Office of the Registrar Newsletter

September 1, 2026
Categories: Uncategorized

save the date! Fall 2026 Registrar Forum

Join us for the Fall 2026 Registrar Forum! This two-day forum (same content both days) is designed to provide you with information you can use. Most information will be related, in some way, to the Office of the Registrar while information on other topics will also be shared. After both days, we will share presentation materials and Q&A notes from both sessions.

New This Year: For the first time, registration is hosted through the Learning & Development portal!

  • Dates: September 23, OR September 24, 2026 at 3:00pm. Choose the day that best fits your schedule!
  • Registration: Reserve your spot on the L&D Portal Registration page.

While we have key updates prepared, your questions and concerns are our top priority. Prior to the event, please submit any topics or questions you would like us to cover by emailing jreece15@charlotte.edu. Don’t worry, we have our own topics too. We offer forums each fall and spring semester.

2-Year Institution Credit Count

At an Associate Deans’ Council meeting back in April, the Associate Deans requested a total count of credits transferred from a 2-year institution to the Transient Study petition. We have a policy that sets a maximum of 64 credit hours from a 2-year institution (in total). This was challenging for the approver to know when approving a student’s petition, as the student may inadvertently exceed that maximum or have attended a mixture of 2-year and 4-year institutions. Ensuring the student’s 2-year max does not exceed 64 also ensures the student will not experience reductions that might negatively affect graduation.

This was a great suggestion, and OneIT brought it to fruition. Now, within the petition, you can click on the question mark beside Transfer Credits Applied to view the 2-year credit hour total. Thank you to OneIT for making this update.

Transient Study – Grade-Only Attempts

  • The Scenario: Students may petition to take a course elsewhere for which they have already earned credit at Charlotte if their previous grade doesn’t meet a specific requirement (e.g., needing a “C” or better but earning a “D”).
  • Approval Requirement: Per policy, students cannot transfer courses previously passed at Charlotte without an approved Academic Petition. This petition requires Associate Dean approval for “Grade-Only” credit.
  • What You’ll See in the Audit: Once approved and processed, the transfer course appears with zero credit hours, successfully satisfying the requirement. The original institutional attempt retains its credit hours, is marked as “Repeated (R),” and is moved to the “Failed/Withdrawn/Excluded” section of the degree audit.
  • Resolving Credit Hour Discrepancies: Because the original institutional attempt is moved, the major or minor block may show a credit hour deficit. To correct this, please submit a DegreeWorks Exception (Waiver) academic petition. Note the required credit hour reduction in your request (e.g., “Reduce major block from 70 to 67 credit hours”).

SoftDocs – It’s here (freeze warning)

SoftDocs will freeze (no activity) starting at 3pm on Friday, September 18 until Wednesday, September 23 at midnight. This freeze is limited to student-related documents and forms. You may experience some issues working with documents in Perceptive Content and SoftDocs during this time. The final push of all Perceptive Content documents will be occurring during this time and we should not be adding additional documents during this migration. Please be patient. Afterward, we’ll be working exclusively in SoftDocs. Any links or forms that were previously referencing or pushing to Perceptive Content will need to be updated. If you have any questions, please contact softdocsproject-group@charlotte.edu.

Academic Calendar Updates

  • The Fall 2026 First-Half term (H1) Unsatisfactory mid-term grading deadline is now September 3rd @ noon. The previous deadline was August 28th @ noon. Consequently, the Unsatisfactory mid-term grade notices will be emailed September 4th, instead of August 31st.  
  • The Fall 2026 Second-Half term (H2) Unsatisfactory web Mid-Term grading access available date is now October 26th. The previous grading access available date was October 29th. 

Please feel free to review the updated Academic Calendar.

Welcome to Ashley Clarke

We are excited to welcome Ashley Clarke, Scheduling and Registration Specialist, to the team. Ashley has a degree in Psychology from Queen’s University and comes to us from Undergraduate Admissions, where she has served as an Operations Specialist since October 2022. We are excited that she will continue to contribute her experience within Enrollment Management, and we look forward to seeing the great things she will do for us and you, our partners.

Grade/LDA Change Request System Defect & Workaround

We are currently tracking a known issue with the Grade/LDA Change Request system where approvers receive pending task notifications, but find an empty queue upon logging in. The vendor is actively working on a fix to be released with an upcoming patch.

Temporary Workaround

If you received a notification but cannot see your pending request:

  1. Submit a TDX ticket.
  2. OneIT and the Office of the Registrar will reply with a direct link to your pending task.

We apologize for the inconvenience and appreciate your patience as we work toward a resolution.

Did You Know?

The deadline for Spring 2027 schedule building is Friday, Sep 11, 2026 at 5pm.

Non-Standard Meeting Patterns for Courses

Courses scheduled at non-standard times will be processed on a “space available” basis, AFTER conforming courses have been scheduled. The Office of the Registrar enforces this Charlotte policy, and room assignments for course sections scheduled during the university’s standard meeting patterns will be given priority.

Prime Time vs. Non-Prime Time

A minimum of 40% of classes must be scheduled during non-prime time. Non-prime time is defined as classes starting before 9:05 a.m. and late afternoon classes with start times at or after 2:30 p.m. This portion of the policy is enforced by your College’s Associate Dean.

Duplicate Credit Advising & Weekly Reports

The Office of the Registrar runs a weekly Registered for Duplicate Credit Report from the second week of registration through the add/drop period. This safety net flags students accidentally enrolled in Charlotte courses already satisfied by external transfer or AP credit (exact matches or equivalencies).

  • Notifications: Affected students and their primary/secondary advisors receive weekly emails with direct links to review the report and take action.
  • Student Resolution: Students must drop the duplicative course or obtain an authorized repeat override to stop receiving alerts. Students are not administratively dropped and remain responsible for academic and financial outcomes.
  • Default Filters: Students with an active repeat override for the course are not notified.

Before issuing a repeat course override, advise students on key risks:

  • Financial Aid: Courses already satisfied by external credit generally do not qualify for financial aid under CPoS rules.
  • Degree Applicability: Credits apply toward degree completion only once unless the course description explicitly states it may be repeated for credit.

Questions or notification errors? Contact us at the Office of the Registrar.

Important Dates

  • September 1: Faculty Final Mini-Fall Term web grading access available
  • September 1: Early Alert Deadline for First Half Term
  • September 3: Unsatisfactory Mid-Term Grades due on the web by noon for First Half Term
  • September 4: Unsatisfactory Mid-Term Grade notices emailed to students for First Half Term
  • September 5: No Saturday Classes
  • September 7: Labor Day – No Classes
  • September 7: Labor Day – University Closed
  • September 9: Last day to change Grade Type (P/NC or Audit) Policy Information
  • September 9: Last day to Change or Opt-Out of Grade Replacement for First Half Term @11:59 pm | Policy Information
  • September 9: Last day to withdraw from a course(s) for First Half Term; grade subject to Withdrawal Policy* @ 11:59 pm | Policy Information
  • September 9: Last day of classes for for Mini-Fall Term
  • September 10: Reading Day for Mini-Fall Term
  • September 11: Early Alert Deadline
  • September 11: Final Examinations for Mini-Fall Term
  • September 14: Final Grades due for Mini-Fall Term @ noon
  • September 17: Deadline to apply for December 2026 Graduation
  • September 21: Unsatisfactory web Mid-Term Grading access available for Fall 2026
  • September 23: Faculty Final web grading access available for First Half Term
  • September 28: Spring 2027 Schedule of Classes available on the web
  • September 28: Student registration appointment times available on the web
  • September 29: Master’s Thesis Proposal Defense Deadline for December 2026 Graduation
  • September 30: Last day of classes for First Half Term