Registration & Enrollment

Registration

We strongly believe that student success in college depends upon a partnership: C of I faculty advisors play a large role in guiding students through academic programs and requirements. But students, ultimately, are responsible for knowing the requirements and monitoring their own progress. Thus, the first step in registering for classes is consulting with one's academic advisor. Next, the advisor grants approval to register, and the student signs up for classes through the online WebAdvisor system. Closed or permission-only classes required signed add/drop paper forms, available in the Registrar's Office or online at the Registrar's site. All Business or Administrative holds must be removed before a student may register. Students should verify that they are correctly registered by viewing their schedule through WebAdvisor.

Enrollment

Enrollment is the process of registering for courses, and confirming arrangements for payment with the Business Office.

To complete enrollment, the student must be registered full-time for the semester and either be paid in full for the semester or on a payment plan through Tuition Management Services, by August 15 (December 15 for Winter/Spring Semester).

Failure to make satisfactory payment arrangements will result in expulsion from classes and charges calculated according to the refund rate for withdrawal (see Cost of Attendance).

Normal Load and Overload

A normal load for undergraduate students is from 12 to 16 credits in the Fall and Spring semesters, and from 3 to 5 credits in the winter semester. Financial-aid eligibility often requires that a student maintain full-time status, which means that a student be registered for at least 12 credits during the fall semester and at least 12 credits combined from the winter semester and spring semester. Varsity athletes, international students, and recipients of Veteran's benefits typically must register for at least 12 credits in the fall, 3 credits in winter, and 12 credits in the spring. Higher loads are permitted in fall and spring, but not in winter, with signed permission from the major advisor, for students with a cumulative GPA of 3.50 or higher and no outstanding grades of Incomplete. Overloads may not exceed 18 credits in the fall and spring, or 5 credits in winter. Students who have accrued 90 or more credits and have a graduation application on file in the Registrar's Office are exempt from fall and spring limitations.

Class Attendance

A C of I education is participatory, not passive. All students are expected to regularly attend classes and laboratories in which they are enrolled. A student who is absent without explanation from a course for the first three hours of a semester may be dropped from the course at the instructor's request, particularly if a course has a waiting list. The College issues no excuses for absence. Absences of students representing the College away from the campus are considered “approved absences” and are so reported to the Student Affairs Office. Students absent for one or more days should report to their instructors or to the Student Affairs Office upon return for advice about making up work. When an absence can be foreseen, the instructor should be consulted in advance.

Auditing and Non-credit Instruction

Students have the option to attend classes not included in their program but must seek permission of the instructor and enroll as auditors. Auditors are listeners and may not participate in a class in any way. The instructor may require certain standards of attendance and conduct and may cancel the registration of any auditor who does not meet the prescribed standards. An auditor who is absent without explanation for a period of three weeks in the fall and spring semesters or seven consecutive days in the winter semester is dropped from the course by the instructor. In such cases, the course does not appear on the student's record. The auditor may change registration and receive credit provided this change is made before the end of the time allowed for adding courses and all necessary tuition is paid. Courses audited do not count as part of the student's load for veterans' benefits. A grade of “AU” is recorded for audited courses.

Students may participate in a course without receiving credit with the permission of the instructor, provided they register for non-credit instruction and pay all necessary tuition. The registrant has full claim on the time of the instructor and may participate in all class activities. The instructor may require the non-credit student to participate as fully in the class as the students registered for credit. If the instructor believes the non-credit student is not meeting prescribed obligations, the student's registration may be canceled. A non-credit student who is absent without explanation for a period of three weeks in the fall or spring semesters or seven consecutive days in the winter semester will be dropped from the course by the instructor, and a withdrawal will be noted on the student's record. The student may change registration from non-credit to credit before the end of the time allowed for adding courses. A grade of “NC” is recorded for non-credit courses.

Withdrawal from Courses

Students may, in consultation with their academic advisor, drop any course until the close of registration. The course does not appear on the student's record. Students should refer to the Academic Calendar for specific dates each semester.

Under certain circumstances, an instructor, the Vice President for Academic Affairs, or the Dean of Students, in consultation with the Registrar, may administratively withdraw a student from a course. In such a case a mark of WA will appear on the transcript.

A student may withdraw from any course until the last day to elect pass/fail or withdraw from a class, but the course appears on the record with a mark of W. Students should refer to the Academic Calendar for specific dates each semester. After the last day to elect pass/fail or withdraw from a class, a student who ceases to attend class is assigned the grade they have earned. Merely ceasing to attend class does not constitute withdrawal, and failure to follow prescribed withdrawal procedures may result in a grade of F.

First-Year Student Rule

Those students who have earned less than 28 credits have the option to drop a course from the last day to withdraw from semester courses up until the last day of class. A grade of W will appear on the student's record. Students should refer to the Academic Calendar for specific dates each semester.

Withdrawal from the College

A student who must withdraw completely from the College should initiate action with the Dean of Students. Grades of W, WA, or F are assigned in accordance with the policies set forth under Withdrawal from Courses. In some cases, if sufficient work has been completed and extenuating circumstances are established, it may be possible to arrange for grades of Incomplete. (See regulations on Incomplete Grades.) Students having questions or needing assistance should contact the Dean of Students or Registrar's Office.

Leave of Absence

Voluntary Leave of Absence

Ordinarily, the college expects full-time students to complete the bachelor's degree in four academic years. However, at times family, medical, personal, or financial emergencies arise that may interrupt one's studies. Students who must leave the College for a short time but who intend to return to their studies may apply for a Leave of Absence for up to four consecutive semesters. The Leave of Absence form is initiated with the Dean of Students and must be filed in the Registrar's Office by the end of the open registration period at the start of the semester (includes Winter semester) in which the leave is to take effect. The Dean of Students may grant a voluntary medical leave of absence during a semester or session, so long as appropriate medical documentation is provided.

Students receiving financial aid are advised to consult the Director of Student Financial Aid before applying for leave of absence to ensure their awards are not jeopardized. Students returning to The College of Idaho within the appropriate time frame may have institutional financial aid amounts renewed provided that the Student Financial Aid Office receives a financial aid application before the posted deadline for that semester. Institutional awards will be determined on GPA and full-time enrollment; federal awards will be calculated per completed FAFSA.

To be eligible for a leave of absence, a student must have completed at least one semester or semester of enrollment and have no outstanding balance on his/her account.

Involuntary Medical Leave of Absence

The college may require a student to take a medical leave of absence in certain circumstances when the student's health may be adversely impacted or the community may be adversely impacted by the student's continued presence on campus. This policy describes how these leaves of absence can be issued and appealed.

The Dean of Students or designee may issue Required Medical Leaves of Absence. A Required Medical Leave of Absence may be issued if a student:

  • Is engaging in, or is threatening to engage in, behavior that poses a significant danger of causing substantial harm to the health, safety or welfare of the student or others; or
  • The student's behavior has resulted in substantial harm to the health, safety, or welfare of the student, or others and the behavior continues, or there is a risk the behavior will continue, posing a significant danger of causing substantial harm to the health, safety, or welfare of the student or others; or
  • The student's behavior has resulted in significant disruption of the teaching, learning or administrative activities of other members of the campus community and the behavior continues, or there is a risk the behavior will continue, with the likely result of such behavior substantially impeding the education processes or proper activities or functions of the college and its personnel.

Before issuing a Required Medical Leave of Absence, the Dean of Students or designee will, when possible:

  • Consult with others who can provide relevant information about the student's condition, and
  • Provide the student an opportunity to present information about his or her circumstances. If the student is unable or unwilling to meet with the Dean in a timely manner, the student's opportunity to provide information is waived.

The Dean or designee will issue a Required Medical Leave of Absence in writing (email to the student's College of Idaho address and hardcopy to student's campus mailbox) to the student. The written notice will include:

  • The effective date of the leave.
  • The reasons for requiring the leave.
  • The conditions for re-enrollment.
  • Any restrictions imposed on the student's access to the campus or college-sponsored activities.

A student wishing to return from a Required Medical Leave of Absence must:

  • Notify the Dean of Students of desire to return.
  • Document fulfillment of all conditions placed on re-enrollment.
  • Meet all other admission and enrollment requirements of the college.

The Dean will notify the student in writing of the decision to approve or deny returning to campus and/or re-enrollment.