Office of the University Registrar FAQs

General

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What are your office hours?

Our office hours are Monday-Friday; 8:30 am to 4:30 pm. Please feel free to contact us during business hours or leave a message for us after business hours and we will respond on the next business day!

Where is your office located?

Our office is located in Room 203, Campus Activities Building. Our mailing address is Office of the University Registrar, Upstate Medical University, 155 Elizabeth Blackwell Street, Syracuse, NY 13210. Please feel free to contact us during business hours or leave a message for us after business hours and we will respond on the next business day!

How do I contact the Office of the University Registrar?

Contact the Office of the University Registrar via email or by phone (315-464-4604) or in person (Room 203, Campus Activities Building). Please feel free to contact us during business hours or leave a message for us after business hours and we will respond on the next business day!

I can’t log into Blackboard

The Blackboard system is maintained through Educational Communications. Log in questions should be directed to the Blackboard Helpdesk.

I am having trouble with my Groupwise email

The Groupwise email system is maintained by Information Management Technology. Questions about Groupwise should be directed to the HelpdeskIntranet Icon.

I need a copy of the syllabus from a course I took at Upstate

The Office of the University Registrar does not maintain course syllabi. We can provide you a copy of the course description if you let us know for what course you are looking for. For course syllabi, you may contact the instructor of the course.

I have a question I do not see answered here? Who can help me?

Contact the Office of the University Registrar via email or by phone (315-464-4604) or in person (Room 203, Campus Activities Building). Please feel free to contact us during business hours or leave a message for us after business hours and we will respond on the next business day!

Transcripts

How do I order a transcript?

Upstate has partnered with Credentials Solutions to provide you with the ease of ordering and paying for transcripts online. Transcripts may be ordered 24/7 365 days a year.

How much does a transcript cost?

There is a $10.00 per transcript fee which is due at the time the transcript order is placed. Fees for additional servicesExternal Icon, such as express delivery may also be charged per your request.

How long will it take for my transcript to be sent after I submit the request and pay for it?

Your transcript may be mailed as early as one business day after submitting your transcript request.   If you select to have your transcript sent electronically, your transcript may be sent and received by your intended recipient within minutes of your request.   For students who attended prior to 1990, records are not available in electronic format and you should allow three to five business days for your transcript to be processed.

Can I pick up my transcript in person?

Absolutely! Just be sure to bring a photo ID with you.   When you order your transcriptExternal Icon, indicate that you want to pick it up in person. And remember, a transcript is only official if it is in a sealed envelope, so do not open the envelope before sending to the third party recipient.

Can I have someone pick up my transcript for me?

Absolutely! When you order your transcriptExternal Icon, indicate the name of the person who will be picking up your transcript on your behalf and make sure the person brings a photo ID when picking up the transcript.   If you decide after you have submitted your transcript request to have someone pick it up for you, you need to inform us in writing of who that person will be before we can release the transcript.

My transcript has a form that needs to be mailed with it?   How can I get this form to your office?

You can upload the form that needs to be mailed with the transcript when you order the transcript. Please note that some forms, such as licensure forms, may require additional FeesExternal Icon to be paid.

Grades and Grading

How do I get my grades?

To view your final grade(s) for a course(s), log onto MyUpstate. Click on the “Student Academic Information” Tab, then Click on the “Student Academic Information” Link, then Click on the “Final Grade Detail for a Term” link. Select the desired term from the drop down menu and Click “Submit”.

How soon after my class ends will I have my grade?

Grades are viewable to students within 24 hours of the faculty submitting the grades. If your grade is not posted in MyUpstate, please check with your instructor. Policies for submission of grades vary by College and Program. In general for the College of Health Professions and the College of Nursing, grades are due 24 hours after the final exam. For the MD program, grades for foundational sciences courses are submitted within seven days of the Unit exam and for clinical courses within 30 days of the end of the rotation. For the MPH program and the College of Graduate Studies, grades are submitted within 20 days of the end of the semester.

I received an Incomplete in a course.   How do I have the grade changed?

A grade of “Incomplete” may be assigned for a course to indicate the student has additional time beyond the semester of enrollment to complete the course. The “Incomplete” grade is used for research courses (700 courses) where the research will extend beyond one semester and the final grade is awarded upon completion and defense of the research. An incomplete grade, as a temporary grade, may be assigned to allow a student to complete a required segment of a course or the final examination after the course should have ended. The grade of “Incomplete” may be issued when the instructor has determined that extenuating circumstances beyond the student’s control, such as an illness, prevented the student from completing the course in the normal time frame. To change the grade to a final grade, the student must make arrangements with the instructor to complete the remaining coursework. Failure to complete the required coursework within one year, or sooner if so indicated by the instructor, usually results in the “Incomplete” grade lapsing to a “Fail” grade. The exception is in the College of Graduate Studies, as an “Incomplete” grade can remain on the academic record as a final grade indicating incomplete work. The incomplete carries no credit.

I received an Incomplete in a course. Do I have to register for the course again?

No, if you have an “Incomplete” grade in a course, you do not register for the course again.   You will need to make arrangements with the course instructor to complete the remaining coursework and once completed, a final grade will be assigned.   If you need access to the course in Blackboard, contact the instructor who can work with Educational Communications to maintain your access. The exception is in the case of research courses (700 courses) in which the student will enroll each semester for the appropriate number of credits until the research is defended.

I failed a course.   When I repeat the course, how does it show on my academic transcript?

Your transcript will show both the initial attempt as an “F” grade and your repeated course with the grade earned. Each College has distinct policies as to how repeated courses calculate into the grade point average.  

The policies:

The College of Graduate Studies
The College of Health Professions 
The College of Nursing
The College of Medicine
The MPH program

I think the grade I earned in a course is higher than my record shows? How do I fix this?

You should contact the course instructor if you believe the grade was submitted in error.   The course instructor can submit a grade change to the Registrar’s Office to correct a clerical error in a grade submission. If the grade submitted was correct, and you believe it was awarded in an arbitrary and capricious manner, you do have the right to submit a grade appeal.

How do I appeal a grade?

Each College has established their own grade appeal process due to the unique nature of their curriculum.  

The policies:

The College of Graduate Studies
The College of Health Professions
The College of Nursing
The MD program in the College of Medicine
The MPH program

Can I request to take a course for Pass/Fail instead of for a letter grade?

Courses in the College of Medicine, College of Nursing and the College of Graduate Studies not normally offered on a Pass/Fail basis may not be taken for Pass/Fail.   However, courses in the College of Health Professions not normally offered on a Pass/Fail basis may be taken Pass/Fail based on the policy of the College.   For the College of Health Professions, please refer to the Pass/Fail policy .

Graduation and Diplomas

How soon after I graduate will I get my diploma?

Diplomas are expected to take 6-8 weeks after graduation. The diploma vendor needs the time to process the orders. We place the diploma order usually within a week after the degree conferral date, and then the diploma vendor takes over from here. The time frame is an estimate based on the diploma vendor company.

How do I get a certified copy of my diploma?

The only way to obtain a certified copy of a diploma is if you make a photocopy of the diploma yourself and send it to us. The Office of the University Registrar does not have copies of students’ diplomas on record. You can make a copy and send it to our office, and we can certify it for you. There is no fee for this service. To request a certification copied of your diploma, fill out our request formPDF Icon and send it to our office along with the photocopy of your diploma for the request to be processed.

My employer is requiring a copy of my diploma. How do I do that?

The only way to supply them with a copy is if you make a photo copy of the original document. The Registrar’s Office does not have copies of students’ diplomas on record. However, most employers will accept a certification letter that we can provide which includes the student’s dates of attendance and graduation date if applicable. Once you receive your diploma then you can make a photo copy yourself and send it to the Registrar’s Office to be certified as a true copy. There is no fee for a certification letter nor for a certified copy of your diploma. To request a certification letter fill out our request formPDF Icon and send it to our office for the request to be processed.

How do I get another diploma?

Each student is entitled to only one diploma for each completed degree. An exception may be made if you have lost your original diploma or it has been damaged.

How do I order a replacement diploma?

To order a replacement diploma you must have a written, notarized request that states why you need a new diploma. If you are coming in person to request a replacement diploma a notarized request is not needed, but you will need to bring a government issued ID. Otherwise in the request please include the reason a replacement diploma is needed, degree program enrolled, how the name should be printed on the diploma and an address where the diploma should be mailed. Replacement diplomas can be obtained if someone lost or damaged their previous document. If the diploma is still in your possession, you will need to return the damaged diploma to our office before the replacement is sent. There is a $25.00 fee for a replacement diploma. Checks can be made out to SUNY Upstate Medical University with “replacement diploma” in the memo. The process can take an average of 8-12 weeks.

How do I change my graduation date?

Before you request to change your graduation date, you should meet with your academic advisor to be sure you are on track to graduate as you intend. Once you have met with your academic advisor, your advisor will notify the Registrar’s Office of your new anticipated graduation date. Students in the College of Nursing will also complete the “Intent to Graduate” survey in MyUpstate once a year. At this time, you can confirm your intended graduation date with the Registrar’s Office.   If it is different than what we have on record, you can change it, and we will update our records and notify your program of this change.

I am not graduating in May.  When do I participate in the Commencement?

While Upstate confers degrees at the end of each semester, we only hold one Commencement ceremony. All students who graduate in a given calendar year are invited to participate in the May commencement ceremony of that year.  Additional details about Commencement can be found in the Commencement Participation and Degree Conferral PolicyPDF Icon.

Courses and My Schedule (Registration)

A course I want to take is full. How can I register for this course?

You must get instructor approval before registering if a class is full. You can complete the Add/Drop formPDF Icon. Once the instructor approves you adding the course, return the Add/Drop formPDF Icon with all required signatures to the Registrar’s Office.   Another option for MD students wishing to add an elective, you can request approval to add the elective rotation via email to the faculty sponsor.   Once approved, you can then send us an email to registrar@upstate.edu and include the instructor’s approval email. When we receive the email from the student with the attached permission, we are then able to process this request. Make sure you are emailing us from your Upstate email account.

How do I register for a course if I don't meet the pre-reqs?

To register for a class that you do not meet the pre-reqs, you must get permission from the instructor. Once the instructor approves you adding the course, return the Add/Drop formPDF Icon with all required signatures to the Registrar’s Office. We will put the class on your schedule manually in the computer. For details specific to your College and adding courses, click here. The online registration will not allow you to add classes onto your schedule if you do not meet the pre-reqs.

Can I attend classes without being registered?

You must be a registered student to attend courses.   If you are not a matriculated student in one of our Colleges, you may be able to register as a non-matriculated student.   Permission to register as a non-matriculated student is course specific and is not allowed in all courses. Procedures for registering as a non-matriculated student PDF Iconvary by College.

If you do not want to register for a course for academic credit, you may be allowed to audit the course.   Procedures for auditing a coursePDF Icon vary by College.

Can I add classes after the semester starts?

Yes. Each college has different requirements for the deadline of adding course. For details specific to your College and adding courses, click here.

For the College of Graduate Studies: The decision to add a course must be made before 20% of the course is completed. An "Add/Drop/Audit" form is obtained from the College of Graduate Studies.

For the College of Health Professions: The College of Health Professions has defined the Add/Drop period as the first ten days of the fall and spring semesters and the first five days of the summer semester. For courses that do not begin on the first day of the semester, the Add/Drop period is defined as the first 20% of the course contact hours. To add a class you must obtain the signature of the course instructor on the Add/Drop form. For matriculated students, obtain the signature of your Academic Advisor or Department Chairperson. Submit the completed Add/Drop form to the Registrar's Office, Rm. 203, Campus Activities Building.

For College of Nursing: The College of Nursing has defined the Add/Drop period as the first ten days of the fall and spring semesters and the first five days of the summer semester. To add a class you must obtain the signature of the course instructor on the Add/Drop form. For matriculated students, obtain the signature of your Academic Advisor or Department Chairperson. For College of Medicine students in the MPH Program, the defined Add/Drop period as the first ten days of the fall and spring semesters and the first five days of the summer semester. To add a class you must obtain the signature of the course instructor on the Add/Drop form.  

For College of Medicine students in the MD program, you may only add electives after the semester starts.   Since many electives are offered repeatedly throughout the semester, the defined Add/Drop period is two weeks prior to the start of the elective period.   By SUNY policyExternal Icon campuses are required to charge a late fee of $20.00 for any add/drop processed after the defined Add/Drop period has ended.

Can I drop or withdraw from a class at any time?

A student can drop a course only during the defined Add/Drop period. After the defined Add/Drop period, if you choose not to remain enrolled in a course, it is considered a withdrawal.   For details specific to your College and dropping or withdrawing from a course, click here. By SUNY policyExternal Icon campuses are required to charge a late fee of $20.00 for any add/drop processed after the defined Add/Drop period has ended.

What is the difference between dropping a class and withdrawing from a class?

It is important to recognize the difference between dropping and withdrawing from a course, and that even though a course may be dropped from your academic transcript, you may still have a tuition liability. You may drop a course during the Add/Drop period and no record of the course will appear on your academic transcript. After the Add/Drop period has ended, the course is not dropped from your academic transcript, but rather you are withdrawn from the course. After the defined Add/Drop period, if you no longer want to remain enrolled in a course, you need to withdraw from the course. You will still have a tuition liability when you withdraw from a course. The course will remain on the academic transcript and a grade of "W", "WP", "WS", 

"WF", or "WU" will be recorded on the academic transcript for the course, depending on when during the semester you withdraw from the course. Refer to the Academic Calendar for deadlines for tuition liability and grading options.

What if I just stop attending classes?

If you are no longer able to attend courses for a given semester, it is imperative that you drop or withdraw from the courses in which you are enrolled according to the procedures outlined by your College.   Failure to submit an Add/Drop form and/or to pay a late fee, if applicable, to the Registrar’s Office will result in a final grade being recorded as determined by the course grading policy. It is the responsibility of the student to process a course drop or withdrawal, to adhere to the deadlines, and to remit the late fee if applicable.

As stated in the Upstate Medical University Student Handbook, any student who does not enroll in classes and fails to request a leave of absence may be administratively withdrawn. If you wish to continue to be enrolled at SUNY Upstate, and just need to take some time off you will need to fill out a Withdrawal, Transfer, Leave of Absence FormExternal Icon and return it to the Registrar's Office. Failure to complete this form may result in being administratively withdrawn from the college.

How do I get my Alternate PIN (ALT-PIN) for enrolling in courses through MyUpstate?

This question applied to College of Nursing and College of Graduate Studies students. To obtain your Alternate Pin you need to contact your advisor and they will give you the information.

How can I audit a class?

You can audit a class if you do not wish to earn credit. To audit a class you have to receive permission from the instructor. The instructor is not obligated to allow anyone to audit a course and there may be certain prerequisites the auditor has to complete. Procedures for auditing a coursePDF Icon vary depending on whether or not you are enrolled in other courses for the semester.

I am registered for the wrong section of a class. How do I change the section?

Switching from one section to another section of the same course is considered the same as adding and dropping a course. Therefore, you must fill out an Add/Drop FormPDF Icon for your college and submit it to our office. Make sure you indicate which class you want to drop and which class/section you wish to add.

I can't register for courses because there is a bursar hold on my account. What do I do?

A requirement to register for courses is that students must satisfy all financial obligations to Upstate Medical University. To resolve a Bursar's Hold on your account, contact the Bursar's Office.

I am an incoming student. How do I register for courses?

Students in many of our programs follow a standard, locked step program of study. For incoming full-time students in the Cardiovascular Perfusion, Medical Imaging, Medical Biotechnology, Medical Technology, Physical Therapy, Physician Assistant, Radiation Therapy, Respiratory Therapy and Doctor of Medicine programs, the Registrar's Office will schedule you in your courses about six weeks before the start of the semester. You will then be able to view your schedule in MyUpstate.

Students in the College of Graduate Studies (both PhD and MS programs) follow a standard program of study for their first semester and students in the College of Medicine MD program follow a standard program of study for their first year. The Registrar’s Office will schedule you in your courses about six weeks before the start of the semester. You will then be able to view your schedule in MyUpstate.

For students in any of the Nursing programs (BS, MS, Post-Master’s Advanced Certificate or DNP) or Public Health programs (MPH or Post-Master’s Advanced Certificate), you will need to meet with an advisor and select your courses. Your program will be in touch with you as to when you will need to do this.

How can I get a copy of course descriptions?

All course descriptions for currently offered courses are available in the Upstate Medical University Academic Catalogue.PDF Icon Requests for courses no longer offered may be submitted to the Office of the University Registrar. Please be sure to include the course number and title and year taken.   There is no charge for course descriptions. Requests may be submitted by mail, email, or fax.   Please allow 7 business days for course descriptions to be compiled and sent

How do I obtain a copy of a course syllabus for a course I took years ago?

While our office is able to provide you with course descriptions, we do not maintain course syllabi. If you are in need of a syllabus for a specific course, please contact your department or course instructor.

Verifications and Enrollment Status

How do I withdraw from Upstate?

If you choose to withdraw from Upstate, you must fill out the Withdrawal/Transfer/Leave of Absence Form and return it to the Registrar’s Office. A withdrawal is not official until the required Withdrawal/Transfer/Leave of Absence Form has been received by the Registrar’s Office. While not required, it is highly recommended that you meet with all offices listed on the form to seek advisement on the impact of your withdrawal on your financial obligation to Upstate and your academic record.

If you only want to withdraw from courses for the current semester and intend to remain a student, you should follow the procedures for course withdrawal specific to your program and college.

How do I take a leave of absence from Upstate?

If you choose to take a leave of absence from Upstate, you must fill out the Withdrawal/Transfer/Leave of Absence Form and return it to the Registrar’s Office.   A leave of absence is not official until the required Withdrawal/Transfer/Leave of Absence Form has been received by the Registrar’s Office. While not required, it is highly recommended that you meet with all offices listed on the form to seek advisement on the impact of your leave of absence on your financial obligation to Upstate, your eligibility to receive financial aid, and your academic record. As each College has specific policies with regard to leaves of absence, you should also review the Upstate Medical University Student Handbook .

I can’t take courses next semester. What should I do?

Students in the College of Medicine should meet with the Dean of Student Affairs about taking a leave of absence.   Students in all other programs should meet with their academic advisor or department chair.   You may be required to take a leave of absence or you may be allowed to ‘stop out’ for one semester.

I withdrew from Upstate, and now want to complete my degree.   What do I do?

If you have already withdrawn from Upstate you would need to reapply through the Office of Admissions and Financial Aid.

My Student Record

I can’t log onto MyUpstate because . . .

I have a hold on my student account

Several offices at Upstate may place a hold on your student record because you have an outstanding obligation with them. You should contact the office that has placed the hold on your account to resolve the issue.   If you are unsure who to contact, click on the ‘View Holds’ link. The Registrar’s Office is unable to release holds placed on your student record by other offices.

I forgot my PIN

Enter your username in MyUpstate and then click on the Forgot PIN? icon.   Answer the security question and you can then reset your PIN.

I forgot my Username

Your username for MyUpstate is the same username you have for Groupwise email, Blackboard, and all other accounts at Upstate. Or you may use your student ID number as your username.

How do I update my address with the University?

Domestic students can update their address in MyUpstate or by submitting a change of address form    to the Registrar’s Office.

International students need to contact the International Student Advisor at abbottjh@upstate.edu within 10 days of the U.S. or home country address change in order to remain in compliance with U.S. Immigration and Customs regulations.

If you are currently a New York State resident, your permanent address must remain in New York State, or you will be required to pay out-of-state tuition. If you are not currently a New York State resident, you will need to apply for New York State residency and be approved by the Bursar’s Office before you can change your permanent address to New York State. Any questions regarding your New York State residency determination for tuition purposes should be directed to the Bursar’s Office.

How can I view my schedule online?

To view your schedule log onto MyUpstate, go to the “Student Academic Information” tab, then click on “Course Enrollment” link. Click on “Student Detail Schedule” and select the desired term and push submit.

I forgot my PIN for MyUpstate. How do I reset it?

Enter your username in MyUpstate and then click on the Forgot PIN? icon. Answer the security question and you can then reset your PIN.

How do I change my name on my student record?

Domestic students need to complete the Change of Name formPDF Icon and provide original documentation with your legal name in full. Acceptable documentation is a marriage license, court order, dissolution decree, or current passport.   A copy of your documentation will be made for your student record and the original documentation will be returned to you.

International students need to contact the International Student Advisor at abbottjh@upstate.edu for a name change.

I need to get a new student ID. How do I do that?

To receive a new student ID you need to go to the Payroll Office which is located in Jacobsen Hall on the first floor. Payroll will issue a new student ID badge. You can call payroll at (315) 464-4840 and their office will give more information about the process. You can also visit the payroll website to read more information.

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