Study Plan -Campus Academic Advising Process for the Study Plan

If a student meets with a department advisor and is interested in pursuing the major but isn’t ready to or can’t declare the major, the department advisor may add or change the student's proposed major online. Because the colleges keep track of which students have changed majors as part of first year advising, the department adviser should notify the college that they have made the change.

It is not possible for a student to drop a declared major and change to a proposed or undeclared major. His major will be changed when he declares the new major.

Declaring a major/minor (single or multiple): Student completes the first section of the Study Plan – Declaration of Major/Minor form and brings it to the College Office for review. The student brings the form to the major department in accordance with the declaration procedures established by the department. Changing from a proposed major: The department advisor enters the new major by overwriting one of the proposed majors. All other proposed majors are deleted from the student’s program plan stack. Changing from a single declared major: The advisor enters the new major by overwriting the old major in the program plan stack. If the student is also declaring a minor or second major, the form is taken to the second department advisor who adds a new plan to the stack.

Plan sequence determines the order in which the major(s) and college appears on the transcript. Plans should be alphabetical within the grouping in the following order to keep the information on the transcript consistent:

When declaring a major or majors, update the sequencing in order to maintain consistency. To update sequences, over-write or add the correct majors and update the sequencing numbers. Updating the sequence does not affect declaration, just the order in which plans appear on the transcript.

The Request for Drop of a Major/Minor form is used to: drop a major from a double major plan, drop a minor from a double major/minor plan, or change one of the double majors to a minor. The student must re-declare when changing from a major/minor to a double major or when dropping a major or minor and adding a new plan.

Change from Declared to Proposed Major: This cannot be done. Student will need to declare a new major in order to change from another declared major.

Note: A student cannot have a declared major AND a proposed major in AIS at the same time. In the case of a declared student wishing to add or change to a new major (but isn’t able to declare because the requirements for declaring haven’t been met), the adviser will issue a permission number for enrollment in the major-restricted courses if appropriate.

Individual Majors: The Registrar’s Office is the office of record for individual majors and is responsible for coding the major once it has been approved by CEP. Guidelines for declaring an individual major are available on the CEP web site: http://senate.ucsc.edu/ceppolicyindex.html.

A COPY of the individual major approved by CEP should be sent to the Registrar’s Office so the major can be coded. When the student is ready to graduate and has completed all requirements, the ORIGINAL of the individual major form with the three committee signatures should be sent to the Registrar’s Office. The college keeps a copy of the individual major petition and all accompanying documentation.

Disqualification from the Major: If a student is disqualified from the major, the department changes the major in AIS to “UND” and notifies the student, the Office of the Registrar and the college via email. College will contact student and will counsel student regarding the deadline, process and options for declaring a new major. College will enter new proposed major if known. If the student is a junior or above, the college will make sure that the student declares a new major as soon as possible.

The original copy of the declaration paperwork will be kept by the last unit handling the paperwork. Copies will be sent to other units.

Single major (no extension) – Department retains original, sends copy to college, gives copy to student. If the student is changing a

major or minor by replacing it with another, the adviser sends a courtesy email to the department adviser of the major/minor being dropped.

Double major/minor (no extension) – 1st department retains a copy, sends original to second major. Last department retains original, sends copies to other department(s) and college, and gives copy to student.

Declaration requiring enrollment extension - Original major declaration form is given to student to bring to the college, college reviews and sends copies to major/minor and student; college retains original.

Dropped major/minor form – Original retained by dropped major, copy or form is mailed or FAXed to remaining major/minor and college (and Reg if applicable).

Major declaration Deadline and College Holds: If student submits paperwork by the declaration deadline, department enters plan as soon as possible in order for student enrollment and for colleges to remove holds. If the major declaration deadline has passed, the student should bring a copy of the approved declaration to the college to release the hold.

DATA/DISC status: Do not enter a new major if the student’s program action is DISC. The college or department should send the plan change paperwork to the Registrar’s Office to update the Plan.

DATA/ACAN, DATA/RSCH, and DATA/(blank) rows: Do not add rows for students in any of these categories. Contact the Registrar’s Office.

Major/Minor Changes Report: At the end of every quarter, Tchad will generate a report that shows changes in major plans that will let departments know who has declared or dropped the major/minor plan.