Skip to table of contents

Skip to main content

The University of Oklahoma Health Sciences Center Student Handbook 2018-2019

3.6 - Enrollment

3.6.1 - Auditing Courses

Audit enrollment is non-credit bearing and is used by students who want to take a class for information, not to count toward a degree.  Students enrolling as an auditor must meet guidelines as outlined below:

  1. Enrollment as an auditor is permitted in all courses, subject to the approval of the instructor(s) and the dean of the college in which the course(s) is offered.
  2. Initial enrollment as an auditor must be completed by the last day permitted for late enrollment for credit in any semester or term.
  3. Enrollment as an auditor is indicated with an “AU” or “W” grade on the student’s permanent academic record and no credit/clock hour value is designated.
  4. A change of enrollment from audit to credit may be made, provided the change is made no later than the end of the second week of classes in a regular semester or the first week of classes in a summer term with the instructor and college dean approval.
  5. A change of enrollment from credit to audit may be made during the first 10 weeks of classes in a semester or five (5) weeks of classes in a summer term, provided the student is passing in the course at the time the change is processed, and provided the student has received approval from the instructor.  A change of enrollment processed during the first 10 weeks of a semester or five (5) weeks of a summer term requires a report of progress from the student’s instructor.  A change of enrollment to audit supersedes the original enrollment for credit, and no withdrawal from the credit enrollment is posted on the student’s academic record.
  6. Fee charges and refund policies for audit enrollments are the same as for credit enrollments.  A student enrolled “exclusively” as an auditor may withdraw only during the fee refund period and the enrollment will be cancelled.  No entry will be made on the permanent academic record.

3.6.2 - Enrollment Changes (Cancellation, Add, Drop, and Withdrawal)

CANCELLATION PROCEDURE:

Registration may be cancelled at any time before the scheduled first day of classes without financial obligation to the University.  Students who have received a financial aid disbursement for the term for which they are cancelling should contact the Bursar’s Office.  Financial Aid received will be due back to the University so it may be returned to the lender when enrollments are cancelled at 100%.

ADD/DROP PROCEDURE:

After a student has completed an initial registration for a particular term, he/she will be permitted to add new course(s) or drop course(s) with the approval of the instructor and dean of the college when required.  The final date to process an initial enrollment falls on the last day of the first week of classes (third day of a summer session).

A student may add course(s) through the fifth day of a regular semester or the third day of an eight-week summer session. A student who drops course(s) during the first two weeks of classes (first week of a summer session) receives no grade.

Undergraduate students:  From the third week (second week of a summer session) through the twelfth week (sixth week of a summer session), any student who drops a course will receive an automatic grade of “W.”  “W” (meaning withdrawal) is a neutral grade given to a student who drops a course with a passing grade.  From the thirteenth week (seventh week of a summer session) through the end of classes, any student who drops a course will receive a grade of “W” or “F” assigned by the instructor.

Graduate and Professional students:  From the third week (second week of a summer session) through the tenth week (fifth week of a summer session), any student who drops a course will receive an automatic grade of “W.”  From the eleventh week through the end of classes, any student who drops a courses will receive a grade of “W” or “F” assigned by the instructor.

After the tenth week (fifth week of a summer session) for Graduate and Professional students and twelfth week (sixth week of a summer session) for Undergraduate students through the remainder of the term, drops are not permitted except by direct petition to the dean of the college in which the student is enrolled.  The student who drops with permission of the dean will receive a final grade of “W” or “F” at the discretion of the instructor.

A student may not drop any course in which a violation of academic integrity is pending against the student.

International students need to consult with an Admissions and Records Immigration Advisor before dropping courses or withdrawing for the semester.  Dropping below full-time can put a student’s visa status in jeopardy. 

VA students need to notify the Admissions and Records VA Coordinator of any course changes for the semester to see what courses of action are necessary to avoid an overpayment of VA Benefits.  

WITHDRAWAL:

A withdrawal may be processed during the first two weeks of a regular term or first week of a summer term without financial obligation to the University. Withdrawing from the Health Sciences Center refers to dropping all enrolled courses for a given term.  Students who have received a financial aid disbursement for the term from which they are withdrawing should contact the Bursar’s Office.  Financial Aid received will be due back to the University so it may be returned to the lender when enrollment is withdrawn at 100%.

Withdrawal from classes after the first two weeks of a fall or spring term or the first week of a summer term does not relieve students of their financial obligation to the University, and these students will be charged 100% of the tuition and fees due the University.  Students who have received a financial aid disbursement for the term from which they are withdrawing may be required to return a portion of their financial aid in accordance with federal regulations.  Students should contact either the Financial Aid Office or the Bursar’s Office for assistance.

Students withdrawing after classes begin should initiate their withdrawal by meeting with their Student Academic Affairs official. Graduate students should initially contact their department, and special students or auditors should contact the Office of Admissions and Records. Students receiving financial aid will be required to obtain the Financial Aid Office’s approval before processing the withdrawal. 

VA students will adhere to the above refund policy in accordance with the University and Oklahoma State Regents Policies.  Students need to notify the Admissions and Records VA Coordinator of any course changes for the semester to see what courses of action are necessary to avoid an overpayment of VA Benefits.

Add/Drop/Withdrawal Forms/Cancellation Forms

See official University Academic Calendar for specific add/drop/withdrawal/cancellation dates.  For assistance, please contact your College or the Office of Admissions and Records at (405) 271-2359.

3.6.3 - Enrollment Holds

Students with an enrollment hold will not be permitted to enroll until the hold is released. The student should contact the department that placed the enrollment hold. There is a $50 late enrollment fee assessed for all enrollments completed after 5 p.m. on the last day of open enrollment.

3.6.4 - Enrollment Instructions

Enrollment forms and class schedules are in departmental offices and on the Admissions & Records website.  Students should report to their departmental office to begin enrollment unless notified of more specific instructions. GRADUATE UNCLASSIFIED students should report to the Graduate College office to begin enrollment. Students enrolling as "SPECIAL" or "AUDITORS" must report to the College for admission and to begin enrollment.

A student who enrolls in a course without proper approval or who does not observe course prerequisites will be withdrawn from the course and refunded fees according to University policy. Refer to the college catalog, the offering department, or the Office of Admissions and Records for information concerning permission and prerequisites.

PLEASE NOTE! Students attempting to enroll as a Special Student after 5 p.m. on the last day of open enrollment are considered late; therefore, a $50 late enrollment fee is assessed to the student.

For assistance, please contact your College or the Office of Admissions and Records at (405) 271-2359.

3.6.5 - Full-Time Enrollment

To be considered full-time, an undergraduate student must be enrolled in at least twelve (12) or more credit hours in a fall or spring semester; at least six (6) or more credit hours in a summer session.  Undergraduate students enrolled in at least nine (9) hours in a fall or spring semester will be considered three-fourth time.  Students enrolled in at least six (6) hours in a fall or spring semester or three (3) hours in a summer session will be considered half-time.  Undergraduate students who need federal student aid must enroll in six (6) credit hours for a summer session.

Full-time enrollment for a graduate student is (9) nine or more credit hours during the fall and spring semesters; (4) four or more credit hours during a summer session.  Students enrolled in at least (5) five credit hours in a fall and spring semester or (2) two hours in a summer session will be considered half-time, as defined by the Internal Revenue Service.  

A graduate assistant holding a 0.50 FTE appointment will be required to enroll in at least six (6) credit hours during the fall and spring semester and at least three (3) credit hours for a summer session to be classified as a full-time student in the Graduate College (section 2.9).  Students appointed to graduate assistantships should note the special rules applying to them in the Graduate Bulletin.  Students may not carry more than sixteen (16) hours per semester for graduate credit or more than nine (9) semester hours per summer session without the permission of the Graduate College Dean.

Many professional programs (i.e., dental, medical, physician assistant or associate, and pharmacy) require students to be enrolled full-time.  In the event these students are required to repeat one or more courses, the enrollment status will be determined on a percentage basis.  Professional students should contact their colleges for full-time requirements.

The term "enrolled" does not include exempt or audit hours, credit earned through correspondence, or credit by advanced standing examinations.

3.6.6 - Full-Time Enrollment for Graduate Research Assistants

Students enrolled in the Graduate College seeking an MS or PhD degree may be appointed as a graduate assistant by the Graduate College.  Most graduate assistants on the OUHSC campus are employed as graduate research assistants.

Guidelines for employment as a graduate assistant are listed on the Graduate College website.

3.6.7 - Intercampus Enrollment

Health Sciences Center Student Enrolling in Norman Campus Courses

To enroll in Norman campus courses, Health Sciences Center (HSC) students must receive permission from their HSC College. The HSC College will contact the HSC Office of Admissions and Records in order to process the Norman campus enrollment.

All Norman Intercampus enrollments--adding, dropping, cancelling, or withdrawing from courses--must be processed by the HSC Office of Admissions and Records. HSC students should not use the Norman Online enrollment system to process Norman enrollment.

Norman campus will bill for all tuition and fees that are to be paid to the OU Bursar, located in Buchanan Hall. The HSC Bursar will bill for all tuition and fees that are to be paid to the HSC Bursar, Service Center Building, Room 118, 1100 N. Lindsey, Oklahoma City.  Norman campus courses will be listed on the HSC student's transcript.

Financial Aid for eligible students is awarded at his/her HOME institution (with the exception of students in pursuit of a JD/dual degree), students must choose a HOME institution at the time of being admitted to both degree programs, and that HOME institution cannot be changed while the student is active in both degree programs.  The selected HOME institution will be responsible for processing all financial aid.  While tuition and fees are assessed at both campuses for enrollment at each campus, it is the student’s responsibility to ensure that those charges are paid, whether financial aid is received or not.

Norman Campus Students Enrolling in Health Sciences Center Courses
Since all courses at the HSC require special permission, Norman campus students are advised to secure that permission from the HSC instructor before beginning the enrollment process. Once permission has been obtained, Norman campus students should contact the Office of Academic Records and Enrollment Services, Buchanan Hall, 1000 Asp Ave., Norman campus. All tuition and fees are paid to the HSC campus Bursar's Office, Service Center Building, Room 118, 1100 N. Lindsey, Oklahoma City. HSC courses will be listed on the Norman campus student's transcript. For further information, contact the OU Norman Ofice of Academic Records and Enrollment Services at (405) 325-4147.

3.6.8 - Late Registration

After 5 p.m. on the last day of regular enrollment, enrollment will be considered late; therefore, a $50 late enrollment fee will be assessed to the student. A student is permitted to enroll during the first week of a regular semester or the third day of a summer session but will be required to pay a late registration fee.

No student will be permitted to register or, if already registered, to add a new course to a schedule after the second week of classes in the fall and spring semester or after the first week of classes in a summer session.

Return to top