Policies & Procedures

Where can I find…

The Registrar’s Office?

We are located in 202 Palmer Hall, our office hours are Monday-Friday 8:30am- 5:00pm.
Phone: 901-843-3885
Fax: 901-843-3576
Email: registrar@rhodes.edu

Schedule of courses?

A current schedule of courses can be found on the College website at banweb.rhodes.edu.

College Catalogue?

A current college catalogue can be found on the College web site.

My mid-term/semester grades?

Mid-term and semester grades can found on BannerWeb. Your current Rhodes ID # and Banner Web PIN are required for access.

How do I…

Drop/add courses?

Drop/Add forms are available in the Registrar’s Office and on the forms page. During the first week of classes in each semester courses may be added or dropped from a student’s schedule if approved by the instructor.

Withdraw from a course?

Students withdrawing from a course the beginning of the 4th week and the end of the 9th week of a semester will receive either a grade of WP(withdrew passing) or WF(withdrew failing). Neither grade is computed in the student′s grade point average. Withdrawing from a course does not affect a student′s enrollment status. Therefore, if a student is enrolled in 13 hours and withdraws from a 3 hour course, they would still be considered a full time student. Withdraw forms are available in the Registrar’s Office and on the forms page. Both the instructor’s and adviser’s signature are required

Declare a major/minor?

Declaration of major and minor forms are available in the Registrar’s Office and on the forms page. Signatures of the previous adviser, current adviser and chair of the department are required. One copy of the declaration will be filed in the Registrar’s Office and another copy is filed with the department. Declaration of major form is due no later than the middle of the spring semester of the student’s sophomore year. Declaration of minor is due no later than the beginning of the fall semester of the senior year. See the Declaring a Major information sheet on the forms page.

Request an academic transcript?

Individuals can request transcripts 3 ways:

1. Written request by U.S. Mail
2. Written request by fax; our fax number is 901-843-3576
3. Complete transcript request form in Registrar’s Office or on the forms page.

We CANNOT take transcript requests over the phone and we CANNOT fax transcripts.

Information needed to process a transcript request:

Student’s full name, address, and a day time telephone number
If name has changed since attending Rhodes we will need their name while they attended Rhodes
Dates of attendance at Rhodes College
Social Security Number or Rhodes’s ID Number, if available
Number of transcripts requested
Complete name and address of where they need to be sent
SIGNATURE (most important requirement). We CANNOT process a transcript request without the individual’s signature.
Please mail all requests and fees to:

Processing Time:

It takes approximately 3-5 business to process a transcript request. All requests will be sent regular U.S mail unless otherwise requested. During busy times (beginning and end of semesters) it may take longer.
If a transcript needs to be sent immediately we can overnight (next business afternoon delivery) it via FEDERAL EXPRESS. See fee schedule below. Credit card payment or cash is required prior to all transactions. Please provide the following information on the request: Type of Credit Card, Credit Card Number, Expiration Date, and Name on Credit Card.
Transcript Fee Schedule: Free--Regular Transcript request, sent USPS or picked up in office. (Normal turn-around time is advertised as 3 days, but is usually 1 or 2 days except during busy times of registration, final grades, etc.)
$10.00 per transcript--Rush Transcript request, sent USPS or picked up in office. (Guaranteed same-day service)

$20.00 per address--Regular Transcript request, sent Federal Express or other overnight delivery.

$30.00 per address--Rush Transcript request, sent Federal Express or other overnight delivery. (Guaranteed same-day service)

Actual Cost plus $10--International Federal Express or other carrier delivery

Actual Cost plus $20--Rush Transcript request using International Federal Express or other carrier (Guaranteed same-day service)

Change my address/name?

Change of address forms are available in the Registrar’s Office. Address changes can also be sent via email to registrar@rhodes.edu. A request in writing is preferred; if a name change is requested, legal documentation is required, ie, social security card, birth certificate.

Get a letter of good standing/enrollment verification?

Request forms are available in the Registrar’s Office and on the forms page. Parents can also phone in requests. Letters can be faxed, mailed, or picked up.

Change academic advisers?

Request for change of academic adviser forms are available in the Registrar’s Office and on the forms page. If you are declaring your major, a separate form for change of adviser is not necessary.

Request transfer credit from another college?

Academic work transferred from another institution must have the work approved in advance by the appropriate academic department chairperson at Rhodes and by the Registrar. It is the responsibility of the student to ensure that an official transcript from the other institution is forwarded to the Registrar’s Office. See college catalogue for further guidelines.

Get a copy of my semester grades?

Duplicate copy of semester grades can be requested in the Registrar’s Office. Student’s signature is required before a copy can be made. Grades can be either mailed to student’s permanent address or picked up. They cannot be faxed.

Petition for a course overload/underload?

Petition request are available in the Registrar’s Office and on the forms page. An overload petition is required when a student wishes to take more than 17 hours in a semester. An underload petition is required when a student wishes to take less than 13 hours in a semester.

Take a class pass/fail?

Pass/Fail forms are available in the Registrar′s Office and on the forms page. A student may enroll in a class on a pass-fail basis with the permission of the instructor. No more than one course per semester with a maximum of six courses total are permitted under this program. The pass-fail form with the instructor’s signature must be returned to the Registrar’s Office during the first three weeks of class in a semester. The Pass/Fail option may not be used in courses taken to satisfy general degree requirements or courses taken to satisfy major or minor requirements.

What do I do if…

I missed the drop/add period?

In order to add a class after the drop/add period you must submit a Petition for Variance from Academic Regulations. In order to drop a class after the drop/add period you must submit a Request for Extended Drop. Once the Extended Drop period is over you will have to submit a Request to Withdraw from a class. These are available on the forms page.

I missed the withdraw period?

In order to withdraw from a class after the withdraw period you must submit a Petition to Late Withdraw. These requests go before the Standards and Standing Committee and are not guaranteed approval.

I need to take an incomplete in a class?

In order to receive an incomplete grade in a class you must submit a Conditional Grade Report. Conditional Grade Reports can be found in the Registrar′s Office and on the forms page. Once the class is completed and a final grade is computed, the instructor must assign a final grade on the Conditional Grade Report which is kept on file in the Registrar’s Office. See the Academic Calendar for deadlines on removing conditional grades. Test link (PDF)