Registration and Records

Faculty/Instructor 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)?

The Office of Registration and Records has created a Spring 2025 Quick Sheet to assist Faculty with the advisement of students outlining Spring Registration, Sub-term definitions, and the revised overload policy. 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 Advising purposes, a student has the option of taking a course in the winter-term; however, to maintain full-time enrollment they must take a minimum of 12 credits in the Spring-term to maintain a full-time status in the spring semester.

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 is a students Math Placement determined?

Effective Fall 2023, the Mathematical Sciences Program has introduced a math placement Assessment for all enrolled students, where their major requires Calculus.

Some students may be auto-placed into math courses using available student data, while others will take the ALEKS® Math Placement Assessment. Auto-placementis based on intended major, high school math history, Dual enrollment transfer credit, student performance with standardized testing (SAT, ACT, etc.), and student experience with Credit through Examination (ie. AP, CLEP, IB, etc.).

They have provided a Math Placement Advising Sheet for Academic Advisors.

For more information on placement and instructions for completing the placement exam, please visit the Mathematical Sciences website .

Q. How does a student declare their 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 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 legal name. For more information on campus name protocols, the student is encouraged to speake with a member of the Office of Civil Rights, Opportunity, and Access located in the BSC, room 247. Instructions for requesting a campus name are found in JayWeb Instructions for Students .

Q. What is Considered Academic Participation 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. What are definitions of Online, Remote, and Hybrid for Class Scheduling ?

The fall schedule has been updated to include a schedule row to assist in defining instruction method. 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 distance (with the distance learning for all students being either synchronous or asynchronous).

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 web page titled Building and Classroom Numbering Guidelines to aid students and their families in the navigation of their course registrations. In addition, the residential course Listing page highlights course instruction classifications like online (ONLN), hybrid (HYBR), and Remote (RMTE) for the Fall 2020 academic semester.

Q. Where do I find JayWeb Instructions?

JayWeb Instructions are found in JayWeb.

Q. How Do I Release and/or Revoke a Registration Clearance?

A Quick Guide for Registration Clearances is found in JayWeb.

Q. How do Students Change their Major/Minor Declarations?

Registration and Records works collaboratively with Academic Advising on the management of Student Declaration changes. Students can access the Major/Minor Declaration Change Form in JayWeb under the Online Forms navigation. Registration and Records will negotiate the academic record and grad report part of the request whereas Academic Advising will do the outreach with schools on advising assignments.

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 Transfer Credit Policy?

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

Q. How Do I Find Information on the FY Schedule Build Process?

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

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

Transfer evaluations are executed in collaboration with the school/program governing the course discipline. If you believe the equivalency assigned should be re-evaluated, please have the Dean or Program Director send an email to regandrec@etown.edu.

Q. How do Students initiate their FERPA rights?

The Office of Registration and Records has a webpage dedicated to the Family Educational Rights and Privacy Act (FERPA) .

Talking with parents, or designee on the FERPA release, about the students academic record can only be done after confirming that the student signed a FERPA release naming the individual. Even if a student has signed a FERPA release, school officials are not required to disclose academic information to the parent/designee. This is an example of where FERPA uses the term "may" rather than "must."

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

On January 17, 2014, the U.S. Department of Education introduced the 150% Direct Subsidized Loan Limits for first-time borrower’s. 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 students 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.