Student Communications
Below is the schedule of emails that the Office of the Registrar routinely sends to students. We are supplying this calendar so that department office staff, faculty, and advisors can anticipate student questions/needs. To see the contents of a particular email, please click on the PDF listed for that email.
Updated 1-12-23
| Communication to student | Date Sent | Sender | PDF of sample email* |
|---|---|---|---|
| Individual petition for substitution or exception | Daily | Evaluations | Substitution receipt email |
| Degree awarded emails | Weekly | Evaluations | Degree awarded |
| Degree denied emails | Weekly | Evaluations | Degree denied |
| Email reminding students of upcoming registration information and timeline | Prior to the beginning of registration for the next quarter | Records | TBD |
| Email regarding New Wait List procedure | One week before first day of classes begin each quarter | Records | Waitlist email |
| FERPA notice | Once a year – Fall quarter only | Records | FERPA email |
| Email to students regarding important dates for the term | First day of classes each quarter | Records | Beginning of term email |
| Email asking students to confirm grad term is correct. Goes to students scheduled to graduate in the current term | Second working day of each quarter | Evaluations | EGT confirmation |
| Notification of “red” in Degree Progress Report. Goes to next term’s expected grads | After first round of registration ends each quarter | Evaluations | "Red" in DPR email |
| Asking students if correctly selected credit/no credit for a course(s) | Next-to-last day of add/drop | Evaluations | CR/NC email |
| Reminder to students to check their class schedule for the term | Next-to-last day of add/drop and last day of add/drop - Fall, Winter, Spring | Records | TBD |
| Credit/no credit reminder (to catch students who have selected credit/no credit since the day before) | Last day of add/drop | Evaluations | SEE ABOVE |
| Notification that expected grad term has been set | Middle-to-end of 4th week of each quarter | Evaluations | EGT notification |
| Email asking students with that expected grad term to verify their name and mailing address for diploma | Quarterly- going into finals week | Evaluations | Verify address/diploma name email |
| Academic Probation/Disqualification emails to affected students, except those in Freshman Success Program | Fully graded term, which is 3 working days after grade rosters due | Records | |
|
Reminder to students about Degree Planner for upcoming term |
Sent one day after classes begin | Systems Management | Degree Planner reminder email |
| Notification that campus will follow a Monday schedule on a Tuesday | First week of Winter quarter First week of Spring quarter (if applicable) |
Scheduling | Monday schedule notification |
| Reminder that campus will follow Monday schedule on a Tuesday | 3-4 instructional days before the Tuesday | Scheduling | SEE ABOVE |
| Transfer evaluation completed (new fall transfers) | Twice-weekly from mid-July to mid-August | Evaluations | Transfer evaluation complete email |
* The PDF copies of sample emails included on this page are subject to revision in real time.