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UGS > Student Success > TRAC > Policies and Procedures

Transitional Advising Center (TRAC) - Policies and Procedures

Cross Enrollment/Transient Student

Have you considered taking courses outside of USF while you are a student here? Many students look to other Florida colleges and universities, as well as Florida community colleges for options to fill out their schedules. This is particularly true during the summer. If you are considering this option, please consult with your advisor in advance! Your advisor can help you determine if the courses you are planning to take are appropriate and if they can be counted as credit toward your USF degree.

If you are planning to take courses at both USF and another institution during the same term, you will be "cross enrolling". Before registering for courses at the other institution, you need to fill out a Cross Enrollment Form and have it signed by your advisor. The form is available online on the Registrar's website.

If you are planning to take courses only at another institution during a term, you will be a "transient student". Before registering for courses at the other institution, you need to fill out a Transient Student Form and have it signed by your advisor. The form is available in the TRAC office and online on the Office of Financial Aid's website.

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Declaring a Major

Declaring a major can be a daunting task, but don't worry! There are a number of resources available to assist you.

Are you ready to declare your major? If so, contact the TRAC Office and/or your advisor for instructions for declaring your major of interest - some departments may have different procedures. This will begin the process. See the list of colleges below for more information.

USF Career Center
SVC 2088
(913) 974-2171

Meet with a Career Specialist to discuss how careers and majors are related. If you are interested in several different career fields, finding out what majors are typically hired in those fields can be helpful. Career Specialists can also provide you with assessments of your interests, skills, values, and characteristics as they relate to the world of work.

There are several deadlines to be aware of as you think about declaring your major. First year students must officially declare a major before completing 36 credits. Transfer students must officially declare a major before completing 60 credits.

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FERPA is an acronym for "Family Educational Rights and Privacy Act". This is a Federal law that protects the privacy of student education records. FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level.

Essentially, this law protects the privacy of student educational records and affords students the right to refuse to permit USF (and other educational institutions) from releasing or disclosing any information about them. The purpose of FERPA is to identify the rights students have pertaining to their educational records.

The primary rights of students include the right to:

  • Inspect and review their educational records,
  • Seek to have their records amended, and
  • Control the disclosure of information from their records.

Schools may disclose, without consent, "directory" information such as a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, schools must tell students about directory information and allow for a reasonable amount of time to request that the school not disclose directory information.

For additional information please refer to the following:

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How do I get an Associate of Arts (AA) certificate at USF?

Students must apply for the AA, it is not automatically awarded. You can apply for the AA by going to your OASIS account and clicking the “Student Tab” prior to the application deadline. The deadline to apply for a degree/certificate in each semester is stated in the Academic Calendar in the catalog. To receive the Associate of Arts at USF, a student must complete 60 semester hours of university credit; at least 20 of the last 30 semester hours counted, or 36 hours overall, must be completed in residence at USF; and the minimum grade point average must be 2.00 based on work attempted at USF. In addition, a transfer student must have a GPA of 2.00 or higher when combined with transfer work accepted and evaluated by the USF Office of Admissions, and the Foundation of Knowledge and Learning Requirements (FKLs) of USF must be satisfied. Physical education and military science credits do not count within the 60 semester hours toward the Associate of Arts. Students must also fulfill the Gordon Rule Writing and Computation requirements to receive the Associate of Arts Certificate. The AA is awarded approximately 4 to 6 weeks after the semester graduation date.

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Academic Probation, Dismissal, and Renewal

The first time an undergraduate student’s USF grade point average (GPA) falls below a cumulative 2.00, the student will be placed on Academic Probation (AP). From the beginning of academic probation, the student must maintain at least a 2.00 GPA each term, and may not totally withdraw from any semester without cause.

Any student who withdraws from all classes after the fifth day of classes while on Academic Probation will be academically dismissed. Once on Academic Probation, academic advising prior to registration is mandatory until the student is removed from probationary status. The student may remain on Academic Probation indefinitely as long as he/she maintains a GPA of 2.00 or greater each semester. If at any time while on Academic Probation, the student’s semester GPA falls below a 2.00, the student will be academically dismissed from the University. Once academically dismissed, a student may only return to USF under the University’s Academic Renewal Policies. If academically dismissed from USF, a student may not return to USF as a non-degree seeking student.

The determination and notification of probationary status or academic dismissal will be made by the Registrar’s Office on the student’s semester grade report and academic record. A student who attends another college or university following academic dismissal will be classified as a transfer student and readmission will be based on the total record accumulated from all colleges and universities attended.

If a student is academically dismissed or falls below a 2.00 GPA from USF and subsequently receives a BA/BS from another four-year institution, that student, when accepted to the University with the post-baccalaureate status, will have his/her academic record cleared.

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Academic Regulations Committee (ARC) Petitions

Students are provided with the opportunity to petition the university on a number of issues. The Academic Regulations Committee (ARC) reviews petitions submitted by undergraduate students to waive University academic regulations.

Typical reasons students request waiver of University academic regulations include:

  • Waive deadlines, i.e. registration, late add, late drop
  • Readmission to the University after having been academically dismissed
  • Total withdrawal from an entire term

USF has implemented a statute of limitations on student petitions for retroactive adds, drops, withdrawals, and registration. A student will be limited to two calendar years (six academic semesters/terms) for such appeals whether the student is in attendance or not.

To petition the committee, a student must obtain the appropriate form from the Registrar's Office website and consult with the ARC representative from his/her college prior to submitting the petition form.

It is the responsibility of the student to initiate the ARC Petition process and to provide all required forms and documentation. Students must also provide a written personal statement presenting a reason why the University regulations should be set aside in their case. The ARC Petition process does not ensure that the student's request will be granted, but instead provides a place for the student's request to be heard and considered.

For more information about the ARC process, visit: http://www.ugs.usf.edu/arc

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A student may be placed on administrative hold for failure to meet obligations to the University. When a student is on administrative hold, he/she may not be allowed to register, receive a diploma, or receive a transcript. Settlement of financial accounts must be made at the University Cashier's Office. Each student placed on administrative hold should determine which office(s) placed the holds and how to fulfill any necessary requirements in order to have the hold(s) removed. The following is not an inclusive list of all possible administrative holds, but a list of those most frequently encountered by students.

AAAcademic Advising (first year students only)
APAcademic Probation (see http://www.ugs.usf.edu/student/aphold.htm)
CCCash Collections
MJMajor Declaration
OAAcademic Advising (TRAC students)
OBPreparatory Coursework
PFParking Services

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A student may drop a course(s) during the drop/add periods (first five days of classes) and no entry of the course(s) will appear on any permanent academic records. No tuition or fees will be assessed for course(s) dropped within that period.

A student may withdraw from a course(s) between the second and tenth week of the semester (except for Summer sessions - see the Summer Schedule of Classes for dates). However tuition and fees will be assessed for any course(s) withdrawn by the student after the first week. The student’s academic record will reflect a “W” grade for any course(s) withdrawal between the second and tenth week of the semester. Under specific conditions, refund of tuition and fees may be requested in writing from the Office of Purchasing and Financial Services. See “Refund of Fees” under Financial Information for complete details.

Students who withdraw may not continue to attend classes.

Effective Fall 2011, all undergraduate students will be limited to a total of five course withdrawals while enrolled as a degree-seeking or a non-degree seeking undergraduate student at USF. The five course withdrawals will be limited to three course withdrawals for students with less than 60 semester credit hours, and two course withdrawals for students with more than or equal to 60 semester credit hours. Only in extenuating circumstances will approval be granted for more than five course withdrawals. Appeals for additional course withdrawals due to extenuating circumstances must be submitted to the Academic Regulations Committee in the college of the student’s academic major.

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