check, money order or cash.
Transcripts requested via a paper request form will carry a charge
of $3.00 per official and $1.00 per unofficial transcripts. We
accept cash or check made out to Kalamazoo College. If you wish
to pay via credit card you must order online through the National
Student Clearinghouse.
Transcripts will not be released until satisfactory arrangements
have been made with the Business Office for payment of any outstanding
college bills or fines.
Transcripts may NOT be requested by telephone, fax, or e-mail.
Due to technological issues, neither official nor unofficial transcripts
can be faxed or e-mailed to you or a third party.
How long does it take to process a transcript request?
Transcripts are processed in 2-3 business days from the time of
receipt. If rush delivery is necessary, transcript requests may
be sent to us with an extra $5.50 to cover postage, or with an
overnight mail envelope enclosed for the return. Kalamazoo College
has an agreement with DHL overnight mail service, but not with
Fed Ex, which will add a day to your shipping time.
For an extra $25.00, we can rush the in-office processing time.
For same day service, the request must have been received by 12:00pm
(noon). Rush requests received after noon will be shipped the
next business day.
Why is my signature required?
In accordance with FERPA (Family Educational Rights and Privacy
Act) and college policy, the Registrar's Office cannot release
academic information about a student without a valid, original
signature. The National Student Clearinghouse will identify you
through your personal student profile, which is not a violation
of FERPA. The NSC will require a signature be faxed to them when
you first log in and will keep it on record for 2 calendar years.
What is the difference between an official and an unofficial
trancript?
An official transcript includes the Registrar's signature and
the college seal. An unofficial has the same grade information
but neither the signature nor the seal. The majority of schools,
employers, and organizations will require an official. Currently
enrolled students may receive one unofficial transcript per quarter
upon request in the office.
What is Smart registration?
It's a shuffle system which puts the maximum number
of students into their top-choice courses. Unlike hand registration
by lottery number, every student's choices are processed at
once and so everyone has an equal shot at the course. We run
four separate shuffles, for seniors, juniors, sophomores, and
freshmen. Drops and adds will be done as they've always been
done, on paper.
Do I still need alternates?
The system is built to help you get your first choice class
if possible, but it cannot accommodate 60 students who are all
vying for a spot in an 18-seat course. Alternates are always
a good idea.
If I put my courses in online, then I'm registered for
them, right?
NO. Smart registration must still run the preferences of all
the students in your class. You may get everything you want,
and you may only get one or two, depending on the popularity
of the courses you picked. You should view your schedule when
it's available and make use of the drop/add period, if necessary.
Why isn't space availability changing on the online
schedule?
Because you aren't being registered in real time. Your preferences
will be collected and shuffled, and sometime later the actual
registration by the Registrar's Office staff will occur. You
will be informed when schedules are up for viewing at Academic
Records Online, and then you can drop/add as necessary.
Why can't I choose the section of the course I want?
The system will put you into any section which does not conflict
with your other two courses. Students cannot choose sections
because the system was designed to accommodate the majority
of student needs. Putting you into the 8:30 time slot may help
three other students get the schedules they need. You can always
fix it during drop/adds, space permitting.
How do I underload/overload?
Smart registration requires a three-course selection. Students
may opt to underload by choosing XXXX001 as their third course.
Students may not enter a fourth course into the Smart
registration system. Students who wish to overload must pick
up the fourth class during the drop/add period. Remember to
submit your three most important courses to Smart, because some
courses will fill up.
Can I register a conflict?
Smart registration will not register a schedule conflict. Students
who wish to take two courses which are scheduled at the same
time should register the most important of the two, and XXXX001
to hold the third spot. You can pick up the conflicting course
during the drop/add period.
How do I register a Music or PE activity?
PE and Music courses do not appear in Smart registration. They
will need to be registered using a paper registration form and
input based on lottery numbers.
Do I need my advisor's signature?
Your advisor will show their approval of your schedule by clearing
you to enter the online system. During drops and adds, we do
require an advisor's signature to change any unit-bearing academic
courses. You do not need an advisor's signature if you are adding
the lab to a course for which you are already registered, a
music ensemble or a PE activity, or if you are switching the
time of a class for which you are already registered.
How do I register my SIP/independent study/interinstitutional?
Any course which requires a separate registration form
cannot be input on Smart registration. To be officially registered
for your SIP, you must hand in to us the SIP
registration form, which includes the type of SIP, number
of units, signatures of your supervisor and department coordinator.
Changes to SIP registration information, including dropping
or adding a unit, and switching departments, advisors, or quarters
of enrollment, must be done on a SIP change form. To register
for an independent study, you must fill out an independent
study form which includes your subject and title, and the
signatures of your coordinator and your department chair. To
register an interinstitutional enrollment, see the Registrar's
Office. All registration deadlines apply.
NOTE: IF YOU ONLY REGISTERED YOUR SIP OR YOUR INDEPENDENT STUDY
WITH YOUR DEPARTMENT, YOU ARE NOT REGISTERED.
How do I register if I'm on study abroad?
Before you leave, you may turn in a registration
form for the quarter you will be back or you may contact
your advisor via e-mail and have him/her forward the registration,
as approved, to the Registrar's Office.
What's the difference between a drop and a course withdrawal?
When you drop a course for which you are registered, it is erased
from your record; you are not obliged to pay any fees and it
will not appear on your transcript. The deadline to drop is
the Friday of the first week of the quarter in which the class
takes place. Your advisor's signature is required. After the
drop/add deadline, you may withdraw from the course through
the end of eighth week. You will need a withdrawal form signed
by your advisor and the instructor of the course you wish to
drop. The course will appear on your transcript with a grade
of W or of WF (withdrawal failing). After eighth week there
are no withdrawals with no exceptions. The grade you should
have received will appear on your transcript.
How do I exercise the senior pass/fail option?
Seniors are allowed to take one course as credit/no credit.
They must turn in a credit/no
credit form with their signature and the signature of the
instructor of that course. The instructor will designate a lowest
possible grade for credit and if that grade is achieved, the
student will receive the credit. The deadline for pass/fail
is the Friday of first week. Once this date has passed, the
option may not be added OR reversed.
How do I go over the cap?
All course capacities are determined by the course department.
The Registrar's Office can only register you over the cap with
the express permission of the instructor; i.e., their signature,
along with the statement "I allow this student to register
for [specify the class] above the cap."
Can I be put on a waitlist if a course I want is closed?
The Registrar's Office does not keep waitlists in our office.
If there is a course for your major/minor or concentration which
you are having difficulty getting into you should contact both
your advisor and department chair for suggestions.
I have credits from another school. How do I transfer
them in?
All courses should be preapproved before registering at another
school to ensure that the course in questions is transferable.
The first step is to get the credits approved by the Chair of
the department in the designated discipline and returned to
the Registrar's Office to be kept on file. If the Chair of the
department approves the course for transfer they should specify
on the Transfer
Pre-Approval form whether the course will count towards
an area of study or major/minor/concentration requirement here
or if you'll receive simply elective credit. After completing
the course, you'll need to have your transcript sent to the
Registrar's Office. Notes: for regulations and restrictions,
see the Academic Catalogue under Academic
Policies and Procedures.
Can I get credit for my AP credits/dual enrollment?
Students with AP scores of 4 or 5 will be granted one unit of
credit for each subject area upon enrollment at K. Scores of
3 or higher may be used to waive a prerequisite in that subject.
NOTE: to receive AP credit, our office must be in possession
of your official AP scores. They must be received within the
first quarter of enrollment. Official transcripts denoting dual
enrollment must also be received within the first quarter of
enrollment. (For requirements fulfilled by AP/dual enrollment,
see Academic Catalogue)
How do I track my graduation requirements?
All graduation and major/minor requirements are delineated in
the academic catalogue. All
advisors have been provided with requirement tracking sheets,
which may be filled in as requirements are fulfilled. See also
Degree Requirements.
What is a senior audit?
Senior audits are the Registrar's Office record of degree requirements
satisfied which is continually edited and updated up until the
day of graduation. Senior audits are tracked similarly to requirement
tracking sheets in student advising files and major/minor/concentration
requirements from the course catalogue. Meetings with Registrar's
Office staff members regarding senior audits are a cooperative
sharing of knowledge between the student and staff member appraising
the accuracy of academic records in the fulfillment of graduation
requirements. Senior audits do not guarantee that a student
has fulfilled requirements or that a student will graduate.
The Registrar's Office staff are not advisors and cannot recommend
to students whether they can over-load, under-load or when and
which courses to select in order to fulfill degree requirements.
How do I withdraw from Kalamazoo College?
If a student chooses to withdraw from the College, we recommend
that student start the withdrawal process with either the Registrar
or Dean of Students. In either case, the student will be asked
to complete a withdrawal application to collect pertinent information.
The student will also receive useful information about separating
from the College and will be advised to meet with a staff person
from the Financial Aid Office if he/she receives federal financial
aid while enrolled at the College.
How do I get verification of my enrollment for insurance/for
a scholarship?
The Registrar's Office can provide students with letters verifying
their enrollment at the college. We can only release enrollment
information after the drop/add period of the quarter in questions.
How do I change my advisor? What if my previous advisor
has left the college?
A change of advisor form
is available from our office or from Zaide
Pixley, Director of Academic Advising. Students should obtain
signatures of both former and anticipated advisors unless the
former advisor is no longer at the College.
