Santa Clara University

Office of the Registrar
Frequently Asked Questions
Access my Grades
Advanced Placement and International Baccalaureate (.pdf)
Audit a Class
Change my Address
Change my Email Address
Change my Emergency Contacts
Change my Name
Change my Phone Numbers
Change my Undergraduate College or School
Change my Undergraduate Major
Change Pathway
Count Credit Units and Credit Hours
Declare a Pathway
Declare my Undergraduate Major
Drop a Class

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 there 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 an official copy of your grade report, submit a signed request to the Office of the Registrar Enrollment Verification Specialist, SCU, Admissions and Enrollment Building, Santa Clara CA 95053. The fax number is 408/551-3112.


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 Name

Your request must include:

*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 the reason for your name change is due to 'Marriage', then this is all you need to provide. However, if it is for any other reason we need documentation of the name change or the signature of a notary public.

Requests can be made by completing the Name Change form and submitting it by mail or in person at the Office of the Registrar.

 

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

  1. Obtain a Program Petition form from the Office of the Registrar.
  2. Fill out your demographic data in section 3 of the form. Sign and date it.
  3. For Business and Engineering: Obtain the signature of the associate dean of your previous college/school. Obtain the signatures of a Drahmann center advisor.
    For Arts and Sciences: obtain the signatures of a Drahmann center advisor
  4. Have the associate dean or administrative assistant fill in the name of your new advisor.
  5. Return the completed form intact to the Drahmann Center

Change Undergraduate Major

  1. Obtain a Program Petition form from the Office of the Registrar.
  2. Fill out your demographic data in section 2 of the form. Sign and date it.
  3. Obtain the signature of the department chair of your previous major and your new major.
  4. Have the new department chair or administrative assistant fill in the name of your new advisor.
  5. Return the completed form intact to the Drahmann Center
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:

1. 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

2. 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 and choose Self Service. Look on the left-hand side of your screen. You will see a number of options listed under 'Enterprise Menu.' Choose Declare a Pathway. Follow the instructions posted on the 'Declare a Pathway' page.    Please contact the Office of the Registrar, registrar@scu.edu, should you have questions. Pathway information: www.scu.edu/provost/ugst/core/pathways

Declare Undergraduate Major

  1. Obtain a Program Petition form from the Office of the Registrar.
  2. Fill out your demographic data and section 1 of the form. Sign and date it.
  3. Obtain the signature of the department chair.
  4. Have your department chair or administrative assistant fill in the name of your assigned advisor.
  5. Return the completed form intact to the Drahmann Center.

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, 554-6911, 214 Benson Center or visit the Commencement web page.


Undergraduate Students

  1. Obtain a Candidacy Petition for the Bachelor's Degree form from the Office of the Registrar.
  2. Students with a major in the College of Arts and Sciences or the School of Engineering will receive a Pre-Graduation Evaluation form from the Office of the Registrar.  Students with a major in the School of Business will receive a separate evaluation form from their department.  All forms need to be turned in with the Petition for Bachelor's Degree.
  3. Fill out the form. Sign it.
  4. Obtain the signature of both your advisor and department chair.
  5. Return the completed form(s) to the Office of the Registrar by the deadline stated in the academic calendar.


Graduate Students

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

After the Petition for Graduation has been submitted to the Office of the Registrar, record analysts review degree completion. Once confirmed, diplomas are normally issued 8-12 weeks thereafter.

Request for Reissue of Diploma  

  • Fill out the Request for Reissue of Diploma form completely (PDF).
  • Fax completed form to 408/554-6926.
  • Cost to replace diploma is $30.00. Make check or money order payable to: Santa Clara University. In the memo area of your check write: Diploma reissue order and mail it to: Santa Clara University, Office of the Registrar, Walsh Admin Bldg, 500 El Camino Real, Santa Clara CA 95053 

Request a Transcript


Official Transcripts are provided free of charge.



Please note that your transcript will not be produced if you have a financial hold on your academic record. Requests made by phone or email will not be accepted.

The Office of the Registrar does NOT provide RUSH or PICK-UP SERVICE for transcript requests.

  • Request a transcript electronically:

Students who attended SCU prior to fall 2002 must submit a written transcript request.

  • In Person
  1. Print a copy of the Transcript Request form (PDF) or pick up one from the Office of the Registrar.
  2. Fill out the form. Sign it.
  3. Return the completed form to the Office of the Registrar. 

  • In Writing
    • Print a copy of the Transcript Request form (PDF), complete and sign it, then send to the following address:

      Attn: Transcript Specialist
      Office of the Registrar
      Santa Clara University
      500 El Camino Real
      Santa Clara CA 95053-0602

  • Fax Requests


Transcripts are available as follows:

  • For students who attended SCU after 1989 to present
    • 3-5 working days processing time
  • For students who attended SCU prior to 1989
    • 10-15 working days

Unofficial Transcripts

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



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:

o        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://scu.edu/ecampus Click here for Electronic Enrollment  Verification requests instructions.

o        Written enrollment requests from students who have access to eCampus will only be accepted if a form is required to be attached to the transcript. Any other written requests will be returned.

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

Students who attended  prior to fall 2002 can  request an enrollment verification in person, in writing, or via fax. (Email or phone requests are not accepted.) 

  • In Person
    1. Print the Enrollment Verification Form or obtain the form from Student Records.
    2. Fill out the form. Sign it.
    3. Return the completed form to Student Records. Include any forms to be processed with the verification.
  • In Writing
    Print a copy of the Enrollment Verification Form, complete and sign it, then send to the following address:

    Attn: Verification Specialist
    Office of the Registrar
    Santa Clara University
    500 El Camino Real
    Santa Clara CA 95053-0602
  • Fax Requests
    1. Print a copy of the Enrollment Verification Form, complete and sign it, then fax form to (408) 551-3112.
     
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.
 
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