University Registrar Home

For Parents

Important Dates and Times

The information on these pages is provided as a tool to answer your general questions and to guide you in discussions with your student. This information is not intended to include all academic policies and procedures.

General Information

  • Current and future academic calendars: displays key begin and end dates for a given academic year. Please visit the Academic Calendar for detailed information.
  • Financial Aid questions: information concerning student aid may be obtained by visiting the Financial Aid website.
  • Billing questions: information concerning a student's tuition, refund, or payment are referred to the Office of the University Bursar.

Special Note: The University Bursar cannot discuss your student's accounts without the written permission of the student. For more information, please see our page on Student Privacy.

Academic Progress

Continued enrollment at Virginia Tech is a privilege that is granted as long as the student is making satisfactory progress toward a degree. Two policies give academic progress:

  1. Academic Eligibility: The minimum standard for good standing is a cumulative GPA of 2.00. Academic Probation is imposed when the cumulative is less than 2.00; probation is lifted when the cumulative GPA is at least 2.00. Academic performance is reviewed at the end of each regular semester (Fall/Spring). Students receiving first suspension may not enroll for the academic (Fall/Spring) term. Students receiving second suspension may not enroll for two academic (Fall/Spring) terms. Students receiving a third suspension is permanently dismissed and may not re-enroll at Virginia Tech. Special Note: Students on suspension may not receive transfer credit for work completed during the period of suspension.
  2. Satisfactory Progress: Each degree program defines minimum criteria to be certified as making satisfactory progress toward the degree. Students are responsible for meeting with the academic advisor/department to assess knowledge of the requirements. Additional information is available in the Undergraduate Catalog: "Satisfactory Progress".

Dean's List (Honors and Awards)

  • Undergraduate students who attempt at least 12 credit hours graded on the A-F option and who earn a 3.4 GPA for either spring or fall semester will be included on the Dean's List for that term. The Deans' Lists are not compiled for summer sessions. Any notifications or certificates indicating inclusion on the Dean's List for a particular term are issued by the student's academic dean.
  • Questions about omissions from this online list should be directed to the Office of the University Registrar (e-mail the Registrar or call ( 540) 231-6252). The Office of University Relations posts the Dean's List to the Honors and Awards website.
  • Students will not appear on the Dean's List if:
  1. they are confidential
  2. if they are not full time (audit hours do not count toward the minimum 12 credit hours needed)
  3. if they are not an undergraduate student
  4. if the student has no active permanent address
  • Policy questions regarding the definition of Dean's List honors or why a student does not appear on this list should be directed to the Office of the University Registrar.

Degree Progress

Virginia Tech's Degree Audit Reporting System (DARS) is a computer generated report for undergraduate and associate level students that matches the degree requirements of an undergraduate degree program with a student's course work taken. The audit identifies those graduation requirements completed as well as those requirements needing completion prior to graduation. The DARS report provides each student and advisor with an important advising and planning tool to assist with appropriate course schedules each semester. Students should apply for their degree and initiate a DARS Report no later than the first term of junior year.

Grades and Transcripts

  • The university does not release grades or transcripts to parents unless the student has provided a written release to do so. This policy is designed to comply with the Family Educational Rights and Privacy Act of 1974 (FERPA). This federal law prohibits disclosure of student records and information without written consent from the student. For additional information, you may access Confidentiality of Student Records. The sharing of grades and other academic information between parents and students is a family matter.
  • Students have access to view semester grades on HokieSpa approximately 48 hours after the end of all final exams.
    • Fall 2008 = December 22, 2008
    • Spring 2009 = May 17, 2009
    • First Summer 2009 = July 10, 2009
    • Second Summer 2009 = August 19, 2009
  • Deans List: Undergraduate students who attempt at least 12 credit hours graded as A-F option and who earn a 3.4 GPA for either Fall or Spring will be included on the dean's list. Notifications (if any) of inclusion are issued via the undergraduate academic dean's office.
  • Midterm Grades: Undergraduate students whose first term enrolled at Virginia Tech is Fall Term will be assigned midterm "satisfactory" or "unsatisfactory." Satisfactory is received for work earning a C or better. The midterm grade is not part of the student's academic progress. It is intended to be an early indicator or academic progress. Students are urged to visit with their instructors and advisors to discuss any unsatisfactory results.
  • Undergraduate Catalog: Academic Policies on Grades, Grade Points, and Credit Hours

Certifications

Self-Service Enrollment Verification Certificates

  • Virginia Tech has authorized the National Student Clearinghouse to act as our agent to provide enrollment verifications. If you need to verify your Virginia Tech current or previous enrollment or anticipated date of graduation, an "Enrollment Verification Certificate" may be obtained by:
  1. Log in to Hokie SPA
  2. Choose Transcripts and Enrollment Verifications
  3. Select "Request Enrollment Verification Certificate"
  • As an authorized HOKIE SPA user, you will be automatically directed to the National Student Clearinghouse website. Via a secure log in, you may view or print enrollment information at any time. Enrollment Verification Certificates are printed from the Clearinghouse website and can be used as official verification of enrollment for insurance companies, employers, scholarships, or other agencies. There is no charge for this service. Also, you will enjoy the freedom of requesting and receiving this information at any time, day or night, without visiting our office.
  • Reporting Timeline: Virginia Tech considers registration for future semesters unofficial until the first day of classes of that term. Therefore, we do not submit initial enrollment data to the Clearinghouse until the first day of classes. During Fall and Spring terms, updates of enrollment data are submitted the tenth (10th), the fortieth (40th), and last class day of that specific term. During summer sessions, initial enrollment data is submitted the second class day with an update of enrollment data submitted the last class day.
  • The National Student Clearinghouse observes and complies with the Family Educational and Privacy Act (FERPA).

    Contact the Clearinghouse at:

    WEB: www.studentclearinghouse.org
    Phone: (703)742-4200
    Email: service@studentclearinghouse.org
    Mail: National Student Clearinghouse
    13454 Sunrise Valley Drive, Suite 300
    Herndon, Virginia 20171

Academic Records Verification

If you need a letter or completion of another agency's form that verifies anticipated graduation dates, degree(s) received, class rank, pre-registration for another term, grade point averages, or any other matter pertaining to your academic record or registration at Virginia Tech, you may order a certification by:

    1. Visiting our office (250 Student Services Bldg) with a photograph ID and completing the Request for Certification form
    2. Writing a letter of request (must be submitted with written consent of the student) with the following information in the request:
      1. Complete Name
      2. Student Identification Number
      3. Mailing Instructions for the Certification
      4. Information needed for certification
      5. Daytime Telephone Number
      6. Complete Legal Signature (reflecting the full name)
    3. Stafford (Subsidized and Unsubsidized) Loan and Federal Direct Loan Deferments: Virginia Tech participates in the National Student Clearinghouse for this service. Students who qualify for in-school deferments should receive their approval by the lender/loan service more quickly, avoiding confusing and inappropriate lender collection efforts during in-school deferment periods. Should student loan deferment requests be presented at the Office of the University Registrar, the request will be referred to the Clearinghouse for processing. All inquiries concerning deferments should be directed first to the lender or loan service. If the loan servicer indicates that the deferment has not been received from the Clearinghouse, you should then contact the Clearinghouse to determine the status of your deferment. (Contact at:www.studentclearinghouse.org, Phone: (703)742-4200, Email: service@studentclearinghouse.org, Mail: National Student Clearinghouse, 13454 Sunrise Valley Drive, Suite 300, Herndon, Virginia 20171)
    4. Note: Perkins Loan deferment forms are processed by the Office of the University Registrar and should not be referred to the Clearinghouse for processing.
    5. Third Party Requests for Degree and Enrollment Verifications
      Virginia Tech has authorized the National Student Clearinghouse to act as our agent to provide degree and enrollment verifications. Third parties requesting enrollment or degree verifications should contact the National Student Clearinghouse by visiting their website, www.studentclearinghouse.org or calling 703-742-4200.

Graduation Ceremonies

The schedule of ceremonies is available online.

Diplomas are distributed at the spring ceremony only. Students who do not attend the spring ceremony or who graduate in Summer or Fall may either pick up their diploma in the Office of the University Registrar (Graduate students must visit Sandy Hall), provide instructions for mailing via HokieSpa, or by mailing instructions to our office.

Graduation with Distinction

A student who has completed at least 60 undergraduate credit hours at Virginia Tech may be graduated with distinction under the following conditions:

  • 3.8 ≥ Summa Cum Laude
  • 3.6 - 3.799 Magna Cum Laude
  • 3.4 - 3.599 Cum Laude

Other Parent Resources

Resignations/Withdrawals

All students, regardless of level, may not drop their last course.

Instead, they must submit a Student Resignation Form, or written correspondence with the following information:

    1. Student's complete name
    2. Student's social security number and/or student identification number
    3. Student's return address
    4. The semester of the withdrawal
    5. Student's complete legal signature, reflecting student's full name

General Resignations/Withdrawals

  • Students must complete a university Student Resignation Form to drop all courses.
  • Withdrawals submitted through the first day of classes will receive a full refund minus any administrative processing fees.
  • Students wishing to drop all classes after the first day of classes will be charged a prorated amount based on the effective date of the resignation (See Office of Student Accounts for amount).
  • A dean's signature is required when dropping all classes after the first day of classes. (Graduate Dean for Graduate students).
  • In addition, residence hall students must obtain a signature from Residential and Dining Programs before the resignation/withdrawal may be processed.
  • Cadets must also obtain the Commandant's signature before the resignation/withdrawal may be processed.

    Special Note: The effective date is based on the actual date the resignation is received. Appeals of effective date of processed forms will only be considered if medical documents or other evidence of processing error is presented to your academic dean.

  • Student Athletes and International Students with certain visa types may not drop below 12 hours without permission. Any student wishing to drop below these hours should be directed to the University Registrar.
  • Our office cannot accept faxed or scanned Student Resignation/Withdrawal forms or letters.
  • NOTE: You are charged for every day enrolled. Therefore, it is important to follow university policy regarding discontinuation of enrollment.

Military Resignations/Withdrawals

  • Students who are called to active military duty should bring a copy of activation orders to their academic dean. Students are encouraged to communicate with their advisors, instructors and dean to discuss options, such as taking "incompletes" if near the end of the term or withdrawing from the term.
  • If students request a withdrawal from the university, permission is granted without punitive action as well as granting full refund of tuition and fees. The activation orders should be attached to the withdrawal form.
  • Students with Federal financial aid are reminded that a full refund of tuition will result in an immediate requirement to commence repayment of aid. Students with Federal financial aid should discuss options prior to withdrawing with their academic dean and Financial Aid counselor.
  • In addition, residence hall students must obtain a signature from Residential and Dining Programs before the resignation/withdrawal may be processed.
  • Cadets must also obtain the Commandant's signature before the resignation/withdrawal may be processed.

Questions regarding resignations/withdrawals may be directed to the Office of the University Registrar, (540) 231-4921 or (540) 231-6252.

Contacts for Undergraduate Deans:

  • College of Agriculture and Life Sciences, (540) 231-6503
  • College of Architecture and Urban Studies, (540) 231-6415
  • Pamplin College of Business, (540) 231-6602
  • College of Engineering, (540) 231-3244
  • College of Liberal Arts and Human Sciences, (540) 231-6770
  • College of Natural Resources, (540) 231-5482
  • College of Science, (540) 231-5144
  • University Studies, (540) 231-8440