Registration and Records

Student FAQ's

Q. Can the student combine Winter-term (4 wks) and Spring-term (15wks) credits to obtain full-term enrollment for the Spring Semester (19 weeks)?

A Spring 2025 Quick Sheet for Students was created to assist them in navigating spring semester (winter-term/spring-term). The Office of Registration and Records has also create a New Etown Course Registration Guide for students.

Full-time/Part-time Status. An undergraduate student taking 12 or more credits per semester at Elizabethtown College is considered a full-time student for enrollment purposes. Winter term credits are combined with spring term credits when calculating financial aid eligibility and for enrollment reporting to the National Student Clearinghouse (NSC) and the National Student Loan Data System (NSLDS). An undergraduate student taking fewer than 12 credits per semester is considered part-time.

For enrollment purposes, a student may wish to take a winter-term course (4 weeks); however, they must maintain a minimum of 12 credits in the spring-term (15 weeks) to maintain a full-time status with the College.

For billing and residency purposes, if a student takes 4 credits in the winter-term (4 wks) and 8 credits in the spring-term (15 wks) , they would be billed for the 4 winter term credits at the winter term tuition rate and billed for 8 credits at the part-time tuition rate for the spring term credits in our overarching Spring Semester (19 wks). The spring semester is now defined as a combination of the winter-term (4 weeks) and the spring-term (15 weeks) for enrollment purposes, but not for billing. Each term will continue to be billed independently.

Undergraduate Spring Semester (SP)
Schools	Winter	Spring
GPS	4WK (W1)	5WK (S1)	5WK (S2)	5WK (S3)
		15 Week (S4)
On-Campus	4WK (1W)	15 Week (4S)

Semester Loads

Fall Semester. 15 weeks. The Fall semester is comprised of multiple sub-terms at the graduate (#A, A#) and undergraduate level (#F, F#). A student may register for a maximum of 18 credits across any combination of fall sub-terms before seeking permission to overload, with associated fees. A student may carry a maximum of 20 credits in the fall semester.
Spring Semester. 19 weeks. The Spring semester is comprised of a combination of winter and spring sub-terms. Below is the permissible combination of credits across the any combination of sub-terms:
- Winter sub-terms Only: A student may register for a maximum of 4 credits in the winter-sub-term(s): Undergraduate (#W, W#) and Graduate (#I, I#).
- Spring sub-terms Only: A student may register for a maximum of 18 credits across any combination of spring sub-terms: Undergraduate (#S, S#) and Graduate (#P, #P) before seeking permission to overload.
- Winter/Spring Combination: A student may register for a maximum of 4 credits in the winter along with a maximum registration of 18 credits across any combination of spring sub-terms (#S, S#) before seeking permission to overload.
Summer Semester: 14 weeks. Students may carry up to maximum of 12 undergraduate (#J, J#) or graduate (#U, U#) credits before seeking permission to overload. Overloads are permitted for a maximum of 16 credits in the summer.
Overload Fee Waivers. Due to program curricular demands and accreditations, a program may have pre-approved per-semester overload waivers. Please refer to the program, or program director, for more information.

Q. How do I declare my Campus Name?

A student obtaining a legal name change or gender marker change must complete the Personal Identifiable Information form and supporting documents directly to the Office of Registration and Records.

A campus name is a chosen first name by which a student will be known to faculty, staff, and students on campus ONLY. Any communication for federal reporting, billing, or communication with non-campus individuals or organizations will utilize a legal name. For more information on campus name protocols, please contact the Office of Civil Rights, Opportunity, and Access located in the BSC, room 247. Instructions for requesting a campus name are found in the " How to Submit a Chosen Name/Campus Name Request " documentation link on our forms page.

If you have any questions about the status of your request, please feel free to email regandrec@etown.edu .

Q. How is a student's Math Placement determined?

Effective Fall 2023, the Mathematical Sciences program introduced a math placement assessment for all enrolled students with program declarations that require Calculus. Please speak with your academic advisor, or a member of the Math Department BEFORE taking the ALEKS® Math Placement Assessment. Work completed in high school could result in auto placement without taking the formal examination.

Where do I find more information on Auto-Placement ?

Students should review the Math Programs Webpage dedicated to Math Placement, to understand auto-placement guidelines associated with our Math Placement Policy.

Who do I contact about my ALEKS® assessment?

If you have concerns about your math placement, please contact Dr. Leyla Batakci , Professor of Mathematics and Mathematics Program Director.

Q. What is the definition of Academically-Inclined Work for Enrollment and Attendance Purposes?

Elizabethtown College Models Federal Financial Aid's Definition of Academically-Related Activities

Activities Academically-Related Activities include, but are not limited to:

physically attending a class where there is an opportunity for direct interaction between the instructor and students;
submitting an academic assignment;
taking an exam, an interactive tutorial, or computer-assisted instruction;
attending or participating in a study group that is assigned by the instructor/institution;
participating in an online discussion about academic matters; and
initiating contact with a faculty member/instructor to ask a question about the academic subject studied in the course.

Academically-Related Activities DO NOT include activities where a student may be present online (logging in to view Canvas content) but not academically engaged, such as:

logging into an online class without active participation
participating in academic counseling or advisement

Q. Can a Non-Honors Student register for an Honors Course?

On Wednesday of Registration Week, after every Registration Time Slot has opened, non-honors students may request to be registered into an Honors course by permission of the course instructor and the Honors Program Director. Honors Course Instructors should forward any student requests to honors@etown.edu.

Q. What are the Term and Sub-term Code Definitions used in JayWeb and the Course Listing?

The Academic Year is comprised of three semesters, fall, spring, and summer. Our winter term is appended to our spring term; but it does have a unique term definition for scheduling purposes: FA for Fall; WI for Winter; SP for Spring, and SU for Summer. In addition, each term may/may not include a sub-term definition. Please visit our Academic Term and Sub-term table for more information on definitions associated with course scheduling.

Q. Where can I find information on classroom building/room code assignments on my schedule?

Registration and Records has created a webpage titled Building and Classroom Numbering Guidelines to aid students and their families in the navigation of their course registrations. In addition, the On-Campus Course Listing highlights course instruction classifications like online (ONLN), hybrid (HYBR), and Remote (RMTE).

Q. Where do I find JayWeb instructions?

JayWeb Instructions are found on the Office of Registration and Records Forms and Petitions navigation.

Q. What are the definitions of Online, Remote, and Hybrid associated with course registration?

The fall schedule has been updated to include a schedule row to assist in defining instruction methods. We are using:

- "EC ONLN" - the class is offered exclusively asynchronously and fully online
- "EC RMTE" - the class is offered virtually (for all students) but with one or more scheduled synchronous sessions (as specific days and times).
- "EC HYBR" - the class is offered as a combination of Face-to-Face (and remote for those approved) and distance (with the distance learning for all students being either synchronous or asynchronous).

Faculty will provide a more in-depth explanation of the above in their individual course syllabus for the course.

Q. How do I change my Major/Minor declaration(s)?

Registration and Records works collaboratively with Academic Advising on the management of Student Declaration changes. We have a web page dedicated to the declaration process.

PLEASE NOTE: First-year students do not officially declare a major/minor until the Spring. There is a unique process for FY students to declare programs using a form incorporated into the Preliminary Check-In Process as part of the spring semester.

Q. Where do first-year students find information on the Transfer Credit Policy?

The Online Catalog is the best resource for researching academic policy. But, we also have a webpage dedicated to addressing some of the most commonly asked questions pertaining to Transfer Credit Information .

Q. How was my schedule created by the Orientation Scheduling Team?

Our office has a webpage dedicated to frequently asked questions relating to your first-semester schedule .

Q. How can I order a transcript?

Registration and Records has a webpage dedicated to Transcript Requests . Enrolled students have access to their unofficial transcript 24/7 in JayWeb. They may also request an official transcript through JayWeb. Alumni may chose an appropriate option for transcript ordering as outlined on our Transcript Requests webpage.

Q. How can I update my address and telephone information?

An enrolled student may update their address and telephone information through:

- The submission of a Personal Identification Change Form
- JayWeb - Online Forms - Update Student Information .

Q. When do I register for classes?

We have a dedicated web pages established for all Registration related questions.

- Fall and Spring
- Winter
- Summer
- The School of Graduate and Professional Studies (All Sessions)

Q. How do I get my Registration Clearance updated if I am unable to be on campus?

If a student is unable to have a face-to-face meeting with their academic advisor, please send your advisor an email to arrange a phone call to discuss your registration plans. Registration and Records will not release a student's registration clearance unless directed to do so by the student's academic advisor, or department chair in the absence of the academic advisor.

Q. How do I petition for an overload?

Students enrolled at Elizabethtown College may petition to carry an overload (19 or 20 credits) in a particular term. The Overload Petition is on our forms page. If a student is unable to be on campus, we offer an emergency electronic Overload Petition which is located in JayWeb under online forms. A full explanation of the overload policy is in our online catalog under the Academic Policies section.

Q. How do I register for a Core Course as a rising Junior or Senior (72 or more completed credits)?

Seniors and Rising Seniors (students with 72 or more earned credits) are prohibited from enrolling in Core courses via JayWeb until after all students have had an opportunity to register. Seniors and Rising Seniors who need to take a course that is a core offering to fulfill a major, minor, or core requirement, should complete the Verification of Need to Enroll in Core Course Form before registration week opens. The submission of this form does not guarantee enrollment, if the course is full you will be waitlisted in the course. Forms are processed on a first-come/first-serve basis. This policy exists to ensure that Core courses remain available to students who need a seat in a particular area of core in order to complete their graduation requirements.

Q. How do I get registered for a course I need to graduate?

Registration and Records assists department faculty with course pre-enrollments when a student, with an officially declared major or minor in the department's course discipline, is required to keep the student on track for graduation.

Rising Seniors may not register for Core Courses unless they are required for a declared major/minor that can be completed prior to graduation. Registration into a Core course is managed by the Office of Registration and Records once a student completes 72 or more credits.

Q. How do I get into a class classified as RBI, Register by Instructor?

When a course is classified Register by Instructor , the course instructor must be contacted by the student to request registration or enrollment into the course. All Register by Instructor courses are added to student schedules after registration week, as the instructors submit them to the Office of Registration and Records for processing.

If a student met with a faculty member and a course, such as research or capstone, does not appear on your schedule two weeks after registration, please contact the faculty member about having the course added.

Q. Can I take a course off-campus and have the credits transfer back to Etown?

Students are required to submit an off-campus approval request to the Office of Registration and Records PRIOR to enrolling in a course at another college or university. ORR must ensure that the course will be accepted for transfer, the course has been previously evaluated by the department governing the discipline, and the request is in accordance with academic policy. ORR is not required to award transfer credit when a student fails to seek prior written approval.

Q. Who do I talk to if I disagree with a Transfer Course Evaluation?

Transfer evaluations are executed in collaboration with the department chair governing the course discipline. If you believe the equivalency assigned should be re-evaluated, please send a copy of the course syllabus and your rationale for the appeal to regandrec@etown.edu . We will coordinate the second review on behalf of the student and then email you directly with the outcome.

Q. How do I initiate my FERPA rights?

The Office of Registration and Records has a webpage dedicated to the Family Educational Rights and Privacy Act (FERPA) . FERPA forms are found on the dedicated web page for face-to-face forms submission . In addition, an enrolled student may submit their FERPA rights through JayWeb. Below are the JayWeb links for ease of submission.

Q. What is the "Non-Program Course" requirement on my Grad Report?

On January 17, 2014, the U.S. Department of Education introduced the 150% Direct Subsidized Loan Limits for first-time borrowers. These new regulations limit a first-time borrower’s eligibility for Direct Subsidized Loans to a period not to exceed 150% of the length of the borrower’s education program (“the 150% limit”). Under certain conditions, the provision may cause a first-time borrower who has exceeded the 150% limit to lose interest subsidy on their existing Direct Subsidized Loans. You can review the U.S. Department of Education's on their Federal Student Aid website Moving Ahead for Progress in the 21st Century Act (MAP-21)(Public Law 112-141).

In compliance with the regulation, every student's Degree Audit will include a group requirement titled "Non-Program Courses" to capture course (s) taken by the student that does not satisfy a program (major, minor, concentration, certificate), core, or as a free-elective taken to satisfy the 125 credit minimum required for degree completion.

This is NOT a graduation requirement. The "Non-Program Course" group is used for reporting purposes ONLY and it may be ignored by students and their academic advising team. Any student impacted by this regulation will be contacted by our Office of Financial Aid.

Q. What is considered an official transcript or document?

The Official Documents Policy for the Office of Registration and Records.