Registrar FAQs

Below are your most common questions.

What does the Registrar do?

The Registrar’s Office provides services related to academic programs, student registration, transfer credit evaluations, class schedules, academic standings, verifying enrollment, academic transcripts, certifications of student-athletes and veterans, and maintaining student records including name and address changes.

Forms are available online.

Contact us at registrar@vtc.edu and (802) 728-1302/1303 or fax: (802) 728-1597

Registration

How do I register for classes?

New Students

Current Students

Non-Degree Students

Adding or Dropping Classes

How do I change my schedule?

Students who need to change their schedule may do this with their advisor.  Online registration is only available during registration and the first week of classes. At all other times, registration or add/drop forms are required. Off-campus locations, students can have their advisors email changes and approvals to registrar@vtc.edu.

The normal add/drop period is defined as the first two weeks of classes.  Degree students may add or drop a course until the end of the second week of classes with their advisors' permission.

After the first week of classes, adding is at the discretion of the instructor who teaches the course.  So students need both the instructor and the advisor permission to add. 

A student who drops any courses after the first two weeks of classes isn't reimbursed unless they withdraw from ALL of their courses for the term.  For dropped courses after the first two weeks and up to the 60% point of the term W grades will be issued.  These W grades are not calculated in the student's GPA. 

Students may not drop courses after the 60% point of the term. If they stop attending after the 60% point, they will remain on the class roster and receive an earned grade, usually F or NP.

Failure to Attend Class

What happens if I just stop attending classes?

Students must meet the attendance and assignment requirements set by each instructor for each class in which they are enrolled.  Failure to meet these requirements may result in removal from the class roster with a failing grade.

In cases of excessive absences and upon the recommendation of the instructor, a student may be dismissed from the college with failing grades.

It is important to ensure that drop slips are turned in promptly.  The only way for the student to know whether the drop slip has been processed is to check their VSC official schedule in Web Services.

It is the student's responsibility to inform the instructor and make satisfactory arrangements.

Withdrawal from the College

What happens if I withdraw from the college?

Students who withdraw from all their classes prior to the 60% point of the term will receive W grades and receive prorated reimbursement. Students who withdraw after the 60% point do not get reimbursed for tuition and receive earned grades in all their classes, usually F or NP grades.

Students who withdraw for medical reasons after the 60% point must have a letter from a physician stating the reason for the withdrawal. The student will also be required to provide another letter stating that they are medically fit to return to their studies upon their return. In the case of medical withdrawal, W grades may be assigned for all course work.

Students who stop attending Vermont Tech for at least one year (other than nursing or capped programs) must contact Admissions for re-entry to a degree program.

Vermont State Colleges System Consortium Enrollment Agreement

What is the VSCS?

Vermont Tech is part of the Vermont State Colleges System (VSCS), which includes Castleton University, the Community College of Vermont, Northern Vermont University, and Vermont Tech. The four colleges share one database and academic transcript. This means that students can move among the colleges and their course work does not have to be transferred; it is already part of one unified VSCS transcript.

What is VSCS Consortium Enrollment?

Matriculated Vermont Tech students (except those enrolled in LPN trimesters) may enroll simultaneously at Vermont Tech and any of the other Vermont State Colleges (Castleton, NVU, or CCV) and use their total VSCS enrollment for billing and financial aid at their home school.

Students who desire to register at another VSCS school under VSCS Consortium Enrollment may contact the Registrar's Office (802) 728-1302 or 728-1303.

Who is my advisor and how do I contact them?

Students have assigned advisors, usually within their program, and are encouraged to meet with them throughout the academic year to discuss progress and future plans.  Students who are having academic or personal difficulties may get extra help from faculty advisors to identify problem areas and obtain referrals to campus services.

To email an advisor, sign in to the Portal and under "Student Academic Profile" click on Email My Advisor

How do I register for classes at another VSCS school?

Registration at other VSCS schools for matriculated Vermont Tech students can only be done through the Office of the Registrar on a pre-registration form approved by the academic advisor or online when the other college is accepting registrations. Students should indicate the specific section(s) at the other VSCS school for which they would like to register.

Other than summer, if a student plans to only take courses at another VSCS school for a term, they should complete a non-returning student form and turn it in to the Registrar and register for the class through the other college.

During the summer term, students may enroll entirely at another VSCS school without changing their academic program to that school. During the summer, students are billed at the rates of the school that is offering the courses.

Grade Amelioration/Forgiveness of Grades

How do I have bad grades from old programs forgiven?

One time in an academic career, a student who is changing programs or VSCS schools may, with proper approval, have selected grades excluded from the calculation of his or her cumulative GPA in the new academic program. Grades may only be excluded for courses required in the old program that are not required in the new or subsequent four-year program. All credits earned in courses excluded from the calculation are lost. This policy does not apply to electives or credits used for any diploma, certificate, or degree already awarded.

Approval from the student’s new program department chair or director is required for grade amelioration. The student must have:

  • One term of at least 6 credits with a term GPA of 2.00 or better following the term for which amelioration is requested
  • Approval from the Academic Deans of both the home and sending institutions
Summer School

What courses are offered during the summer?

Vermont Tech offers limited courses during the summer, normally including Technical Communicationons, Technical Mathematics, Calculus, and Physics. Students may enroll at Vermont Tech and/or entirely at another VSCS School without changing their academic program to that school. Enrollment is done either online or through the Vermont Tech Registrar. During the summer, students are billed at the rates of the school at which they take courses.

A few general education courses are also typically offered during the summer. The courses and dates for summer offerings will be available online by the end of the spring semester. Contact the Director of Student Life for information about on-campus housing during summer sessions. Only students enrolled in credit-bearing courses or full-time Vermont Tech summer employees are eligible for summer housing.

Web Services

Web Services is Vermont State Colleges (VSC) online academic resource and contains a wide variety of student information and functions.  It is where student access their class schedules and grades using the following menus:

  • Student Academic Planning: has program evaluations/degree audits and graduation applications
  • Student Academic Profile: has the VSC class schedule, grades, transcripts, academic alerts/progress reports, test scores, my profile (program, advisor, and contact info), FERPA authorization form and email advisor
  • Student Registration: has search for sections and register/drop sections; students must be approved by their advisor to do online registration, add/drop, and is only available during pre-registration and first week of classes
  • Student Billing/Financials: has payments, bills, health insurance waiver form, and meal plans
  • Student Financial Aid: has documents, awards, and statuses
Email

After the start of classes all students are expected to use their Vermont Tech email or forward their mail to an account that they will use and check on a regular basis.  Important information is sent to students via Vermont Tech email only.  Training on and policies pertaining to computer usage at Vermont Tech is conducted during orientation.

The student email address is username@vtc.vsc.edu

To access email, click on the envelope link on the left hand side of the Portal landing page above the calendar.

In addition to checking email regularly, students should check the Portal regularly for alerts, announcements, class cancellations, club meetings, unread emails, etc...

Students can click on the My Vermont Tech link on the Portal to access most Vermont Tech resources and information.

Grades

Vermont Tech does not mail out class schedules, mid-term warnings, or grades, so it is important for students to be able to access this information online through Web Services. It is expected that each student will use his or her personal computer or one available in one of the many computer labs to get this information. Computer training is available during orientation weekend, and students can get further assistance from their advisors or the IT Helpdesk.

Students who need a written grade report may request one from the Registrar. 

Search for Sections

How do I find out what courses are being offered and when?

To search for class offerings at Vermont Tech or any of the Vermont State Colleges, use this link.

Select a specific college term and at least one other piece of information such as a course subject (ENG), course number (ENG 1061), section number (ENG-1061-T1), location (VTC for Main Campus offerings, TONL for on-line offerings, or TWIL for Williston Campus offerings), or select an Academic Level of "UG" to display all sections offered in that term andclick "submit".

Username and Password

How do I find my username and password?

On the Portal login page, click on "Forgot my username" to get the username..

Click on "Forgot my password" to reset your password.

How do I change my password?

Students can change their password on their Portal Homepage by clicking on the "Change Password" link at the top of the page.

How do I get on Web Services?

To access the WebAdvisor Student Menu, click on the VSC Web Services icon, then click on "Student Academic Profile"

The WebAdvisor Student Menu has many useful links that will be used throughout an academic career. Grades, mid-term warnings, unofficial transcripts, program evaluation/degree audits, FERPA Authorization, online registration, and progress reports are all available here. Transfer credit will show up on the transcript.

Take some time to see what is available. Academic advisor contact information is available under the "My Profile" link.

Class Schedule

To View your VSC Class Schedule:  

  • Select the “Student Academic Profile” on the Web Services menu
  • Select “VSC Class Schedule”
  • Select  the term T14FA (Fall 2014)
  • Click “Submit”
  • The classes will appear with meeting times, dates, and available seats
  • The “Section Name & Title” is a link to the course description, requisites, and faculty information
Family Educational Rights and Privacy Act (FERPA)

What is FERPA?

A federal law, the Family Educational Rights and Privacy Act of 1974 (FERPA) affords students certain rights with respect to their educational records. The primary rights afforded to each student include, but are not limited to, the right to inspect and review their education records, the right to request amendment of records, and the right to limit disclosure of information from the records.

In accordance with federal law and regulations issued by the U.S. Department of Education, the Vermont State Colleges System (VSC) has adopted the following policies and procedures for each of its colleges. The colleges within the VSC are: Castleton State College, Lyndon State College, Vermont Technical College, Johnson State College, and the Community College of Vermont. The purpose of this VSC policy is to set forth the rights of inspection and requesting amendment, and the prohibitions against unauthorized dissemination of educational information.

The entire FERPA policy and procedure is available here under the “VSC Public Info & Data” tab, “VSC Policies and Procedures, Student Affairs, Policy 312 – FERPA”, and is available in Web Services where students update their FERPA Authorization Form.

How do students provide access for parents or guardians to their academic information?

Once classes start, access to student academic information is controlled by the the student.

  1. Students can set up authorization online to allow the release of their student information to parents, spouses, or others, or to deny that release
  2. After login to the portal, under Web Services, click on “Student Academic Profile” and select the “FERPA Authorization Form”. Students who wish to authorize other individuals to have access to their educational record must enter information about the individual(s) to whom they wish to grant access
  3. Click in the grant access box, enter a 5-digit access code, and click “Submit” 
  4. Students who do not wish to release academic information to third parties should review the FERPA information, remove any previous access information, and click “Submit"
  5. Upon submission, students will receive an email notification confirming their selection

NOTE: Individuals requesting access to academic information will have to provide the students full name, college ID, and the current access code.  This access does not include official reports of grades or transcripts; those require an individual written request through the Registrar.

Veterans Affairs

What do Veterans need to know?

If students plan on using their VA educational benefits to pay for school, they must apply to the Department of Veterans Affairs (VA).  This can be done online at www.va.gov.  Vermont Tech does not evaluate service records to determine benefits eligibility, that is the role of the VA.  We assist in the benefits application process by putting students in contact with a VA representative.

Once a student has received approval from the VA, they simply need to send the Certificate of Eligibility (COE) and a copy of their DD214 to the VA School Certifying Offical (SCO) located in the Administration building on the Randolph Center campus.

Once eligibility is established, the VA SCO will email the student a Veterans Service Request for Enrollment Certification form.  This form is required each term prior to certification.

Veterans need to be prepared to purchase books and have living expenses for the first 6 - 8 weeks of classes while the first benefit check is processed by the Department of Veterans Affairs.  Payments are notoriously slow, but will be retroactive to the start of the term once they begin.

The BAH rate is based on where the majority of classes are taken.

Vermont Tech military connected student checklist