Office of the Registrar
Location: McAuley Hall, Room 205
Office: (401) 341-2943
Fax: (401) 341-2996
Office of the Registrar
The office of the registrar is the university's center for student registration and academic records, and serves as a one-stop location where students can handle many details related to their student accounts and financial aid. The office of the registrar is conveniently located on the second floor of McAuley Hall, close to academic advising.
Table of Contents
Introduction to Services
Academic Information
Academic Honor Code
Accessibility of Programs & Services
Address Changes & Change of Name
Falsifying Educational Records
Family Education Rights & Privacy Act
Off-Campus Locations
Publication Notices
Registration Policies & Procedures
Student Academic Responsibility
Transcript Requests
Tuition & Fees
Tuition Insurance Plan
Veterans' Benefits
Voter Registration
Withdrawals & Refunds
Introduction to Registrar Services
In addition to registration, friendly and competent staff are cross-trained to help students take care of tuition payments and get up-to-date information on financial aid. A summary of the services provided for students includes:
- Registering students in all university courses having academic credit
- Verifying student enrollment for providers of financial aid, scholarships, insurance, employment, and related matters
- Recording grades and mailing student grade reports
- Recording transfer credit for studies at other colleges and universities, as well as credit earned through programs such as Advanced Placement and College Level Examination Program (CLEP)
- Providing transcripts for all current and former Salve Regina students
- Evaluating degree requirements for graduation candidates
- Helping students to access their educational records and protect their privacy
- Receiving payments on student accounts
- Answering student questions about their bursar accounts and financial aid
- Helping veterans obtain V.A. benefits.
Academic Honor Code
All students are expected to accept and abide by the values of honesty, integrity, and truthfulness in their academic pursuits. Sanctions for violations of academic honesty, such as plagiarism or cheating, are imposed by the course instructor and range from failure for the work involved to failure in the course. A record of violations and sanctions is maintained in the student's file. Repeated violations can result in dismissal from the university. Appeal is to the vice president for academic affairs or the vice president's designee.
Academic Information
Academic Policy
For information about academic policy on such matters as:
- Academic Honor Code
- Academic Progress & Evaluation
- Academic Probation & Dismissal
- Class Attendance & Absences
- Grading System & G.P.A.
- Graduation Requirements & Procedures
- Student Status & Academic Load
Academic Calendar
The university operates on a semester calendar, with traditional courses scheduled for 15 weeks of instruction per semester including examinations. The calendar includes compressed sessions in which courses are offered during shorter periods of time, with credits awarded in traditional semester units.
Click here for the calendar of a specific academic year, including start and end dates for each semester, holidays, academic deadlines, and Commencement.
Click here to view course offerings online.
Course Numbering System
Courses numbered 001-499 are offered at the undergraduate level, with lower division numbers in the 100 and 200 series normally taken in freshman and sophomore years. Upper division courses in the 300 and 400 series are normally taken by juniors and seniors. Graduate level courses are numbered in the 500 series. Postgraduate and doctoral courses are numbered in the 600 series.
Classroom Assignments
Classroom assignments are made just prior to the start of each semester and posted in academic buildings immediately before the first day of classes.
Class Cancellation Notification
Official notification of cancellation or delay of classes is announced in a recorded greeting at the main university telephone number (401) 847-6650 as soon as the decision is made, and is reported via the following stations and channels:
Radio Stations
- Newport
- WADK: am 1540
- Middletown
- WOTB: fm 107.1
- New Bedford
- WCTK: fm 98.1
- WNBH: am 1340
- Providence
- WWLI: fm 105
- WPRO: fm 92.3, am 630
- WLKW: am 790
- WHJJ: am 920
- Westerly
- WERI: fm 104
- WWRX: fm 103.7
- WHIM: am 1110
Television Channels
- Providence
- WPRI-TV Channel 12
- WJAR-TV Channel 10
- WLNE-TV Channel 6
Student Identification
A valid university ID card is required to use resources such as the academic computer Labs, the university library, and to attend some university functions. Obtain a valid ID in the office of safety and security in Miley Hall (lower level) from 8-6 pm during the first five work days of each semester and from 8- 5 pm the rest of the semester.
In order to be eligible for a valid I.D, students must register for courses in the term for which ID is valid and satisfy all financial obligations to the university. Note: A $25 replacement fee is charged for lost IDs.
Parking And Vehicle Registration
Faculty, staff and students who operate or park vehicles on university property must obtain a parking decal from the office of safety and security in Tobin Hall. A $75 fee is assessed for parking decals each academic year. Campus parking areas are clearly posted. Violations result in fines.
Telephone & E-Mail Directory for Campus
Click here to look up a name in the faculty and staff directory.
Accessibility of Programs and Services
In compliance with the Americans with Disabilities Act, Salve Regina University is committed to making its services and programs accessible to all students.
Two offices coordinate assistance to students requesting special accommodations. Students with different learning styles who require special accommodations should contact the assistant director of the academic development center and complete an Academic Development Accommodations Request Form.
Students who need physical accommodations should contact the dean of students' office and provide current documentation of their needs well in advance of their arrival on campus so that appropriate measures may be taken to provide access to necessary programs: dean of students, Miley Hall, Salve Regina University, 100 Ochre Point Avenue, Newport, Rhode Island 02840, (401) 847-6650, extension 2206. If a student's needs change, the dean of students should be notified immediately.
The university helps disabled students with admission, registration, financial aid and bursar procedures, by scheduling courses in accessible academic buildings, by providing appropriate housing, and by providing information about laws, regulations and rights as they pertain to students with disabilities. Faculty and staff make reasonable accommodations to provide services to students with disabilities.
Address Changes & Change of Name
Each student is responsible to notify the office of the registrar in writing whenever a change of address or change of name occurs. Forms are available for this purpose in the office of the registrar, McAuley Hall 205. Address change notices may be sent by mail or faxed to the office of the registrar at (401) 341-2996.
Download a Change of Address form to change your name or address (PDF 740kb).
Falsifying Educational Records
Tampering with educational records such as transcripts, grade reports, and diplomas is against the law. Among criminal offenses of the State of Rhode Island is Chapter 58 of Title 11, which states in part, "A person shall not use, offer, or present as genuine a false, forged, counterfeited, or altered transcript, diploma, or grade report of a post secondary educational institution." This section is but one example of state and federal laws making it illegal to engage in fraudulent activity with educational records. Penalties for violating such laws can include substantial fines and/or imprisonment.
Family Educational Rights & Privacy Act
The Family Educational Rights and Privacy Act of 1974, as amended (FERPA), affords students certain rights with respect to their education records. These rights are detailed in the current edition of the Salve Regina University Student Handbook (PDF 2.36mb) . In essence they are:
- The right to inspect and review the student's education records within 45 days of the day the university receives a request for access. All students who are or have been in attendance at Salve Regina University shall have the right to inspect and review their educational records, subject to the limitations provided under applicable regulations of FERPA. Students should submit to the registrar, vice president of academic affairs, dean of students, academic department chair, director of extension study or other appropriate official, written requests that identify the records they wish to inspect. The university official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the university official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
- The right to request the amendment of the student's education records that the student believes are inaccurate or misleading. Students may ask the university to amend a record that they believe is inaccurate or misleading. They should write the university official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the university decides not to amend the record as requested by the student, the university will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
- The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
- One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the university in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the university has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
- Another exception which permits disclosure without consent is disclosure of information normally found in a student directory or other commonly distributed publication. Specifically, "directory information" includes name, date of birth, home and university addresses, e-mail address, telephone number, major (program), dates of attendance, enrollment status as a full-time or part-time student, class standing, graduation dates, degrees and honors received, most recent previous educational institution attended, and class rosters. A class roster may be released only to students enrolled in that class while it is in session. (Note: Confidential data such as Social Security Number, grades and GPA are not directory information.)
- Although disclosure of directory information is permitted under the law, the student directory is not distributed outside the university. Further, students have the right to refuse disclosure of directory information. This right may be exercised by completing the form entitled Request to Prevent Disclosure of Directory Information, available in the office of the registrar. However, there may be negative consequences in refusing disclosure of directory information. For example, in refusing disclosure the student may create unforeseen problems when potential employers, relatives and friends make legitimate inquiries.
- Release of directory information and release of confidential information to parents are separate issues. The student may allow one and deny the other. For example, students may release confidential information to parents and at the same time prevent disclosure of directory information to others. Parental Release Forms are available in the registrar's office. Students may terminate their release of information to parents by providing written notice to the university registrar.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by the university to comply with the requirements of FERPA.
The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, SW
Washington, DC 20202- 4605
Off-Campus Locations
Needs to be updated.
Publication Notices
Non-Discrimination
Salve Regina University does not discriminate on the basis of age, sex, race, religion, color, national or ethnic origin, or handicap in the administration of its admissions policies, educational policies or financial aid programs.
Right to Change
Salve Regina University reserves the right to change without notice any statement in this document concerning, but not limited to, rules, policies, tuition, fees, faculty, curricula, and courses. This document is not a contract or an offer of a contract.
Registration Policies & Procedures
All students must register for courses to be enrolled. Students are responsible for adhering to the registration instructions and information as published in the schedule of classes. The timetable for registration is published in the schedule of classes each semester. All potential first-time students, whether full or part-time, should contact the admissions office before registering. Students must satisfy all financial obligations before they are permitted to register.
Students may drop and add courses without academic penalty during the time indicated in the academic calendar. If a student has not officially dropped a course or received an approved course withdrawal by the completion of the semester, the instructor must submit a final grade for the student. Registration guidelines for undergraduate and graduate students are outlined in the following sections.
Undergraduate Registration Guidelines
In order to register, students must have clearance from the business office, financial aid, health services, and academic advising. Persons who are not current Salve Regina students must contact the admission office before registering. Undergraduates need to register in 6 easy steps:
- Select appropriate courses:
- Satisfy your major, minor, or general education requirements.
- If any courses have prerequisites, make sure they are already satisfied.
- Take courses at your appropriate academic level. For example, Freshmen and Sophomores should select courses numbered in the 100 and 200 series.
- Select labs whenever necessary for lecture courses.
- Complete necessary forms:
- Print complete information as required on the registration form.
- For independent study and internship, complete the special forms required, and present them at the time of registration.
- Visit your faculty advisor and obtain her/his signature on the registration form.
- Visit your class advisor in McAuley Hall to validate your registration form. Class Advisors are ready to help select alternative courses when there are difficulties, such as in the case of classes that are already full.
- Visit the registrar's office in McAuley Hall to deliver your completed registration form and any other required documents.
- Complete your registration before the published deadline each semester to avoid costly late fees.
Please Note: Non-matriculated undergraduates register during the first week of class, not before. Audit course registrations will be accepted starting the first day of class, not before.
Graduate Students Registration Guidelines
Graduate students must have clearance from the business office in order to register. Graduate students register in the office of the registrar in McAuley Hall, whether in person, by mail or by fax. Although graduate students who are not able to register in person may submit a registration form by mail or fax, there is no guarantee of enrollment in requested classes until the form is validated by the registrar's office.
Incomplete and illegible forms are invalid and will be returned to the sender with NO further action by the office of the registrar. Be sure to include payment for tuition and all appropriate fees by check or Visa/MasterCard.
Mail registration form and payment to:
- Office of the Registrar, McAuley Room 205
Salve Regina University
100 Ochre Point Avenue
Newport, RI 02840.
Graduate students can download and fax a registration form to (401) 341-2996. Click here to download the form (PDF 618kb).
Dropping & Adding Courses
Students are permitted to drop and add courses during the first week of classes during specific dates published in the university catalog and the schedule of classes each semester. All students are responsible to follow the official Drop/Add procedure published in the schedule of classes. Failure to drop a class within published deadlines may result in a failing grade; failure to add a course within published deadlines may result in lost credit.
Published deadlines for dropping and adding courses each semester are published in the schedule of classes and the university catalog. The deadlines are strictly observed, and students are cautioned to take great care to inform themselves before the semester starts. Persons in doubt should consult these publications before the start of the semester or contact the office of the registrar. Check specific dates via the Academic Calendar.
Internships
Internship opportunities for undergraduate students may be pursued for academic credit. All internships must be approved by the appropriate department chair. Students interested in internship opportunities must consult the director of the career development center for procedures and forms to be utilized.
Auditing Of Courses
Students in good academic standing may audit courses, i.e. register courses for non-credit. Students may register a course as audit, or change from audit to credit, or vice-versa, only during the drop/add period the first week of classes. No academic credit is granted for audited courses, and on successful completion a grade of "AU" (audit) is recorded on the transcript. For undergraduate courses, auditors must fulfill course requirements except for the final examination; For graduate courses, audit requirements are determined by the instructor. At both levels, failure to satisfy the course requirements for auditing is a ground for removal of the audited course from the student's record.
Student Academic Responsibility
Student Responsibility
Students are responsible to be aware of courses and credits they earn, and to monitor courses and credits they need to complete their degrees. They are also responsible to know and follow university policies and procedures that guide registration and their academic progress. These are available in the university catalog and are updated regularly in the schedule of classes published for each registration period. Undergraduate students are periodically reminded of these matters by the academic advising office and through meetings with their faculty, departmental, and class advisors. Students receive a copy of their advising record at their orientation and another at the time they apply for a major. Students easily monitor their progress by recording courses when they register and when they receive grade reports.
Course Selection
Course selection is important because when the enrollment limit is reached for a class, it is closed and other students cannot register for it. Students need to plan their course selections carefully after reviewing the requirements for their major (and prerequisites), their general education courses, and the balance of credits from free electives. University policies for completing degrees in a timely fashion, including the full-time tuition course-allowance, are to be followed. If a student's registration is affected by concerns such as work schedules, athletics, health concerns, internships and the like, be aware that options are limited to open courses and sections. Students finalize their class schedules when they register.
Academic Progress
Students are responsible to be proactive when selecting courses in consultation with their faculty or departmental advisor in order to complete their degree requirements. Baccalaureate degrees require a minimum of 120 credits. Students who plan to complete their degree in four years/eight semesters must earn an average of 15 credits per semester. When students vary from this rate, in order to graduate in four years, they need to make up the difference with summer school or a maximum of three courses at another institution to be received in transfer at Salve Regina. Otherwise, they will need additional time at Salve Regina beyond four years. Get more information on policy related to academic progress and evaluation.
Registration Schedule & Course Availability
Students register based on class standing, that is, by the number of completed credits, not the number of years in attendance. Therefore students with higher class standing have higher registration priority with greater course availability provided, of course, that they register at their scheduled time. Freshmen, however, still have a wide variety of course options at their level. Within classes, the alphabetical order for registration changes each semester.
Athletes and Registration
Regular registration guidelines apply to all students. The university attempts to accommodate athletes' class schedules to avoid classes that may conflict with practice times when possible. However, there is no guarantee that all conflicts with practice times can be resolved.
Registration Holds
In order to register, all students must have clearance from the business office, financial aid, health services, and academic advising. Students who have a "hold" placed by one of these offices are notified by mail in advance, so they may make arrangements to remove the hold prior to the scheduled registration period. In the event that a hold is removed later, students are limited only to courses and sections where enrollment availability exists. Removal of a hold does not change the policy that prevents students from registering for closed courses. Other students may have already been closed out of the same courses. The importance of removing holds prior to scheduled registration is critical. Being unable to register for a course could have an impact on one's graduation date.
Last Day to Register: Class Attendance
After the last date to change semester registration, students may not add classes or register. Students who are not registered by this deadline may not attend classes. See the academic calendar for specific dates. Students are responsible to make up any work missed when they begin attending a course after its first meeting.
Change of Registration & Dropping and Adding Courses
The academic advising office reminds all undergraduates that the first few days of each semester (see the academic calendar for specific dates) allow for a change of schedule only when mitigating circumstances have developed after the initial registration. Registration options include only those courses where space is still available. An instructor's permission does not guarantee entry into courses: all drop/adds must be approved by the class advisor in the academic advising office (McAuley Hall). University policy requires other considerations, among which are other open sections, other required courses or free elective courses, and other applicable possibilities.
Transcript Requests
All transcript requests need to use the official transcript request form. Issues related to privacy mean we are not able to accept email transcript requests. Mail, fax, or deliver the form in person to the office of the registrar of Salve Regina University, 100 Ochre Point Avenue, Newport, RI 02840 (fax number (401) 341-2996.)
Transcript requests must be personally signed by the student.
Steps to complete a transcript request:
1.) Complete the transcript request form, available online.
2.) Send form to Registrar
via US Postal Service
- Include check for payment or
- Make credit card payment online
via FAX
- Make credit card payment online
Submit to Office of the Registrar, McAuley Hall 205
- Cash or Check
Official transcripts are processed within 5 to 6 working days and cost $5 for each copy, or $10 per copy for 48-hour service via USPS or fax. If special handling is needed, contact the Registrar's Office at 401-341-2943.
Online Transcript Request Payment Form (HTTPS)
Download a Transcript Request Form (PDF 118kb).
Transcript Copies - Other Schools
Student academic transcripts and other documents received from other institutions are the property of Salve Regina University and under the control of the registrar's office. Under the Family Education Rights and Privacy Act of 1974, as amended (FERPA), all students have the right to view documents in their file, but the university is not required to provide copies nor allow students to make copies.
To obtain copies of transcripts and source documents such as test scores from other institutions, students must contact the originator of those records, because the university does not copy transcripts of other schools for student use. Students should contact the registrar of the original institutions directly. Following FERPA regulations that protect the privacy of students, most schools require transcript requests to be written and signed by the student, and most require financial obligations to be satisfied before providing transcripts. Transcript fees vary; anyone requesting such manuscripts may want to telephone beforehand to find out the current rate at each school.
Veterans' Benefits
Salve Regina University is approved for veterans benefits. Contact your local V.A. office or phone (888) GI-BILL (888-442-4551) for assistance. Enrollment certification forms are processed in the office of the registrar, McAuley Hall 205.
Voter Registration
The Higher Education Act (Amendments of 1998) requires the university to make a good faith effort to distribute voter registration forms to all enrolled students.
It is widely recognized that, unfortunately, the United States has the lowest voter participation rate of all of the major democracies in the world, but studies show that registering voters is the key to increasing turnout. It is important that you exercise your right to vote.
Students are strongly encouraged to connect online with the Federal Election Commission, National Mail Voter Registration information. Students who wish to register to vote may simply click on the state name and review voter eligibility requirements.
Some states, including Rhode Island, do not currently accept computer printout copies of the voter registration forms. Residents of Rhode Island need to contact the state election official at the address listed at the bottom of the online state instructions page, or as follows:
- Federal Election Commission
Rhode Island State Board of Elections
50 Branch Avenue
Providence, RI 02904-2790
Office: (401) 222-2345
Website
Withdrawals & Refunds
Undergraduate Withdrawal from a Course
To withdraw from a course after the drop deadline, report to the office of the registrar (McAuley Hall, second floor) to obtain a Course Withdrawal Form. Complete the form, obtain the instructor's signature, bring form to the class advisor in the academic advising office for approval, and deliver it to the office of the registrar. Time is of the essence, both for tuition refunds and for "W" grades which do not negatively affect the GPA. The deadline for withdrawing from a course without penalty of failure is published in the academic calendar. Contact the office of academic advising as soon as you decide to stop attending. If your withdrawal means your credit load is reduced below full-time status, pro-rated refunds are available according to the published schedule. Refunds apply to tuition only; fees are non-refundable. See refund policy details.
Graduate Students Withdrawal from a Course
To withdraw from a course after the drop deadline, provide written notice to the Office of Graduate Studies located at 51 Shepard Ave. Time is of the essence for tuition refunds. Deliver your notice in person, by mail, by fax to (401) 341-2973 or e-mail graduate_studies@salve.edu. Do this as soon as you decide to stop attending, because refunds are based on the date written notice of withdrawal is received by the Office of Graduate Studies. Pro-rated refunds are available according to the published schedule. Refunds apply to tuition only; fees are non-refundable. Click here for refund policy. Graduate extension courses have a separate refund policy; contact the graduate extension office for details at (800) 637-0002 or e-mail sruext@salve.edu.
Withdrawal from the University
Students who wish to withdraw from the university during a semester or at the end of a semester must do so officially by completing a Withdrawal Form and Exit Interview. Undergraduate students withdraw through the academic advising office. Graduate students withdraw through the graduate studies office. Time is of the essence for pro-rated refunds of tuition and board fees; it is important to complete and submit the form as soon as the decision to withdraw is made. See refund policy details. Students who receive financial aid must arrange for an exit interview with the director of financial aid. financial aid awards are adjusted accordingly for the withdrawing student. The university may initiate a student's withdrawal when the student has not registered for two consecutive semesters without securing a leave of absence.
Leave of Absence
Students who have a valid reason for not registering for the subsequent semester may request a leave of absence from their class advisor. When a leave is granted, students maintain active status with the payment of a maintenance of matriculation fee. A second leave of absence may be requested. Normally, only two semesters are granted. The university may initiate a student's withdrawal when the student has not registered for two consecutive semesters without securing a leave of absence.