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 11-19-24
| 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 |
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PRIOR TO START OF REGISTRATION |
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| Winter and spring block scheduling and registration reminder. Goes only to first-year students | Two weeks before the block schedule release date (winter and spring specific) | General Mass Communication | Block scheduling reminder |
| Class schedule release and upcoming registration reminder | Two working days before the release of the class schedule for the upcoming term | General Mass Communication | Class schedule release |
| Upcoming registration reminder | Two working days before the beginning of Round 1 registration for the upcoming term | General Mass Communication | Registration reminder |
| Winter and spring block schedules final - notification email. Goes only to first-year students | Block schedule release date (winter and spring specific) | General Mass Communication | Block schedules finalized |
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START OF FIRST ROUND REGISTRATION |
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| Notification of “red” in Degree Progress Report. Goes to next term’s expected grads | After first round of registration ends each term | Evaluations | "Red" in DPR email |
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Reminder to students about Degree Planner for upcoming term |
One working day after Round 2 registration begins | Systems Management | Degree Planner reminder email |
| Email regarding Wait List procedure | One week before first day of classes begin each term | Records | Waitlist email |
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FIRST DAY OF CLASSES |
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| Email to students regarding important dates for the term | First day of classes each term | Records | Beginning of term email |
| Email asking students to confirm grad term is correct. Goes to students scheduled to graduate in the current term | Last day of the first week of the term | Evaluations | EGT confirmation |
| Registrar Tools virtual appointments reminder email | Last day of the first week of the term | General Mass Communication | Registrar tools appointments |
| Grading basis selection deadline reminder | 2-3 working days before the add/drop deadline | General Mass Communication | Grading basis selection deadline |
| Asking students if correctly selected credit/no credit for a course(s) | 2-3 working days before the add/drop deadline | Evaluations | |
| Notification that expected grad term has been set | Middle-to-end of 4th week of each term | Evaluations | EGT notification |
| Asking students if correctly selected credit/no credit for a course(s) | End of 5th week of each term | Evaluations | SEE ABOVE |
| Grading basis selection deadline reminder | 2-3 working days before the grading basis selection deadline (20% of instruction remaining) | General Mass Communication | SEE ABOVE |
| Asking students if correctly selected credit/no credit for a course(s) | Day before 20% of instruction remaining | Evaluations | |
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20% OF INSTRUCTION REMAINING |
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| Email asking students with that expected grad term to verify their name and mailing address for their diploma | Once a term - 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 are due | Records | |
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TERM-SPECIFIC OR LESS FREQUENT EMAILS |
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| FERPA notice | Once a year – Fall term only | Records | FERPA email |
| Notification that campus will follow a Monday schedule on a Tuesday | First week of Winter term First week of Spring term (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.