 |
Office of the Registrar ~ FAQ
How to request a transcript:
Transcript requests must be in writing. There is an $8 fee per
transcript for either official or unofficial transcripts. This
may be paid by cash, check (made out to Coker College), or credit card
(MasterCard, Visa or American Express). Additional fees occur for
the faxing or express mailing of transcripts. ANY faxed transcript
is unofficial. Students will receive one free transcript. After
the initial transcript, all other transcripts will incur a fee. Every
transcript request must clear the Business Office in order to be processed. Any
hold on your account will prevent the processing of your transcript. Please
allow for 10 business days for the processing of your request. If
possible, the request will be processed sooner; however, our office asks
for 10 business days to process the transcript. You may use the
transcript request form. Print it out and either:
- take it to the Office of the Registrar along with any necessary fee(s)
- fax it to 843-383-8032 and then call 843-383-8022/800-571-7320 to arrange for payment of the transcript(s)
- mail it and the appropriate fee(s) to:
Coker College
ATTN: Office of the Registrar
300 East College Avenue
Hartsville, SC 29550
How to register for courses:
Registration should be completed with your academic advisor. You
need to make an appointment with him/her to begin this process. You
and your advisor should sit down to discuss your current degree audit
and the most appropriate schedule of courses for you to take in the upcoming
term. A registration form should be completed and signed with your
advisor and your advisor should enter your chosen schedule into the administrative
database. In preparation, you can review the semester’s offerings
on the Coker College website and write out a draft schedule prior to
your meeting with your advisor.
How to add/drop a course after you register:
Dropping and/or adding courses to your current semester’s schedule
should be completed with your academic advisor. This MUST be taken
care of before the add/drop deadline for the term/semester of the course. Your
advisor should have a supply of add/drop forms. You will need to
fill the form out with your advisor. The advisor can process the
form in the administrative system.
How to declare or change a major/minor/specialization:
To declare or change a major/minor/specialization, you will need to meet
with an advisor in the department of your intended major/minor/specialization. If
the advisor agrees to accept you as one of their advisees, you will complete
the Declaration of Major form with them. Both of you will sign
the form. At that time, you need to take the form to the Office
of the Registrar for processing. Our office will enter the desired
major/minor/specialization into the administrative system for you; adding
the faculty advisor to your record. You should then be able to
view a degree audit for that major/minor/specialization with your credits
in your Icebox account. Your advisor will also be able to access
your records via Icebox at that time.
How to add a major/minor/specialization:
To add a major/minor/specialization, you will need to meet with an advisor
in the department of your intended major/minor/specialization. If
the advisor agrees to accept you as one of their advisees, you will complete
the Declaration of Major form with them. Both of you will sign
the form. At that time, you need to take the form to the Office
of the Registrar for processing. Our office will enter the desired
major/minor/specialization into the administrative system for you; adding
the faculty advisor to your record. You should then be able to
view a degree audit for that major/minor/specialization with your credits
in your Icebox account. Your advisor will also be able to access
your records via Icebox at that time.
What to do when you are waitlisted
for a course:
Waitlists are usually allowed for up to 5 students in a section. Once
the section meets the maximum number of students in the section, the
next five students are put on the waitlist. This means that those
five students are in a holding position hoping to fill any seat that
is vacated by someone dropping the course. If no seats become available,
the waitlisted students will not be allowed into the section. If
you find yourself waitlisted for a course, that course does not count
in your total semester hours for the term’s registration. It
will only count in the event that you are moved from the waitlist and
into the section. Waitlists are checked regularly by the Office
of the Registrar. If a seat is available, students will be moved
into the section and issued a new schedule notating the change of status
for the course.
Waitlisting is not intended for multiple sections of the same course. This means that if you are waitlisted for ENG 101.01, you should not also try to enroll into ENG 101.02. You should never hold more than one seat (waitlisted and/or fully enrolled) of the same course in the same term. This is unfair to the other students attempting to register.
How to take more than 17 hours a fall/spring
semester:
Enrolling in more than 17 hours in a fall/spring semester puts you
in an ‘Academic Overload.’ In order to enroll in an overload,
you must complete the “Application for Academic Overload” form. This
form requires the signature of both you and your academic advisor. Once
you have completed the form, submit it to the Office of the Registrar. It
will then be presented to the Provost’s Office for final review
and approval. Upon approval or denial, you will be notified of
the status of your request.
How to get a verification of enrollment:
To request a verification of enrollment, print and fill out the Verification
of Enrollment Request (PDF) form. Fax, mail or carry the form
to the Office of the Registrar. Please allow 2-3 working days for
this processing.
When to graduate & how to
apply to graduate:
As a note, ‘graduating’ and participating in Commencement
are different items. Graduating is the posting of one’s degree
to their transcript. Participating in Commencement is when one
walks across the stage.
In order to graduate from Coker College a student must:
- Apply for graduation (including payment of the graduation fee).
- Be certified by their academic advisor.
- Be approved by the Faculty Senate.
- Successfully complete 120 hours towards the declared degree and major (and minor/specialization) by the end of the term in which they applied to graduate.
Graduation applications are issued in the fall of the academic year. Only those students that have earned at least 80 semester hours will be issued an application. For Harstville students, the packet is located in the Registrar’s Office. Notices are delivered to the student’s Campus Box notifying them that the packet is available for pick up. Packets will not be available before the notice is issued. For Off-Site locations, the site coordinator will deliver the application packets. This form must be signed by the student and the student’s academic advisor. The application must be turned in to the Registrar’s Office by the designated deadline. Accompanying the form, the appropriate graduation fee must be paid. The student’s graduation application is logged in and filed. Prior to the completion of the term that the student applies for, the student’s academic advisor must certify that the student should complete all degree requirements by the deadline for that term. The advisor then returns the certification to the Registrar’s Office. At that time, the student’s name is added to the list to be presented to the Faculty Senate. Upon approval by the Faculty Senate, the student is officially approved as a Graduation Candidate for the term. When final grades are entered, a final degree audit is processed by the Registrar’s Office to confirm that the student successfully completed the degree requirements. At that time, the student’s degree is posted to their transcript along with any appropriate graduation honors.
In order to participate in the Commencement exercises, a student must indicate on the graduation application of their intent to walk in the ceremonies. This will trigger a series of communications between the Bookstore, Student Services, etc. Students are advised to be sure to have a current address on file to insure that they receive all information regarding graduation and Commencement.
How to change your name in the Coker College
system:
In order to change your name with Coker College, we will need a copy
of the court document notating the legal change of your name along
with a completed “Change of Student Name and/or Address Change” form. Once
received, we will affect the administrative system with the appropriate
changes. This will change your record for all of the offices
using the administrative computer system.
How to change your address and/or phone number
with Coker College:
In order to change your address with Coker College, we will need a
completed “Change
of Student Name and/or Address Change” form. Once received,
we will affect the administrative system with the appropriate changes. This
will change your record for all of the offices using the administrative
computer system.
How to get a copy of you schedule, degree audit
and/or grades:
All students can access Icebox for electronic access to their academic
information.
- Go to {iceBox} -- www.coker.edu/icebox
- Type in your user name and password, then click on Log In
- Click the I Accept button to agree to the terms and conditions of use
- Click on the My Schedule link to view your current schedule.
The resulting schedule will show both your confirmed classes and those for which you are wait-listed, including your place on the wait list.
- Click on the My Degree link to view your degree audit
Your degree audit is a checklist of your progress toward meeting degree requirements. For more information about reading your degree audit, click on the How to Read the Degree Audit link.
{iceBox} is updated once each day. Changes to your schedule or degree audit may not appear until the day after they are made. Any questions regarding logging into {iceBox} should be directed to the IT Department 843-383-8086 or support@coker.edu.
How to take classes elsewhere over the summer:
The Transient Student Permission form must be completed PRIOR to a student
taking any courses at another institution. Page
35 of the current
Academic Catalog (PDF) outlines the criteria used to approve transfer
courses for current students. The Transient Student Permission
form requires the approval of the appropriate academic department chair
and the Provost. It
is the student’s responsibility to make sure that the form completes
the approval process.
What is the difference in withdrawing and taking a leave of absence?
What does the Academic Probation or Academic Suspension letter mean?
