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Frequently Asked Questions

Frequently Asked Questions about Graduation

Frequently Asked Questions about Registration

 

  • How Do I?

Audit a course

Access my Grades

Beta Mobile Registration FAQ

Change Address

Change Email Address

Change Emergency Contacts

Change Gender Marker

Change Name Due to Marriage

Change Name Except for Marriage

Change Pathway 

Change Phone Number

Change Undergraduate College or School

Change Undergraduate Major

Count Credit Units and Credit Hours 

Declare a Pathway

Declare Undergraduate Major

Definition for Hybrid, Synchronous, and Asynchronous Courses

Undeclared Undergraduate Major - Remove Registration Hold

Drop Classes

Non-Degree Seeking Students

Read my Degree Audit Report

Petition to Graduate

Request a Transcript

Request an Enrollment Verification

Request for Reissue of Diploma

Speak with a staff member within the Office of the Registrar

View Holds on my Account

 

Access My Grades

Grades are available on ecampus as they are entered and posted. However, they cannot be viewed by a student until the student has completed and submitted a course evaluation during the week prior to finals. If a student has not submitted a course evaluation during that time period they will be unable to view their assigned grade for that course until the week following finals. The faculty deadline to submit final grades is five calendar days after the last exam.

Log on to ecampus. In your student center, located just below "Academic History" is a "Grades" link. Clicking on it will navigate you to a screen which requires you to choose a term. After clicking on a specific term you will be shown a listing of your courses taken for that quarter with each assigned grade. You can print an unofficial copy of the grades for your record. If you need a transcript, please go to Request a Transcript.

 

Audit a Course

Students admitted to degree status at Santa Clara may audit one course in addition to their regular course load in a term. A maximum of three courses may be audited during a student's academic career. Permission to audit a course will be given only at the end of the late registration period and only if space is available in the class. No credit is assigned for an audited course, but the successful completion of an audit will be indicated on a student's transcript by the notation "AUD."

 

Change Address

Log on to ecampus. Located on the left hand side of your web page under "Self Service" is located an item called "Campus Personal Information." Click here and you will have access to the "Addresses" link. Clicking there will navigate you to a screen that lists your address information. You can edit this information on line at any time.

 

Change Email Address

Log on to ecampus. Located on the left hand side of your web page under "Self Service" is located an item called "Campus Personal Information. Click here and you will have access to the "Email Addresses" link. Clicking there will navigate you to a screen that lists your email address information. You can edit this information on line at any time.

 

Change Emergency Contacts

Log on to ecampus. Located on the left hand side of your web page under "Self Service" is located an item called "Campus Personal Information." Click here and you will have access to the "Emergency Contacts" link. Clicking there will navigate you to a screen that lists your emergency contact information. You can edit this information on line at any time.

 

Change Gender Marker

If you have not legally changed your gender marker and would like to do so, visit:

http://transgenderlawcenter.org/issues/id

http://www.lambdalegal.org/publications/trans­toolkit

http://www.courts.ca.gov/genderchange.htm  (or your resident state’s court website for more information) Note: California courts have a process to legally change both your gender marker and name at once

If you are a student who has already gone through the legal gender marker change process and would like to change your gender marker for SCU please refer to the Request to Change Gender Marker form.

 

Change Name Due to Marriage

Please complete the Request for Name Change Due to Marriage form.  This form will require the following information:

  • Former name (Last, First, Middle)
  • Current name (Last, First, Middle)
  • Email address
  • Phone number
  • Student ID number (not required)
  • Birth Date
  • College
  • Upload a document verifying the name change (Example: Marriage Certificate)
  • Note if you are currently enrolled or last date of attendance

 

Change Name Except for Marriage

Requests can be made by completing the and submitting it by mail or in person at the Office of the Registrar:

Office of the Registrar

Admission & Enrollment Services Building, 1st Floor

500 El Camino Real

Santa Clara, CA 95053-0602

Your request must include:

  • Documentation of the name change (notarization document or copy of court papers verifying name change)
  • Former name (Last, First, Middle)
  • Current name (Last, First, Middle)
  • Student ID number or Social Security Number
  • Reason for the change
  • Major and College
  • Note if you are currently enrolled or last date of attendance
  • Signature
  • Date

If you have not legally changed your name and would like to do so, visit:

http://transgenderlawcenter.org/issues/id

http://www.lambdalegal.org/publications/trans­toolkit

http://www.courts.ca.gov/genderchange.htm   (or your resident state’s court website for more information) Note: California courts have a process to legally change both your gender marker and name at once

 

Change Pathway

To change a declared Pathway send an email to the Office of the Registrar at registrar@scu.edu. This email must be sent from your Santa Clara University email account. Provide your full name, campus ID, SCU email address, the name of the Pathway you want removed and the name of the new Pathway that should be added. A confirmation of the change will be sent to your SCU email account.

 

Change Phone Numbers

Log on to ecampus. Located on the left hand side of your web page under "Self Service" is located an item called "Campus Personal Information." Click here and you will have access to the "Phone Numbers" link. Clicking there will navigate you to a screen that lists your phone number information. You can edit this information on line at any time

 

Change Undergraduate College or School

  • Click here to access the Program Petition form.
  • Fill out your demographic data in section 3 of the form. Sign and date it.
  • For Business and Engineering: Obtain the signature of the associate dean of your previous college/school. 
  • Have the associate dean or administrative assistant of your new college or school fill in the name of your new advisor.
  • Return the completed form intact to the One-Stop.

 

Change Undergraduate Major

  • Download the Program Petition Form
  • Fill out your demographic data in section 2 of the form. Sign and date it.
  • Obtain the signature of the department chair of your previous major and your new major.
  • Have the department chair or administrative assistant of your new major fill in the name of your new advisor.
  • Return the completed form intact to the One-Stop. 

 

Count Credit Units and Credit Hours

Santa Clara University follows federal guidelines regarding credit units and credit hours.

Federal Policy 34 CFRR 600.2 defines a credit hour for Federal programs, including the Federal student financial assistance programs, as "an amount of work represented in learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates not less than:

  • One hour of classroom or direct faculty instruction and a minimum of two hours of out of class student work each week for approximately fifteen weeks for one semester or trimester hour of credit, or ten to twelve weeks for one quarter hour of credit, or the equivalent amount of work over a different amount of time; or
  • At least an equivalent amount of work as in paragraph 1 of this definition for other academic activities as established by the institution, including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours."
    (Edward Ochoa, Assistant Secretary, Department of Education, "Guidance to Institutions and Accrediting Agencies Regarding a Credit Hour as Defined in the Final Regulations Published on October 29, 2010.")

 

Declare a Pathway

To declare your pathway you must log onto eCampus. Click the Academics tile.  Select Declare your Pathway from the left hand menu.  Upon reading the message click on the magnifying glass, select the desired Pathway plan/description and hit save. Once selection has been saved click on return to Student Center.   Please contact the Office of the Registrar, registrar@scu.edu, should you have questions. Pathway informationhttp://www.scu.edu/provost/ugst/core/ 



Declare Undergraduate Major

  • Download the Program Petition Form
  • Fill out your demographic data and section 1 of the form. Sign and date it.
  • Obtain the signature of the department chair.
  • Have your department chair or administrative assistant fill in the name of your assigned advisor.
  • Return the completed form intact to the One Stop.

 

Definitions for Hybrid, Synchronous, and Asynchronous Courses

Hybrid courses combine face-to-face (instructors and students meet in person at the same time) and online learning (synchronous or asynchronous, see definitions below). The apportioned time of each modality (face-to-face or online) may be variable.

  •   Synchronous courses involve students and instructor(s) meeting together at the same time, in order for learning to take place. This includes both in person classes and/or live online meetings, when the whole class or smaller groups get together.
  •   Asynchronous courses do not require students to “attend” class at a scheduled time, but rather, access pre-recorded lectures and digital curriculum materials and respond through email, discussion boards, social networking, and collaborative documents before published deadlines. Learning takes place outside of the constraints of time and place.
  •  Courses that are both Synchronous and Asynchronous combine scheduled meetings between the instructor(s) and students (in-person and/or live online meetings with the whole class or smaller groups) and times when students access pre-recorded lectures and digital curriculum materials and respond through email, discussion boards, social networking, and collaborative documents before published deadlines.

 

Undeclared Undergraduate Major - Registration Hold

A registration hold is placed on the records of students who have completed a minimum of 88 quarter units (including transfer and test credit) and have not declared a primary major. This hold will prevent registration and will only be removed once your primary major has been declared. The hold will be removed by the Office of the Registrar once the Major Declaration for UBUSN or Program Petition for all other majors has been processed. To prevent delay in registration, please complete the appropriate process at least 7 working days prior to your registration appointment.  (Note: Petitions received after 4:00 PM on Friday will be processed the following Monday morning.)

Action for UENGR or UARSC students:

  • Complete the Program Petition form.
  • Fill in all the fields of the form that apply.
  • Print a copy of the form and take it to the department(s) for approval.
  • Return completed form to the Enrollment Services Center/One Stop.

Action for UBUSN students:

  • To declare your major (excluding ECON), you must log into eCampus->Academics->Declare Major. (ECON students complete the Program Petition form.)

 

Drop Classes

Effective fall quarter/semester 2011 students who have a financial/registration hold on their record will be able to drop classes via eCampus; they will no longer have to fill out an add/drop form (within registration deadlines) If there is a financial/registration hold neither adding or swapping courses is allowed until the hold is first reconciled.

Petition to Graduate

Students with questions about the commencement ceremony should contact the Events Planning Office, eventplanningoffice@scu.edu, or visit the Commencement web page.

Undergraduate Students

 

Graduate Students

  • Graduate students receive graduation information directly from their graduate program office. Links to each program and contact numbers follow:

Pastoral Ministries - 
408/554-4831

School of Business-
408/554-5485

Counseling Psychology and Education -
408/554-4355

School of Engineering - 
408/554-4313

School of Law - 
408/554-4351

 

Request for Reissue of Diploma

Please visit the Registrar's Forms Page. 

 

Requesting an Official Transcript

All current SCU students and alumni may order copies of their official transcript online. SCU offers both electronic transcripts ($3.00 per transcript) as well as paper transcripts ($3.00 per transcript + postage) via Parchment Credential Services. Documents, such as cover letters, resumes, and enrollment verifications, can be sent as an attachment to your transcript order. Requests can be made online 24/7, and students and alumni will have access to real-time, end-to-end tracking that shows when the transcript request was fulfilled and when it is received. Average transcript delivery for electronic transcripts for students with an eCampus ID will be within hours of the request.

Please note that your transcript will not be produced if you have a hold on your academic record restricting transcript access (in eCampus, go to your student record to find out details on the hold, and instructions on how to clear the hold). The hold will need to be cleared before you can successfully request an official transcript. Requests made by phone or email will not be accepted.

Please check your unofficial transcript in eCampus before requesting an official transcript to ensure that all grades and (if applicable) your degree has been posted. 

How to Order an Official Transcript:

Students with an SCU ID Number 

1) For students who have been in attendance at SCU at any time since fall term 2002, you can request a transcript by logging into eCampus: https://www.scu.edu/ecampus (once in eCampus, click on Academics, then Transcripts and Verification, then Request Official Transcript).

Need help logging into eCampus?

Please go to the Office of the Registrar's page (https://www.scu.edu/registrar/) Under "Forms" fill out the Access request form and click the submit button at the bottom.   Once it has been processed, you will receive an email notification.

Students without an SCU ID Number

2) For students without or not remembering their SCU ID number, you can register directly via the Parchment Transcript Self-Registration Site

For transcript requests on records prior to 1993, please allow 10-15 working days . Once your student status is verified, an email will be sent to you with instructions on requesting either an electronic or paper official transcript through SCU's third party vendor, Parchment.


Unofficial Transcripts:

  • The Office of the Registrar does not provide unofficial copies of transcripts.
  • Students who have access to eCampus (https://www.scu.edu/ecampus) may print an unofficial copy of their transcript through the Student Center.

 

Request an Enrollment Verification

Enrollment Verification for Student Loans

Santa Clara University reports enrollment verification data to the National Student Loan Clearinghouse on a regular schedule for the purpose of providing student loan guarantors and lenders current enrollment data.

Requests for current quarter enrollment verification cannot be processed until after your program's Late Registration/Add Period ends for that term. Verification of enrollment can only be made for current term or prior term enrollment.

Request an Enrollment Verification electronically:

  • Students who have been in attendance at SCU at any time since fall term 2002 can request an enrollment verification by logging into eCampus. https://www.scu.edu/ecampus.
  • Online enrollment requests can be made by going to the Office of the Registrar's page (https://www.scu.edu/registrar/) Under "Forms" fill out an Enrollment Verification Request form. If there is additional information that needs to be included, please attach the forms in the initial request.  The standard turnaround time is 3 to 5 business days for processing. 

Need help logging into Ecampus? Click here for instructions on How to Obtain Access to eCampus

 

View Holds on My Account

Log on to ecampus and into your student center. Note on the right hand side of your web page near the top is a section titled "Holds." If you have any holds listed you can click on "details" for more information regarding them.