans' benefits, graduation, transfer credit, diplomas and leaving and/or returning to JMU. The Office of the Registrar's handbook has detailed information about the policies and procedures.
The Family Educational Rights and Privacy Act of 1974. James Madison University adheres to and annually informs students of the Family Educational Rights and Privacy Act of 1974, as amended. This act, with which the institution intends to fully comply, was designated to protect the privacy of educational records. Under the Family Educational Rights and Privacy Act (FERPA) students have certain rights with respect to their educational records. Additional information of FERPA can be found in the undergraduate catalog or by clicking on the link above.
My parents want my grades. Will you give the grades to them?
Request for Information on Dependent Students
JMU does not mail grades. You may show your parents your grades by displaying them via My Madison. If you wish to release your academic records to your parents, please follow the link above for more information about the process.
My Madison is JMU's online student center. Students have access with their E-ID and password. Once logged in, the Student Center is the hub of a student's information. Registration, class schedule, grades, unofficial transcript, bills, financial aid, emergency contact, advisor, etc are all available for the student to view. Students should log in to My Madison daily.
I am a veteran (or dependent of a veteran). How do I get my VA benefits?
Please click on the link above to be directed to our Veterans' website.
If you still have questions, please contact one of the following:
VA Program Coordinator
Office of the Registrar
504A Warren Hall
170 Bluestone Drive - MSC 3528
Harrisonburg, VA 22807
I need to update/add my social security number to my records, what do I do?
If you are an employee, you must contact Human Resources to update your information. If you are a current student, please bring a photo ID and a copy of your social security card to the fifth floor location of our office. You may also fax the above documents to our office at 540-568-5615 or scan them in an email to registrar@jmu.edu. Once received, please allow 1-2 business days for the change to be reflected system-wide.
My name has changed what do I do?
If you are an employee, you must contact Human Resources to update your information. If you are a current student, please bring in the official documentation of your name change, i.e. marriage certificate, divorce decree, court order, to the fifth floor location of our office.
How can I add or drop a class?
MyMadison tutorial: Add a Class or Drop a Class
Classes may be added or dropped on MyMadison through the end of the free add/drop period. Refer to the Dates and Deadlines for each semester for specific dates.
The class I need/want is full. What do I do?
Office of the Registrar Handbook - Permission to Enroll
Enrollment is controlled by the department offering a course. Whether the class is full or you don't meet the requirements for the class, you will need to contact either the instructor or deparment to request permission to enroll. Just remember that if you are given permission to enroll, you must then add the class via MyMadison.
I got the error message "Unit Limit Exceeded" when I tried to add a class. What does that mean?
Office of the Registrar Handbook - Course Load
There are four levels of "Unit Limits".
1 - Appointment Period (Initial Registration) = 17 hours {Note: There are NO exceptions to this rule.}
2 - Open enrollment (free add/drop) GPA 2.0 - 3.249 = 19 hours {Note: Permission to go above 19 hours must be obtained from the department head of student's major.}
3 - Open enrollment (free add/drop) GPA 3.25+ = 21 hours {Note: Permission to go above 21 hours must be obtained from the department head of student's major.}
4 - Open enrollment (free add/drop) GPA 1.999 or lower = 12 hours {Note: Permission to go above 12 hours must be obtained from the DEAN of student's major.}
How can I add or drop a class after the deadlines?
Office of the Registrar Handbook - Course Adjustment
Adding a class after the add deadline requires the permission of the instructor and department head of the course. Classes may be added with these permissions through the last day to add a class with permission deadline. Refer to the Dates and Deadlines for each semester for specific dates.
Withdrawing from a course occurs after the drop deadline. A student who withdraws from a course before the end of the course adjustment deadline will receive a grade of "W" for the course. This grade will be recorded (and remain) on the student's transcript regardless of the status of the student in the course at the time of the withdrawal. Refer to the Dates and Deadlines for each semester for specific dates. Withdrawing from a course will not result in a tuition reduction and will not be counted towards GPA.
What is 'Repeat Forgiveness' and 'Repeat Credit' and how do I declare a repeated course?
Office of the Registrar Handbook - Repeating Courses
A student may repeat any of the courses that he or she has taken at JMU except courses originally taken and passed on a credit/no credit basis. All grades will be included when calculating the student's grade point average. There are, however, certain exceptions to this rule.
Students may elect to repeat up to two courses during their enrollment at JMU on a "repeat forgiveness" basis. As a result of the "repeat forgiveness" option, the university will exclude the previous grade and credit hours earned for the repeated course when it calculates the student's cumulative GPA and earned credit hours total, regardless of whether the previous grade was higher or lower than the repeat attempt. Both grades will appear on the transcript. The student must either declare the "repeat forgiveness" option at registration or complete the appropriate adjustment form prior to the end of the course adjustment period. A student may not exercise the repeat/forgiveness option for courses in which that student was assigned a grade as a result of an Honor Code violation. Courses taught on a topic basis are repeatable; however, these courses may only be designated with a repeat credit or repeat/forgiveness credit option if both course attempts have the same topic (i.e. a second attempt of the course GHUM 200 “Western Classics” may only be assigned as a repeat credit or repeat/forgiveness credit if the original attempt of GHUM 200 was taken with the topic “Western Classics”).
All grades will appear on the student's transcript, but a course that has been repeated will only be counted once toward satisfying graduation requirements.
Courses taken at other universities do not qualify to be taken as repeat/forgiveness.
Please view the following video tutorial on how to declare a repeat via MyMadison: Repeat Tutorial
In extraordinary situations, a "WP" (withdrawn passing) or "WF" (withdrawn failing) grade may be assigned at the instructor's discretion upon the student's request to a student who becomes unable to complete some course requirements after the course adjustment deadline. The form (e.g., verbal, written) and timing of such requests are determined by individual instructors; the student is responsible for ensuring that the request is made in an appropriate manner and at an appropriate time. In response to such a request, the instructor may choose to record a grade of "WP" or "WF", but is not obligated to do so (and may record any grade other than "W").
How can I change my major/minor?
Major/Minor Declaration Information
Students who would like to change their major or minor should obtain a Change or Declaration of Major Form from the Office of the Registrar. Students must take this form to the head of the academic unit they wish to enter for approval and then bring the approved form to the Office of the Registrar.
How can I get an official transcript?
Transcripts are issued at the written request of the student. The request can be submitted three ways, via MyMadison, by completing the Transcript Request Form or via a written letter. Mailed transcripts will be sent within three to five business days after we receive your request. There is no charge for transcripts.
How can I get verification of student status?
Enrollment verification can be submitted by completing the Letter Request form. This form is available in the Office of the Registrar or online. Verification will be sent within five business days of the day we receive your request.
The Office of the Registrar can verify JMU enrollment only. If you are studying abroad through the JMU Office of International programs and plan to transfer those courses back to JMU from a foreign institution, you will need to seek your enrollment verification from the foreign institution unless you are studying abroad under the Financial Aid Consortium agreement, in which case we can verify your enrollment status.
Can I transfer the college credit I earned in high school?
Courses taken in this manner are referred to as Dual Enrollment courses. Upon approval, dual enrollment credit will be awarded for academic courses completed at regionally accredited institutions of higher education. You must receive a grade of "C" or better in order to be awarded credit.
All dual enrollment courses taken at JMU automatically will be transferred to a student’s undergraduate record if the student subsequently enrolls at JMU as a degree-seeking undergraduate student. The grades earned and corresponding GPA will transfer as well. The GPA will be used to calculate Latin Honors at graduation. Students who have a dual enrollment course(s) transferred to the undergraduate record may not utilize a Repeat/Forgiveness designation on that course(s) in a future term.
How do I transfer credit from another institution?
Permission to Take Courses for Transfer Credit
A student wishing to earn credits at another institution, either during the summer or during a regular session, must obtain permission from the Office of the Registrar in advance of taking courses from another institution. Course descriptions are required for courses taken outside the Virginia Community College System. The Office of the Registrar will make the determination concerning the course and its application toward a JMU degree following consultation with the head of a department or the director of the school, if necessary. Permission to transfer credit into the General Education Program will be based on an evaluation of the extent to which the course meets the objective of the General Education Program. To complete final hours away from JMU, students must have the approval of the dean of their major. The Permission to Take Courses for Transfer Credit form is available in the Office of the Registrar or by clicking on the link above.
Does JMU accept credit from online courses?
JMU does not distinguish between lecture or online courses. The same guidelines apply as any other transfer credit.
Will grades from courses I take at another institution count towards my JMU GPA?
The letter grades earned for dual enrollment or other transfer course work will not appear on the JMU transcript nor will they be included in the JMU cumulative grade point average. The grades will, however, be included in the grade point average used to determine graduation honors for students eligible for graduation honors.
Is the Study Abroad experience considered transfer credit?
If you study abroad through the JMU Office of International Programs and your registration for those courses is with the foreign institution and not JMU, then you will need to complete the “Permission to Take Courses for Transfer Credit” form and secure permission from the Office of International Programs as well as the appropriate General Education or Academic Unit officials. Upon completion of your studies abroad, you must request that an official transcript be sent from the foreign institution or study abroad provider to JMU for posting of approved courses with a letter grade of “C” or better.
My Academic Requirements report is wrong. How do I get it fixed?
Please ensure that your major/minor/pre-professional program is correct. Then, make an appointment to meet with your advisor to discuss your Academic Requirements report. If there are changes or adjustments that need to be made, your advisor needs to send an email to registrar@jmu.edu. Note that if you have received a senior evaluation following the application for graduation, please refer to that document instead of your Academic Requirements report.
I applied to graduate and my senior evaluation is different from my Academic Requirements. Which is right?
Once you have applied to graduate, your senior evaluation will take the place of your Academic Requirements report. If you have any questions, please contact your advisor.
What is the difference between catalog year and major requirement catalog year?
Catalog year is the term you entered the University. Your GenEd requirements are determined by this year. Major requirement catalog year indicates the term you declared your major/minor/pre-professional program. You can view your requirement catalog year via My Madison from your student center by clicking on My Major/Program.
My major department said I can substitute a course for one of my requirements. How does that happen?
What do I need to do when I am ready to graduate?
Application for a Bachelor's Degree
If you are an undergraduate student, complete the Application for a Bachelor's Degree available in the Office of the Registrar and submit it to your academic advisor by the deadline printed on the back of the form. You will need to indicate the major/minor courses in which you are currently enrolled as well as the courses you plan to take during the semester requirement will be satisfied.
My parents want information about commencement. Where is that information?
The University has a commencement website that gives the most indepth information regarding the graduation ceremonies which is always available. The Office of the Registrar emails information to undergraduate students who have applied to graduate approximately one month prior to the commencement excercises.
Can I walk in the May or December graduation ceremony if I will complete requirements at a later date?
Students can participate in the May ceremony if all requirements for graduation will be completed during the subsequent summer session, but the diploma will not be awarded until the end of the summer and will be given an August date. The December ceremony, however, is only for students who will complete all requirements during the fall semester. Students who complete requirements in the spring semester cannot participate in the December ceremony.
Am I eligible for graduation honors?
Students who have completed at least 60 credit hours at JMU with a cumulative GPA of 3.500 or above are eligible for graduation with honors. To determine whether honors apply, however, the Office of the Registrar will calculate a combined grade point average including all JMU coursework and all coursework completed at any other institution the student may have attended. If the combined grade point average is less than 3.500, then no honors will be awarded. Note: there is no rounding done in this process. If the combined grade point average is equal to 3.500 or above, then honors will be awarded as follows:
|
Honors
|
Average
|
| Cum laude | 3.500 - 3.699 |
| Magna cum laude | 3.700 - 3.899 |
| Summa cum laude | 3.900 - 4.000 |
I graduated when will I get my diploma?
Diplomas are not mailed until graduation requirements are rechecked following the submission of a student's final grades and the degree is conferred. This is an 8 week process. Please allow an additional week for postal service.
What will my diploma look like?
The diploma is 12x16" and is displayed horizontally (landscape). Only the degree (e.g., Bachelor of Arts) and graduation honors (if appropriate) appear on the diploma.
Diplomas are mailed to the home address on My Madison. Graduating students should go to their student center on MyMadison to update their address information. If you do not want your diploma mailed home, please complete the Change of Address to Mail Diploma form.
Publisher:
Office of the Registrar
For Information Contact:
registrar@jmu.edu
James Madison University
Warren Hall , MSC 3528
Phone: (540) 568-6281
Fax: (540) 568-5615
Last Modified: 5/25/2012
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