The Class Roll Adjustment Form

A Class Roll Adjustment form or CRA is used after Census Date for a given semester. Depending on the action requested and the date, a CRA may have a monetary impact on the University. The three possible scenarios are:

1) Adding a student into a class after Census Date which results in the student owing more tuition,

2) Removing a student from a class after Census Date which refunds tuition to the student,

3) Adding a student into one class and removing the student from a different class or section for the same semester after Census Datewhich has no significant tuition consequences. Questions about CRAs should be addressed to Linda Wilson, Assistant Provost, or X2-3838.

I.Using a CRA to ADD a student into a course

A. Late Registration Period:

  1. A CRA should not be used since students may add and drop classes in MyMav.

B. Following Late Registration through Census Date:

  1. A CRA should not be used since the academic advisor can enroll or add students in MyMav at the discretion of the faculty member and/or the academic unit.The student should be required to complete a form requesting to be added and this form should be completed kept by the advising unit as backup documentation.
  2. UT Arlington receives full funding for courses added during this time period.

C. Following Census Date:

  1. UTArlington does not receive student credit hours or state funding for courses added after Census Date. Faculty should do their best to assure that students who are attending their classes are listed on the class roster prior to Census Date.
  2. A CRA should not be used to add a student who has been withdrawn for non-payment unless the academic unit is directed to do so by the Office of Records. (If the Office of Records sends a memo to the academic unit requesting a CRA, a copy of the memo should be sent forward with the CRA.)
  3. A CRA should be used to correct institutional error. (A student is misadvised by a UT Arlington academic advisor, there is an error by UT Arlington when evaluating transfer coursework, etc.) The academic unit should investigate the alleged error rather than accept the student’s word. Steps should be taken to prevent the error from occurring in the future.
  4. A CRA should not be used to add a student because the student forgot to register or didn’t remember when Census Date was. (Exceptions have been made for international students who face deportation, students in their “graduating” semester, etc. but this should not become routine practice.)
  5. A CRA should not be used to add a student because the student needs additional hours to maintain financial aid or scholarship status. Students are well informed about credit hour requirements by the Office of Financial Aid and Scholarships.

II.Using a CRA to DROP a student out of a course

  1. Late Registration Period:
  1. A CRA should not be used since students may add and drop classes in MyMav.

B. Following Late Registration through Census Date:

  1. A CRA is notnecessary since the academic advisor can drop students in MyMav. If a student remains enrolled in at least one course, they receive a full refund for all courses dropped by 5:00 p.m. CT on Census Date.

C. Following Census Date:

  1. A CRA should not be used to drop a student and assign a grade of W since the academic advisor can drop the student in MyMav. (A CRA takes the course off the student’s transcript.)
  2. A CRA back dated to Census Date refunds money to the student and should only be used to correct institutional error as described in Section I - C #3 above. The academic unit should investigate the alleged error rather than take the student’s word for it. Steps should be taken to prevent the error from occurring again.
  1. Using a CRA to drop one class or section and add another

A.Late Registration:

1.A CRA should not be used since students may add and drop classes in MyMav.

B. Following Late Registration through Census Date:

  1. A CRA should not be used since the academic advisor can add and drop students in MyMav.

C.AfterCensus Date:

1.A CRA mustbe used to move a student from one section to another section of the same course. There is no adverse consequence to UT Arlington, and the University receives full funding. (Both the add and drop actions should be on one CRA form.)

2.A CRA must be used to move a student from one course to another. There is no adverse consequence to UT Arlington, as long as the credit hours are equal. UT Arlington receives full funding. (If the courses are in different departments, this should be coordinated by the Dean’s Office or Office of the Provost. The student should not be dropped in MyMav.)