Arizona State University Registrar Information: A Comprehensive Guide

The University Registrar Services at Arizona State University (ASU) is a crucial department responsible for maintaining student academic records, facilitating registration processes, and ensuring compliance with the Family Educational Rights and Privacy Act (FERPA). This article provides a detailed overview of the services offered by the University Registrar, including information on enrollment status, transcripts, registration, and student record privacy.

Enrollment Status and Academic Load

A student's enrollment status is determined by the number of credits they are taking in a given term. This status impacts financial aid eligibility and other university-related processes.

Undergraduate Students

The following table outlines the credit requirements for different enrollment statuses for undergraduate students:

Academic Load	Term	Credits
Full-time	Fall & Spring	12+
3/4 time	Fall & Spring	9-11
Half time	Fall & Spring	6-8
Less than half time	Fall & Spring	1-5
Full-time	Summer	4+
Half time	Summer	2-3
Less than half time	Summer	1

Graduate and Law Students

The credit requirements for graduate and law students differ from undergraduates:

Academic Load	Term	Credits
Full-time	Fall & Spring	9+
3/4 time	Fall & Spring	7-8
Half time	Fall & Spring	5-6
Less than half time	Fall & Spring	1-4
Full-time	Summer	3+
Half time	Summer	2
Less than half time	Summer	1

Important Note: For financial aid disbursement purposes, full-time and half-time credit requirements may vary.

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Transcripts: Official and Unofficial

The University Registrar provides both official and unofficial transcripts.

Official Transcripts

An official transcript is a certified copy of a student's permanent academic record, issued by the University Registrar. It includes all courses taken at ASU for credit and the grades received. Official transcripts bear the ASU seal and a print date.

Ordering Official Transcripts

The easiest way to order an official transcript is through Parchment’s online request system. Official electronic transcripts can only be ordered through Parchment.

Cost: $15.00 per official transcript copy.
Sales Tax: Starting January 6th, 2025, sales tax will be collected.

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Mailing Address for Requests:
Outgoing TranscriptsUniversity Registrar ServicesArizona State UniversityP.O. Box 870312Tempe, AZ 85287-0312

Note: Make checks or money orders payable to Arizona State University.

Unofficial Transcripts

An unofficial transcript is an uncertified copy of a student's academic record. In addition to course and grade information, it may include:

Dean’s List achievements
Grade changes
Semester GPAs
Probation/disqualification status

Accessing and Ordering Unofficial Transcripts

Online (Students with ASURITE ID): Sign in to My ASU to view and print. Disable pop-up blockers if necessary.

Read also: Understanding ASU Tuition
Online (Students who attended after 1980 without ASURITE ID): Request an ASURITE ID by contacting the ASU Help Desk at 855-278-5080.
Students who attended prior to 1980: Online transcript services are not available.
Mailing Address for Requests:
Outgoing TranscriptsUniversity Registrar ServicesArizona State UniversityP.O. Box 870312Tempe, AZ 85287-0312Fax: 602-543-8312
In Person: Order at any campus registration site with photo ID.

Cost

There is no fee for unofficial transcripts.

Registering for Classes: A Step-by-Step Guide

Registering for classes at ASU involves several steps to ensure a smooth process.

Step One: Clear Registration Holds

Sign in to My ASU to check for any holds that may prevent registration.
Examples of holds: missing transcripts, unpaid fees, advising requirements, immunization requirements.
Clear holds promptly to avoid delays.
Select Help on My ASU for more information on specific holds.

Step Two: Register for Classes

Register online or in person after clearing all holds.
Search for available classes online.
Undergraduate students should utilize their major map and DARs.
Graduate students should review their plan of study (iPOS).

Step Three: Pay Tuition and Fees

Sign in to the My ASU Finances tab to view and pay tuition and fees.
Refer to Student Business Services for information on tuition calculation and payment deadlines.

Step Four: Purchase Textbooks

Sign in to My ASU and select "Books" in the "My Classes" box.
Order textbooks through ASU Bookstores.

Step Five: Access Class Schedule

Understanding FERPA and Student Record Privacy

The Family Educational Rights and Privacy Act (FERPA) protects the privacy of student education records. ASU policy is based on this federal legislation, and non-compliance can result in the withdrawal of federal funding.

Key Aspects of FERPA

Student Rights: FERPA rights transfer from parents to the student when the student turns 18 or enters postsecondary education.
Directory Information: ASU permits the release of "directory information" unless a student restricts it.
Consent Required: Written consent is required to disclose non-directory information, such as grades or performance indicators.
Inappropriate Disclosure: ASU has a policy for handling lost, stolen, or inappropriately disclosed student records.

What is Considered Directory Information?

Directory information can be released unless the student has requested it be withheld. Examples include:

Student's name
Address
Telephone number
Email address
Photograph
Major field of study
Dates of attendance
Enrollment status (e.g., full-time, part-time)
Degrees and awards received
The most recent previous educational agency or institution attended by the student

Restrictions on Directory Information

Students can restrict the release of their directory information by completing a Withhold Directory Information Request and submitting it to any registrar location. Choosing to restrict this information can have consequences:

ASU could not provide your telephone number to a classmate trying to contact you about a class project.
ASU could not give your address or telephone number to family members who are in town unexpectedly.
After graduation, ASU could not confirm degree completion to potential employers without written consent.

Scenarios and FERPA Compliance

Posting Grades: Posting grades publicly, even with student names obscured, is a FERPA violation. Approved methods, such as using the Posting-ID provided on class rosters, are permissible.
Letters of Recommendation: Obtain written authorization from the student before discussing their performance in a letter of recommendation.
Requests for Student Information: All requests for student information (subpoenas, court orders, authorizations) should be sent to University Registrar Services for review and processing.
Sharing Information with Parents: Parents do not have inherent rights to access education records once a student enters postsecondary education. Students can grant parents My ASU Parent Guest Access to share information.

Protecting Student Information

Be cautious about "passive" releases of information (e.g., leaving information visible on a desk).
Do not disclose class rosters with personally identifiable information to third parties, even classmates.
Ensure messages are sent only to the intended recipients.
Protect your ASURITE UserID and password.

Common FERPA Questions and Answers

Does FERPA apply to all student records? Yes, FERPA applies to all education records maintained by the university, including academic, financial, residential life, activities, and disciplinary records.
Can student information be sold? ASU has a policy controlling the sale of releasable student information, but very few lists are sold.
How can parents access grades? Students can print a copy of their unofficial transcript from My ASU or grant parents My ASU Parent Guest Access.
What if there's a FERPA violation? Discuss the matter with the individual or office responsible for the alleged violation.

Additional Services and Information

Leave of Absence (LOA)

Students who wish to take a break from their studies can apply for a Leave of Absence.
If you wish to return to ASU prior to the end of your scheduled leave, contact University Registrar Services at 480-965-3124.
If you are unable to return to ASU by the term you initially identified, then you may request an extension through the college of your major.
While the LOA keeps student records up to date, it does not allow for loan deferment.

Residency Reclassification

Students classified as non-residents for tuition purposes can petition for reclassification.
Monitor the status of your petition from the residency reclassification application portal.
Residency for tuition purposes is determined by the Arizona Board of Regents (ABOR).
Owning property in Arizona does not automatically qualify you as a resident.
Leaving Arizona will not result in a loss of Arizona residency unless your absence is accompanied by actions that indicate intent to establish a new domicile elsewhere.

Tuition Reduction

Submit your Qualified Tuition Reduction Form (QTR) to the Student Accounts Office.

Commencement Tickets

Ceremonies held at Grady Gammage Auditorium will require a ticket.
Ceremonies held at Wells Fargo Arena or other venues currently do not require tickets.
Students will RSVP from a link on their My ASU page.

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