Advising and Registration Period
Web registration for continuing students is held twice yearly (late Fall and Spring terms), according to the schedule published by the Office Academic Services. Web Registration for new students is held during Registration and Orientation Weekends (ROWs). The procedures and guidelines detailed below will result in a smooth registration process.

Prior to each registration period, you will receive a Schedule of Classes, course registration forms, advising agreement forms, a list of all current advisees, and a list of advisees for whom you are the primary adviser with their "alternate PINs" (alternate Personal Identification Numbers used for registration purposes only). You should review your current copy of the Adviser Guide (distributed by the Office of Academic Services in the Spring), paying careful attention to the sections on General Education, Academic Policies and Procedures, Transfer Advising (when necessary), and those curriculum guides and suggested courses desired by your advisee. A supplement to the Adviser Guide also is sent an email as necessary. Please call the Office of Academic Services at Ext. 3208 if you have any questions pertaining to this information.

You should plan to meet with your advisees prior to each registration period in order to plan schedules. You are encouraged to extend your office hours during the period leading up to registration, and to send each advisee a note asking that he or she make an appointment. With Web Registration, it is critical that advisers and advisees take ample time to engage in productive discussions concerning the registration process, course scheduling, educational goals, and curricular issues and concerns.

Web Registration Process
Ultimately, students are responsible for their own course registration and will rely upon your assistance in the development of course schedules.

Student access to Web Registration will be through the use of an alternate PIN (an alternate Personal Identification Number for registration purposes only). The alternate PINs can be found on the list of your primary advisees. You will give the alternate PIN to the student ONLY after advising and course scheduling discussions have been completed. The release of this PIN is the equivalent of your signature indicating that the student has been advised. Because students will not necessarily be required to return to you if they need to make schedule changes, it is very important to ensure that your advising is comprehensive in that it covers General Education and degree requirements and specific alternates to courses planned for the student's schedule.

Previously, department chairpersons were responsible for granting permissions to enter closed classes. With Web Registration, course instructors give students permission to enter any course that may be closed, or courses with which there is a scheduling conflict, and also will override course prerequisites, when desired. See Registration Information for further information and instructions.

Registration Forms
While course instructors routinely will grant permission to enter courses directly on the Web, there may be times when it will not be possible for them to do so immediately. If for any reason instructors cannot grant permission on the Web in a timely manner, your advisees can use the Course Registration form for that purpose. The Course Registration form also may be used for the following purposes:

• to obtain an instructor's permission to enter a class in lieu of the instructor's granting the permission on the Web;
• to obtain instructors' permissions to take conflicting courses in lieu of the instructors' granting permissions on the Web;
• to obtain your signature for permission to carry a course overload; or
• to drop a class after the last day to drop a class.

In all of these cases, the student must take the form to the Office of Academic Services for processing.

The Advising Registration Agreement form may be used as a course schedule agreement. Although you always will have access to the student's schedule on the Web, you may wish to keep a record of the course schedule agreed upon by you and the advisee.

To access these forms, see Registration Forms.

Policy Information

Short Term Requirement
All students must complete three Short Term credits (or one for each two regular terms of enrollment for students enrolled for fewer than six regular terms). Short Term credits are earned through January course enrollment, generally. One of the required Short Term credits must be earned during the January following the first term of enrollment. In addition, one Short-Term credit can be earned in each of the following categories:

1. Courses listed in the study abroad offerings presented by Berea College faculty, or by the Kentucky Institute for International Studies (KIIS), and scheduled for the summer.

2. Undergraduate Research and Creative Projects Program (URCPP) scheduled for the summer. Students wishing to earn Short-Term credit for this experience will ask to be registered for UGR 010.

3. Courses scheduled for summer and arranged under the rubrics of Independent Studies (390A/490A), Team-Initiated Studies (390B/490B), or Internships (395/495).

Alternate Courses and Closed Classes
It is imperative that you work with your advisees to develop an understanding of curricular requirements and a meaningful list of alternate courses, indicating which alternates substitute for which courses (when the match is not apparent). Please also note that GSTR courses will have accurate limits set. Thus, registration for these classes should be quite smooth.

Permission to enter a closed basic mathematics class will be granted by Dollena Hawkins. Permission to enter all other closed classes — including GSTR classes — will be granted by the course instructor.

If students have exhausted all options for entering a GSTR class, and the class is required that term, a GSTR Closed Class Request form is available in the Student Service Center. This form will allow Academic Services staff to prioritize need and place students in closed classes in an equitable manner.

Course Conflicts
Students who wish to register for courses that conflict must secure the permission of the instructor of the course in which the student routinely will miss a portion of the class sessions. Please make certain that advisees follow this procedure so they do not feel frustrated during the registration period.

Student Course Load Policy and Procedures for Overloads
The minimum class load is three courses (including basics, but not including CNV 100). Students wishing to register for fewer than three courses must request permission for part-time student status. Such requests must be made to the Committee on Student Admissions and Academic Standings (SAAS Committee), on forms available at the Student Service Center.

The maximum regular class load is 4.5 courses (including basics, but not including CNV 100). Adviser-approved course overloads will not be acted upon during registration. Students requesting overloads must print out the Registration Form, complete the appropriate section and obtain the adviser’s signature of approval, then take the form to the Office of Academic Services. Students who do not have an overall GPA of 3.3 or higher — or who have not completed at least four full courses in the immediately preceding term with a GPA of 3.3 or higher — should be actively discouraged from requesting overloads (except possibly during their final two terms). Students will be registered for these extra classes after the close of the registration period. Note that course overloads do not require the approval of the Associate Provost.

Independent Studies, Team-Initiated Studies and Internships
Students automatically will be registered for Independent Studies and Team-Initiated Studies when the proposal is approved. Students may register for Internships only if they have the signature of the Coordinator of Internships and will need to register for those at the Office of Academic Services.

Special Approval and Prerequisites
Please note that, for certain courses, students must obtain special approval. This always will be noted under the PREREQUISITES column in the Schedule. Please make certain students secure the appropriate approvals before they attempt to register. Also, make certain that all prerequisites will have been completed in all classes for which students intend to register, because the Web Registration system will check prerequisites automatically. The instructor's permission (or "override" in Web Registration terms) will be required in order for a prerequisite to be waived.

Mathematics 010, 011, And 012; GSTR 203 and Quantitative Reasoning
Every student must complete the Basic Mathematics requirement prior to enrolling in a third regular term. Students who have not yet completed Basic Mathematics by the end of the Spring Term must enroll in and pass it during the Summer Term. Please note that students completing MAT 010 or MAT 011 with a grade of SC have completed the entire requirement, and need not register for MAT 012.

All students must complete GSTR 100 and GSTR 203 before the end of the first year in order to return for the second year. Please make certain that advisees having problems in GSTR 203 during their second term are aware that, if they fail the course, they will need to repeat it during the upcoming Summer Term.

All students must complete the Quantitative Reasoning requirement by the end of the sophomore year. Please make certain that students who are in violation of this guideline register for a Quantitative Reasoning course immediately.

Convocations
All students automatically will be enrolled in a .25-credit convocation course (CNV 100) during each of their regular terms of enrollment, with the exception of the final term of enrollment, for a maximum of eight such terms. Enrollment in this course is optional during the final term at Berea (or is prohibited if the student already has enrolled in this course for eight terms). You do not need to list this course on the registration form.

For each term of enrollment in CNV 100, the student will earn the grade of "CA" (which is calculated as an "A" in the GPA) for attending at least seven convocations. The grade of "CF" (which is calculated as an "F" in the GPA) will be awarded for attendance at fewer than seven convocations.

Note that CNV 100 does not count toward the minimum of three course credits and does not count as part of the maximum of four and a half course credits. If you have any questions concerning this information, or if you and/or your advisees have problems that arise during the advising period, please do not hesitate to contact the Office of Academic Services or the Student Service Center.