Registration Definitions & Policies

Students enrolled in classes offered in the Fall and Spring through the Bachelor of Interdisciplinary Studies, Bachelor of Professional Studies in Health Sciences Management, and the Post-Bac Pre-Med Program are governed by University add/drop dates and payment and refund policies

Students enrolled in classes offered in the Summer through the Bachelor of Interdisciplinary Studies, Bachelor of Professional Studies in Health Sciences Management, and the Post-Bac Pre-Med Program are governed by Summer Session.

Students registering as Community Scholars are governed by University add/drop dates and refund policies. 

All other students registering in classes offered through SCPS are governed by the School's policies, as noted below. 

Add and Drop:  actions related to a student’s registration in a class. 

Many of our students can use the self-service feature in the Student Information System (SIS) to “add” a class.  For those not able to use self-service, a Class Registration Form must be completed so that SCPS Registration Staff can add the class in the SIS. 

Likewise, students can use the self-service feature in the SIS to drop a class. They should also complete and submit the SCPS Drop/Refund Request Form. 

The following actions DO NOT constitute an official drop of a class:

  • Ceasing to attend a class
  • Notifying the instructor
  • Notifying the employer/sponsoring agency
  • Dropping through self-service in the SIS after classes begin without also completing the SCPS Drop/Refund Request Form

Class Cancellation: The School of Continuing and Professional Studies may cancel, modify, or make substitutions for any published class or program, may change instructors, and may change the dates and times a class is offered. 

SCPS offers all classes with the expectation of a particular minimum number of paid students. The School reserves the right to cancel a class seven days prior to the published start of the class.  

If SCPS cancels a class, the School will contact students to determine if they wish to exchange their registration in the cancelled class for registration in another class that is being offered during the same term. If a student has registered and paid for a class which SCPS cancels, then:

The student may elect to register in an alternative class during the same term. Tuition and fees will be applied to the alternative class and the student will be responsible for any difference in tuition and fees.
Or
The student will be dropped from the class and a refund will be issued. Fees charged by the processor of credit card transactions, currently Nelnet, are not University fees and are not refundable.

Hold: an action taken by SCPS or the University which is designed to alert the student to take a particular action. Generally, a hold on a student’s account prohibits the student from registering for another class or receiving an official transcript from the University.

If a student has a balance due on the student account, a financial hold (block) will be placed until the financial obligation is met.  The hold prohibits the student from registering and receiving a transcript. When the balance due is paid, the hold is released the following business day.  If the hold remains after payment has been paid, please contact SCPSregistration@virginia.edu

Payment:  It is the policy of SCPS that payment in full is due at the time of registration, and no later than seven calendar days before the published first day of class. It is the responsibility of the student to pay all charges in full unless arrangements have been made with SCPS for an employer/sponsor to pay. Failure to attend class or properly drop the class, including the submission of the SCPS Drop/Refund Request Form, do not eliminate a student’s responsibility for payment.  

Permission to Enroll:  the provision of general demographic and programmatic information by a student to the School of Continuing and Professional Studies which allows registration in a class

Registration:  the action or decision taken by a student which results in his/her membership on an SCPS class roster; payment must accompany registration

In order to access class materials, registration is expected seven calendar days before the published first day of class. Late registrations will not be accepted after the first day of class.

Withdrawal:  a term which refers to the student’s decision to end his/her programmatic relationship with an SCPS program and, therefore, the University. Normally, withdrawal is associated with permanent discontinuation. Discontinued participation in a class does not constitute a withdrawal from the class or the program. 

The following actions DO NOT indicate withdrawal from the University:

  • Ceasing to attend a class
  • Notifying the instructor
  • Notifying the employer/sponsoring agency
  • Dropping through self-service in the SIS after classes begin without also completing the SCPS Drop/Refund Request Form