Office of the Registrar

Registration Policies

General Guidelines

Students register for courses via an online electronic system, using Banner. Banner Web registration will be available 24 hours a day, seven days a week. In-person registration will take place in the Rodman Hall, Room 205 or 206, during normal business hours. Changes in registration (e.g., adding/dropping a course, withdrawing from a course) are also processed in Rodman Hall, Room 205 or 206.

For freshman and transfer students, registration is carried out as part of the orientation program. For students currently attending John Carroll, early registration for the following semester begins approximately six weeks prior to the close of the fall and spring semesters.

Students may not register late (i.e., once the term has started) without permission from the appropriate dean, and then only for serious reasons. Students will not be given permission to register or enter classes one calendar week from the formal beginning of the semester. Changes in enrollment or registration after initial registration for classes will be permitted only through the formal procedure prescribed by the Office of the Registrar. This applies to courses added, dropped, or changed. No courses may be added after the first week of class.

Withdrawal from a course or change from credit to audit status may be made up to a date specified each semester by the college or school concerned. Change of registration status will not be permitted during the last two weeks of class. Freshmen (those with fewer than 25 hours) must have the approval of their academic advisor.

Note: If students have questions about particular regulations, they should contact their academic dean’s office for clarification.

Priority Registration

In-person priority registration will take place in the Rodman Hall, Room 205 or 206. Dates and times for registration are assigned according to the number of semester hours completed at John Carroll University plus transfer credit. Courses in progress this semester are not counted. Where students have zero hours completed, priority for registration is randomly assigned.

The Registrar’s Office would like your registration to proceed as smoothly as possible. In order to accomplish this, you are reminded that:

  • More than a nominal balance on your student account will prevent your registration; please resolve any financial problems with the Bursar’s Office before you attempt to register.
  • Urging your Academic Advisor to include several alternate courses on your APR will alleviate potential problems that may occur as courses begin to close.
  • Having all of the information requested on the APR form filled in will expedite your registration.
  • To make certain that all section numbers are clearly written on the APR form.
  • Picture ID’s are required. (If you are registering in person, you will need to present a validated JCU ID card or a driver’s license.)

Refund Policy

Fall and Spring Semesters
The following percentages of the charge for tuition will be refunded or credited against a balance due:

  • Within course change week – 100%
  • Within the second week of class – 67%
  • Within the third week of class – 33%

These withdrawal allowances are granted only after the student has formally withdrawn. For those students who completely withdraw from the University and are recipients of Federal Title IV funds, please review the Refund and Repayment Policy.

Summer Sessions
The following percentages of the charge for tuition will be refunded or credited against a balance due:

  • Withdrawal on or before day of second scheduled meeting of class – 100%
  • Withdrawal on days of third through the fifth scheduled meeting of class – 50%
  • Withdrawal after the fifth meeting of class - 0%

These withdrawal allowances are granted only after the student has formally withdrawn.

Enrollment Status

The normal course load for full-time students is 15 to 18 hours per week, but will vary with students’ curriculum and scholarship record. Additional tuition is charged for a course load of more than 18 hours. Permission to carry excess hours (more than 18) requires, among other considerations, at least a 3.0 average in the previous semester, and permission of the academic dean. The minimum course load for full-time students is 12 hours. Students on academic probation are required to take a reduced schedule (normally 12 semester hours in full-time programs) while their probation lasts.

Registration Error Codes

Error Message
Received
Meaning of Error
Person to Contact
Type of Override
Card Needed
INSTRUCTOR
DEPT CHAIR
Permission requiredInstructor or Dept. Chair
as indicated
Permission Card
CORQ_REQMust register for
corequisite course or get corequisiste override
Department ChairPrerequisite or
Corequisite Card
CLOSED SECTIONSeat capacity has been
filled
Boler School of Business courses: Assistant Dean Arts & Sciences courses: Dept. ChairForce Card
TIME CONFLICT
WITH xxxxx
Time conflict between two coursesInstructorWritten Permission
from Instructor
REPEAT COUNT EXCEEDS 0A course with this same number was previously takenSubmit Academic Petition to request repeat, or in the case of special topics courses, contact the Registrar's Office for repeat overrideApproved Academic Petition
PREREQUISITE AND TEST SCORE ERRORA prerequisite course is neededDepartment ChairPrerequisite or
Corequisite Card
CLASS RESTRICTIONRegistration for this course is limited to a certain class of students (i.e. Seniors)Department ChairWritten Permission
from Chair
FIELD OF STUDY RESTRICTIONRegistration for this course is limited to students declared with a certain major, minor, or concentrationDepartment ChairWritten Permission
from Chair

Note: Permission, prerequisite, and corequisite cards may be obtained and processed in Rodman 205 and 206 prior to registration.

Prerequisites

All course prerequisites, as indicated in the schedule of classes booklet and current John Carroll University Undergraduate and Graduate Bulletins, must be satisfied. Any student who has been given permission to have a specific prerequisite waived must present a Waiver of Prerequisite form at registration. This form may be acquired in the dean’s office for Boler School of Business courses. For College of Arts and Sciences courses, students may obtain the form from the departmental chairperson or the course instructor.

Transfer Credit

Before enrolling in classes at another college, students will ordinarily first consult with their advisor. Then they must obtain permission from the appropriate dean at the home institution and complete a Student Transient Petition Form. Once a student’s petition has been approved and the classes have been completed, the Office of The Registrar will evaluate the coursework upon receipt of the student’s official transcript from the host institution. The host institution must mail this official transcript directly to the Office of The Registrar. Walk-in transcripts will NOT be accepted. A Transfer Credit Evaluation Form will then be emailed to the student. A grade C or better is required for transfer of credit. In such cases, only the credits are transferred; the grades received do not affect the student’s quality-point average at John Carroll.

Students who enter John Carroll from Fall 2012 onward are subject to a limit on the number of transient credits that they can count for Core credits. These students can apply no more than 18 credits from other institutions toward the Core requirements after they have matriculated at John Carroll. No more than two special designations (D, S, R, W) may be transferred in to fulfull Core requirements.

Course Withdrawal

Non-attendance does not constitute an Official Withdrawal.

Undergraduate Students

  • Withdrawal procedure is as formal as registration procedure.
  • Students are considered in attendance until they have completed all prescribed withdrawal procedures. Freshmen who wish to withdraw at any time, including the first week, must first discuss this action with their advisor, or the Associate Dean of the College of Arts and Sciences for Academic Advising.
  • Before course change week ends (the first week of class), students may withdraw from classes using Banner. Withdrawals during the first week of class leave no indication of the course on the student’s transcript.
  • After course change week ends, students must carry out proper withdrawal procedures personally in Rodman Hall, Room 205 or 206. For withdrawals between the 2nd and 12th week of the regular semester, a W appears on the transcript; this is the time of “withdrawal without prejudice.”
  • No withdrawals are permitted after the 12th week. Students withdrawing at any time without following proper procedures automatically receive a WF, which is considered a failing grade and is computed in the cumulative average.
  • Final dates for the above periods are indicated in the academic calendar.

Graduate Students

  • Withdrawal from a course or from the University involves a procedure as formal as that of registration.
  • Before course change week ends (the first week of class), students may withdraw from classes using Banner. Withdrawals during the first week of class leave no indication of the course on the student’s transcript.
  • After course change week ends, students must carry out proper withdrawal procedures personally in Rodman Hall, Room 205 or 206. For withdrawals between the 2nd and 12th week of the regular semester, a W appears on the transcript; this is the time of “withdrawal without prejudice.”
  • No withdrawals are permitted after the 12th week. Students withdrawing at any time without following proper procedures automatically receive a WF, which is considered a failing grade and is computed in the cumulative average.
  • Final dates for the above periods are indicated in the academic calendar.
  • Notice to the instructor or continued absence from class does not constitute a withdrawal, and the only result from such action will be the assignment of the grade WF.
  • To safeguard his/her academic record, therefore, as well as to secure any refund, the student must follow the proper withdrawal procedures in Rodman Hall, Room 205 or 206.

Freshman Privilege

Freshman Privilege is intended to help students recover from choices related to their academic major that turned out not to match their real interests or talents. As a result, such students may have done poorly (D, F) in courses required by those intended programs. Yet they very often can be successful in a new and different major program.

Note: A petition for Freshman Privilege must be approved by the assistant dean of the College of Arts and Sciences and must be submitted before the student earns 40 credit hours.

To improve their chances of success, these students may petition the assistant dean—using the online Academic Petition—for the privilege of having such courses excluded from the calculation of their overall Quality Point Average (QPA). If granted, this exclusion is made on the assumption that the student will no longer pursue a major program in the same area. Thus, for example, the student would normally change from pursuing a major in science to one in liberal arts or business, or from attempting a major in business to one in science or in liberal arts. The student’s previous coursework is then re-evaluated, omitting the pertinent deficiency grade or grades and credit (if the course was passed) from inclusion in the QPA (note, however, that repeating the course or courses for which the privilege may have been granted will nullify the privilege, and restore the deficiency grade or grades in the student’s QPA). Courses for which the privilege has been granted remain listed on the student’s permanent record (transcript) with the designation FP.

In general, the following courses are not eligible for the Freshman Privilege:

  1. Those required for the completion of all undergraduate degrees, e.g., First-Year Seminar, CO 100, EN 103 or 111 or 114, EN 104, 112 or 116, courses in one of the languages, PL and TRS/RL courses required for completion of the University Core Curriculum;
  2. Those not required for the completion of any undergraduate degree, e.g., AR, CE, FA, MS, PE. Other courses normally taken for Core are also not eligible.

Incomplete Policy

The incomplete grade is decided between the student and instructor and approved by the appropriate dean. An extension may be granted for very serious reasons, usually medical. Work is to be completed within one month following the last normal examination date of the semester in which the grade is incurred. After this date, the grade of I converts to an F.

Pass/Fail Option

Students who have obtained sophomore status are permitted to take up to six courses on the Pass/Fail basis with the following restrictions:

  • The student may not register for more than one such P/F course per semester and may not use the P/F option for any course counted toward University core requirements or in a major sequence, optional minor, or concentration. Business majors may not use the P/F option for any of the business core courses.
  • Students wishing to take courses on the P/F basis must have an academic petition approved by the appropriate dean.
  • Students selecting the P/F option or change from the P/F option to regular grading registration should so indicate at the time of final registration or no later than the end of the second week of class. Any change in registration must be made formally in Rodman Hall, Room 205 or 206, once an academic petition has been approved by the appropriate dean.
  • Students selecting the P/F option must earn a grade of C or higher to be eligible for the Pass grade. Courses completed with the Pass grade (designated “CR” for credit) will not be included in the computation of the overall average. However, students who are registered for a course on the P/F basis but earn any grade below C will receive that grade and it will be included in the computation of the overall average.
  • Students planning to enter graduate or professional schools are reminded that in many schools their admission may be jeopardized by a substantial amount of P/F course work.

Course Repeat

Students may repeat only once a course in which they receive a C- or lower; the higher grade received will be counted in their cumulative GPA. The other grade will remain on the transcript but will not count toward the cumulative GPA, nor will it count for credit toward graduation. Repeated courses must be taken at John Carroll. Students must submit an online academic petition to their advisor and the dean.

Auditing

Students who audit a course do not receive credit toward graduation or a grade for the course, but the fact that they audited the course is recorded on the transcript. Such students must register for the course as “Audit” after obtaining permission from the appropriate dean and pay the same tuition as those who take the course for credit. Audit students are required to attend regularly; failure to do so can result in a grade of AW.

Change of registration from credit to audit status must be carried out through the Office of the Registrar during the first two weeks of the semester. Freshmen (those with fewer than 25 hours) must have the approval of their academic advisor and the associate or assistant dean. Graduate students must obtain written permission from the associate dean for graduate studies.

Cross Registration

Full-time students may register for one course per semester at any of the colleges and universities listed below who participate in a cross registration program with John Carroll University. This is an enrichment program, and courses eligible for cross registration are those normally not available at the home institution. Certain restrictions apply and approval must be granted by the associate dean of the college of arts and sciences for academic advising, or the assistant dean of the appropriate college, and the registrars at the home and host institutions. See your academic advisor for details.

Participating Colleges and Universities are:

  • Baldwin Wallace University
  • Case Western Reserve University
  • Cleveland Institute of Art
  • Cleveland Institute of Music
  • Cleveland State University
  • Cuyahoga Community College
  • Lakeland Community College
  • Notre Dame College of Ohio
  • Ursuline College