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Frequently Asked Questions

 

  • How Do I?

Audit a course

Access my Grades

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

Double Degree

Undeclared Undergraduate Major - Remove Registration Hold

Drop Classes

Non-Degree Seeking Students

Read my Academic Progress 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 Workday 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 Workday. Go to your student profile by clicking on your photo on the top right of the screen and click on View Profile. Select Academics on the left side menu.  Then click on Academic History across the top to view your grades.  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."

To request an audit, go to our Forms page

 

Change Address

Log on to Workday. Go to your student profile by clicking on your photo on the top right of the screen and click on View Profile.  Select Contact on the left side menu.  Then click the Edit button above the contact information.

 

Change Email Address

Log on to Workday. Go to your student profile by clicking on your photo on the top right of the screen and click on View Profile.  Select Contact on the left side menu.  Then click the Edit button above the contact information.

 

Change Emergency Contacts

Log on to Workday. Go to your student profile by clicking on your photo on the top right of the screen and click on View Profile.  Select Contact or Personal on the left side menu.  Then select Friends and Family across the top menu.  If you want to edit a contact that currently is there then scroll all the way to the right and click on the Actions button.  If you want to add a new name then click on the Add button at the top.

 

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

If you are currently enrolled at SCU, please go to your Workday account to change your name.


For former SCU students, 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)ac
  • 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 please complete the Declare or Change Pathway form.

 

Change Phone Numbers

Log on to Workday. Go to your student profile by clicking on your photo on the top right of the screen and click on View Profile.  Select Contact on the left side menu.  Then click the Edit button above the contact information.

 

Change Undergraduate College or School

 

Change Undergraduate Major

  • Download the Program Petition Form
  • Fill out your demographic data in section 2 of the form. Sign and date it.

 

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 please complete the Declare or Change Pathway form.



Declare Undergraduate Major

  • Download the Program Petition Form
  • Fill out your demographic data and section 1 of the form. Sign and date it.

 

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.

 

Double Degree

Second Bachelor's Degree: A student may earn a second bachelor's degree at Santa Clara University, but may not duplicate a degree (i.e., bachelor of arts, bachelor of science in a natural science, bachelor of science in a social science, bachelor of science in commerce, bachelor of science in engineering). Students who are interested in pursuing a second bachelor’s degree concurrently or without interruption must have an academic record showing a strong probability of success including a grade point average of 3.5 or higher in both majors. At least half of the units for the second degree must be in addition to those required for the first degree and must be completed through a Santa Clara program. For example, if you need 175 units for the first degree and 175 units for the second degree, you must complete 262.5 (175 + 87.5) units to receive a double degree. Approval to pursue a second bachelor's degree must be filed with and granted by the Office of the Registrar.  The Petition For Double Degree can be found here

 

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.)

 

Drop Classes

Effective fall quarter/semester 2011 students who have a financial/registration hold on their record will be able to drop classes via Workday; 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 email commencement@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 ($4.00 per transcript) as well as paper transcripts ($4.00 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 a Workday 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 Workday, 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 Workday before requesting an official transcript to ensure that all grades and (if applicable) your degree has been posted. 

How to Order an Official Transcript:

1.   Current students:

You can request an official transcript by logging into Workday. Once in Workday, click on the Academics app, go to Academic Records, then Request Official Transcript.  The Parchment website will appear. Then, you may place a transcript request.

Need help logging into Workday? 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.

2.    Former students:

You can register and place orders directly via the Parchment Transcript Self-Registration Site

Attention:

1. For transcript requests on records prior to 1993, please allow 10-15 working days.

2. For transcript requests on records after 1993, your order will be processed automatically by Parchment and the order will be complete within 1 hour if you accurately enter your Full Name and Date of Birth (in MM/DD/YYYY format) AND you only have ONE Program of Study at Santa Clara University.

If you enter your Full name and Date of Birth incorrectly (compared to what appears on SCU records) AND/OR you have more than ONE Program of Study, your transcript order will be on hold and it may take up to two business days for a Transcript Analyst to review your record, remove the hold, and complete your order.

3. When you place a request via Parchment, you can choose the option to send your official transcript directly to your recipient (examples include an employer, another school such as a graduate school, etc.)  and then Parchment will send your transcript to your recipient on behalf of Santa Clara University - and this is considered a sealed official transcript.

**Please check your Spam folder since email notifications from Parchment may go to Spam.


Unofficial Transcripts:

  • Current students who have access to Workday may print an unofficial copy of their transcript through the Academics app, then go to Academic Records, then Request Unofficial Transcript.
  • Former students, if you would like to request an unofficial copy of your transcript, please send an email to Registrar@scu.edu.  Please include your Full Name and Date of Birth.

 

Request an Enrollment Verification

1.   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.

2.   Request an Enrollment Verification for other purposes:

  • Current students who have access to Workday: log into Workday, click Academics App, then click the Academic Records section, select Request Enrollment Verification Certificate. For special requests, please email "registrar@scu.edu"
  • Former students: If you would like to request an official letter indicating your earned degree, dates of enrollment, or there is a form that you need us to complete, please place a request through the Enrollment Verification Form. The standard turnaround time is 3 to 5 business days for processing. 

Need help logging into Workday? Please contact the IT Help Desk

 

View Holds on My Account

Log on to Workday. Go to your Academics App and select View My Holds under the Academic Records section.