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POLICIES AND FORMS

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Admissions & Records Office
Phone: (805) 546-3955
Email us:
arhelp@cuesta.edu

 

 

Adding and Dropping Classes
Form Link: Add & Drop Card (PDF)

Students are responsible for making changes by adding or dropping courses and applying for refunds.  No requests to add or drop classes will be accepted over the phone.

ADDING COURSES

Students must add classes by the end of the second week of instruction for full-semester courses or 20% for short courses. For summer session, students must add classes within the first 20% of the course.  Deadlines for courses may be viewed online in the class finder at the Cuesta web site by clicking on "Info" then "Important Dates".  Student may register online or attend walk-in registration.

Students may add classes by the options below:

  • Online by myCuesta.

  • In-person by submitting an Add/Drop Card (PDF).  An instructor’s signature is required if the class is closed or once the semester has started.  Full payment is due when adding in-person.

Add Codes:  Once a class is closed (full), or after the semester begins, instructor approval is required to add a class even if there are open seats.  Students may obtain instructor’s approval by attending the first class meeting and having the instructor sign an Add/Drop Card (PDF) and/or issue an Add Code.  An Add Code is a four-digit number issued by an instructor that allows the student to add a course online by myCuesta.  Students wishing to add a Distance Education course should review the course information online and contact the instructor via email.

Readmit:  Students wishing to be readmitted to a course due to an instructor drop may be allowed to add beyond the normal add deadline with instructor approval.  Readmit forms are available at any registration location.

Transfer:  Instructor or department arranged course transfer will be allowed beyond the normal add deadline for students transferring to a different class of the same course or a lower or higher level class of the same discipline.  Transfer forms are available any registration location and require instructor approval.

Dropping Courses or Withdrawal From College Return to top
Form Link: Add & Drop Card (PDF)

It is the student’s responsibility to officially drop or withdraw from classes.  Students will not be dropped for non-payment of fees.  Students will be financially responsible for registration fees for classes dropped after the refund drop deadline.  Instructors set attendance policy for each class and may drop students for infractions of their attendance policy.  Students may not rely on the instructor to drop them, and may receive an ‘F’ or failing grade for failure to officially withdraw from a course.  An instructor’s signature is not required to drop a class.

A student may drop a class without receiving a ‘W’ grade - no notation will be posted on a student's academic record if a course is dropped by the last day to drop without a W which is the day prior to Census Date (3rd Monday) for a full-term course or within 20% of a short-term or summer course.  Students who withdraw from all classes by the deadline to drop without a ‘W’ will not be eligible for priority registration as a continuing student in the next term. 

A student may drop a class with a ‘W’ grade from a course through the end of the 12th week (Sunday) for a full-term course or within the first 60 percent of a short-term or summer course and receive a W grade on their academic records.

Deadlines for courses may be viewed online in the class finder at the Cuesta web site by clicking on "Info" then "Important Dates".

If eligible for a refund, a refund request form must be submitted to the Cashier’s Office by the deadline.

Registered students may drop classes by the options below:

  • Online by myCuesta.  Complete all steps and print a receipt to confirm you have officially dropped classes.  Keep your receipt.

  • In-person by submitting an Add/Drop Card (PDF).

  • By fax to (805) 546-3975.  Include name, student ID (Social Security number), and phone number.  Specify classes to be dropped, date, and sign.

  • By mail to Cuesta College Registration Office, P.O. Box 8106, San Luis Obispo CA 93403-8106.  Letter must include name, student ID (Social Security number) and phone number.  Specify classes to be dropped, date, and sign.

Faxed or mailed requests will be processed based on the date received or postmarked if submitted within drop deadlines.

Withdrawal by Financial Aid Students:  Students should immediately go to the Financial Aid Office if dropping classes.  For more information on the Title 5 State Refund Policy, refer to the class schedule.

Military Withdrawal:  Withdrawal must be verified with orders received by a student who is a member of an active or reserve U.S. military service.  Refer to the class schedule for more information and refund policy.

Administrative Withdrawal/Cancelled Classes:  Students will be notified by phone and/or mail if administratively dropped or of a class has been cancelled by action of the college.  See class schedule for more information and refund policy.  It is the student’s responsibility to submit a refund request form to the Cashier's office.

Registration Centers and Processing Locations:

Schedule Conflict Return to top
Form Link: Schedule Conflict (PDF)

Students are not allowed to add two classes that overlap. Some classes will allow you to overlap time with another class, but only with an approved schedule conflict form (PDF). Forms are located in the Admissions and Records Office or on the web.

Withdrawal from College and Dropping Courses
Form Link: Withdrawal (PDF)

Any student leaving the college at any time after registration must officially withdraw from the institution. To obtain a withdrawal (PDF) from the college a student must complete the appropriate forms provided in the Admissions and Records Office or on the web.

A student may drop a class without receiving a "W" grade by dropping prior to the 3rd Monday of the semester for full-term courses or within the first 20 percent of the course for short courses and summer sessions.

A student may drop a class with a ‘W’ grade from a course through the end of the 12th week (Sunday) for a full-term course or within the first 60 percent of a short-term or summer course and receive a W grade on their academic records.

Instructional Period

Drop Deadline

Fall/Spring semester

End of twelfth week (Sunday)

Summer session

60 percent of the length of the course (check class finder for dates)

Short course

60 percent of the length of short course (check class finder for dates)

Thereafter, a grade other than a "W" must be awarded, and an "F" is likely if the student has not arranged with the instructor to complete minimum course requirements. Withdrawal Card (PDF) may be obtained in the Admissions and Records Office or on the web.

Withdrawal from classes after the end of the drop period may be made based on extenuating circumstances upon petition to the director of admissions and records and with appropriate valid documentation. Extenuating circumstances are verified cases of accidents, illnesses, or other circumstances beyond the control of the student (California Code Title 5, Section 55758).

There is a deadline of six months from the date that the grade is posted in which to initiate this request.

Military Withdrawal Return to top

"Military Withdrawal" occurs when a student who is a member of an active or reserve United States military service receives orders compelling a withdrawal from courses. The student must verify such orders at the time of the withdrawal. Students withdrawing under this college policy will receive a grade of "MW" for each course they withdraw from and shall be entitled to a full refund of all enrollment fees paid to the college unless academic credit has been awarded.

Pass/No Pass Grading (formerly Credit/No Credit Grading)
Form Link: Pass/No Pass (PDF)

For courses identified as a grading option of GC, the student may change the grading option from a letter grade to Pass/No Pass (P/NP) grading through the fourth week of instruction for 18-week courses or, if the course is less than 18 weeks in duration, within the first 20 percent of the course. Refer to the Cuesta Catalog, Class Schedule or online Class Finder to confirm grading option code for a course. To view course deadlines, refer to your My Class Schedule/Receipt or click on Info in the beside the course number.

Student may change to P/NP in-person by completing the Petition for P/NP Grading form and submitting to any registration location. Please review the P/NP Grading policy below:

  • One class per semester/session may be taken on a credit/no credit grading basis.

  • Maximum of 12 credits of pass/no pass coursework may be applied to an AA/AS Degree. California State University and/or University of California systems may NOT accept P/NP grading for transfer requirements. Consults a Cuesta Counselor before selecting P/NP option as it is not reversible once processed.

  •  A course may be taken only once for P/NP. The student may repeat the course for a letter grade only.

  • Students who received a substandard grade in a class must repeat the class for a letter grade to alleviate the original grade and should submit a Petition to Repeat a Substandard Grade (PDF) form.

  •  Once the deadline for submission has passed, the selection is not reversible.

Petition to Repeat Course Substandard Grade Return to top
3rd Enrollment Repeat Agreement: Repeat Agreement - 3rd Enrollment (PDF)

4th Enrollment Form:
Petition to Repeat (4th or more) (PDF)
 

  • Students who have received a grade of "D" or "F" may repeat the course and receive a new grade and the credits attempted.

  • Courses listed on the schedule with a "pass/no pass" grading option may be taken only once for "pass/no pass." The student may, however, repeat the course for a letter grade.

  • Students who received a substandard grade in a class must repeat the class for a letter grade to alleviate the original grade.

  • In any course repetition, the last grade recorded will be used in determining the overall grade point average. However, the original grade will remain on the permanent record and will be annotated to indicate it was not used in the computation of units attempted or in the determination of the overall grade point average.

  • Students wishing to repeat a course must obtain and complete a "Course Repetition Form" in the Admissions and Records Office prior to enrolling in the course.

  • An equivalent course taken at another accredited college or university may be treated as a repeat for substandard academic performance at Cuesta College. Official transcripts from the other institution must be submitted to Cuesta College. Students may also be requested to submit a copy of the course outline or catalog description. The Cuesta College transcript will be annotated accordingly.

  • Students cannot register for a course in which they received an unsatisfactory grade (D, F, W or NC) more than three times. Students will be barred from registering in the course until the student:

    • Completes a Course Repetition (PDF) form from the Admissions and Records Office;

    • meet with a counselor and develop a mediation plan;

    • receive approval on the form from a counselor or an instructor; and

    • receive approval on the form from the Director of Admissions and Records at the San Luis Obispo Campus or the Executive Dean of the North County Campus.

Petition to repeat (PDF) forms must be completed and are available in the Admissions and Records Office or on the web.

Course Repetition: C or Better Grade Return to top
Form Link: Request to Repeat a Course with a Grade of 'C' or Better (PDF)

The California Administrative Code, Title 5 (Section 55763), allows the repetition of a course when the original grade was A, B, or C, only under "Unusual Circumstances." Unusual circumstance(s) criteria established by Cuesta College are as follows:

  • A significant period of time has elapsed since first enrolling in the course.

  • The course content has changed because of changing technology or principles.

  • Medical conditions did not allow full participation when last enrolled (documentation attached).

  • Additional preparation is needed prior to enrolling in more advanced course work as exhibited by prior
    student academic performance.

  • Course repetition is required as a special academic accommodation for a qualified Disabled Student
    Programs and Services student (Title 5, Section 56029).

  • Other special circumstances as documented by an instructor, a counselor, or the Director of
    Admissions and Records or the North County Executive Dean.

To exercise this option students must file a "Request to Repeat a Course with a Grade of 'C' or Better" (PDF) with the Admissions and Records Office after it has been approved by an instructor or counselor. The petition must be approved prior to enrollment. When course repetition under this section occurs, the student's permanent academic record shall be annotated in such a manner that all prior work remains legible. The grade awarded for courses repeated for which a "C" or better has previously been issued will not be counted in calculating a student's grade point average. Form must be completed and are available in the Admissions and Records Office or on the web.

Course Repetition: Repeat Same Course in the Same Term Return to top
Form Link: Petition to Repeat Same Course in the Same Term (PDF)

Certain courses may be repeated such as Physical Activity (PEAC) classes.  Refer to the Class Schedule or Cuesta College Catalog posted online to confirm the allowable number of times a class may be repeated.  A student may enroll in two or more sections of the same credit course during the same term as long as they are not enrolled in more than one section at any given time for the length of the course. (5 CCR § 55007)  Exception:  Multiple enrollments of non-credit classes only, such as Wellness (WELL) classes, are allowed with overlapping calendar dates.

You may petition to repeat the same course in the same term if:

  1. The allowable number of repeats have not been met, including prior enrollments.

  2. The class start/end dates are consecutive and do not overlap in calendar dates.

Example:   

COURSE

DAYS/TIMES

DATES

ALLOWABLE REPEATS

PEAC 291-Baseball

MWF, 2:00-3:50pm

8/15 to 10/14

3

PEAC 291-Baseball

TR, 2:00-4:50 p.m.

8/15 to 10/14

3

PEAC 291-Baseball

MWF, 2:00-3:50pm

10/17 to 12/16

3

You can enroll in two PEAC 291, one that meets 8/15 to 10/14 and the other that follows on 10/17 to 12/16.

You may not enroll in two PEAC 291 that overlap and meet at the same calendar dates of 8/15 to 10/14.

 

Academic Renewal Regulations 
Form Link: Course Alleviation (PDF)

Cuesta College recognizes that a student may in the past have completed academic course work at an institution of higher learning that is not reflective of his/her present scholastic ability. The college also believes there is merit in allowing students a chance for "academic renewal" so they are not unduly penalized in their educational pursuits for past substandard performance. Accordingly, Cuesta College provides the opportunity for academic renewal as follows:

  • Classes where substandard grades have been received may be disregarded in the computation of a student's grade point average if the work was substandard but not reflective of the student's present scholastic level of performance. This policy may be applied to two distinct semesters of work. This is a one-time-only option.

  • A period of at least two years must have elapsed since the completion of the work to be alleviated.

  • To alleviate course work, the student must have completed a minimum of:

    • 15 semester credits with at least a 3.0 GPA, or

    • 30 semester credits with at least a 2.5 GPA, or

    • 45 semester credits with at least a 2.0 GPA.

  • The student must file a "Course Alleviation" (PDF) form with the Admissions and Records Office. If the course alleviation is approved by a counselor and the director of counseling services, the alleviated course work will be noted as such on the student's permanent record.  Official transcripts must be on file with the Admissions and Records office or submitted with your Course Alleviation.

  • Courses taken at another accredited college or university, indicating substandard performance, are eligible for course alleviation as mentioned above. Course work alleviated from transfer institutions will apply only to graduation requirements from Cuesta College. Cuesta is unable to alleviate work from any other institution's records for the purpose of transferring to another college or university.

Auditing Return to top
Form Link: Auditing

Auditing is permitted in classes; except the following courses: Biology, Math, Nursing, Physical Sciences including Labs.  The following courses are limited to auditing: Math 003, 007, 123 and PEAC 206, 240, 241, 242, 250, 264, 265, 266, 268, 269, 270, 283, 285, 291, 292, 295, 296 and 297. Students wishing to audit must delay their registration until the last day of the regular registration period. Information and forms are available in the Admissions and Records Office or the Cashier's Office. No credits are earned for classes taken on an audit basis. For students enrolled in ten (10) credits or more, the first three (3) audit credits are free. The student pays $15 per credit for any additional audit credits. Students enrolled in less than ten credits will be charged $15 per audit credit. Audit forms must be paid and turned in to the Cashier's Office, not at the registration site.

Student Course Load - Credit Overload
Form Link:
Course Overload Credit (PDF)

A full-time student averages 12 to 16 credits per semester. In some cases a student may desire to carry a lighter load. Students are encouraged to discuss this with a counselor. Students are generally limited to a maximum of 19 credits during the fall and spring semesters (9 credits during the summer session), including both day and evening classes. In order to take more than the maximum number of credits, a student must have an outstanding academic record and must obtain approval from a counselor before registering. A Course Overload Credit (PDF) form must be approved and submitted when you register for your classes.

Refunds Return to top
Form Link: Fall/Spring Semester Refund or Summer Session Refund or Cancelled Refund

Students must submit a written request for a refund to the Cashier's Office. A form may be requested from the Cashier, or a letter may be submitted outlining the request and postmarked by the deadlines listed below. A $10 processing fee is assessed on all refunds initiated by students and will be deducted from the refund.

Fall/Spring Semester Refund forms or Summer Session Refund form on the web.

There are no refunds for parking fees, material fees, Associated Students (ASCC) fees, student representation fee, student center fee or health fees after the official first day of instruction begins each semester.

Students are financially responsible for paying incurred fees if courses are dropped after the semester starts.

  • Full-Semester Courses:

    Full Refund: For semester courses, the deadline for dropping courses and requesting a full refund is the Friday before the semester begins. A full refund includes enrollment, health, ASCC, student representation fee, student center fee, non-resident tuition, material and parking fees (parking permit must be returned).

    Partial Refund: For semester courses, the deadline for dropping courses is the second Saturday of the semester. The deadline to apply for a partial refund is the fourth Friday of the semester. Partial refunds include only enrollment fee. Students are financially responsible for paying all other incurred fees if courses are dropped after the semester starts.

  • Short Courses:

    Full Refund: The deadline for dropping courses is the Friday prior to the first day of the short-term course. A full refund includes enrollment, health, ASCC, Student Center, student representation fee, material and parking fees (parking permit must be returned).

    Partial Refund: The deadline for dropping courses is prior to 10 percent of the course being completed. Partial refunds only include enrollment fee. Students are financially responsible for paying all other incurred fees if courses are dropped after the semester starts.

  • Non-Resident Students:

    Please refer to the current fall/spring semester or summer session class schedule for refund dates and policy.

  • Military Withdrawal:

    Military withdrawal occurs when a student who is a member of an active or reserve United States military service receives orders compelling a withdrawal from courses. The student must verify such orders at the time of the withdrawal. Students withdrawing under this college policy will receive a grade of "MW" for each course from which they withdraw and shall be entitled to a full refund of all enrollment fees paid to the college unless academic credit has been awarded.

  • Administrative Withdrawal/Cancelled Classes:

    Full refunds will be authorized for students who are withdrawn form courses by action of the college. If the class is cancelled, a written request for a refund must be submitted by the student to the cashier. Automatic refund will not be generated for cancelled classes. Cancelled refund form available from the Cashier's Office or on the Web.

  • Refunds for Registration Fee Overpayment:

    If a student overpays registration fees, the amount of the overpayment will be credited to the student's account. The credit will be applied to any additional registration fees incurred.

Refund Policy Return to top

  • Students will receive a full refund for any classes canceled by the college (written request required) or from which they are administratively dropped.

  • Students will receive a refund for enrollment fees for classes dropped before the drop deadline less a $10 service fee for processing the refund.

  • Requests for refunds will not be processed after the fourth week of instruction for 18-week courses. Courses must be dropped during the first two weeks of the semester for students to be eligible for a refund.

  • If a student is erroneously determined to be a non-resident and pays non-resident fees, such fees will be refunded provided acceptable proof of California residence is presented within the period for which the fee was paid.

  • For short-term courses (less than 18 weeks), no refunds are given after 10 percent of the class has been completed.

These deadlines relate to fall and spring semesters only. See the summer session class schedule for specific summer session deadlines.

Fee Payment / Debt Policy Return to top

Fees are due at the time of registration. Students are not dropped for not paying registration fees and will not receive a billing statement.  Unpaid fees will result in a hold placed on all student records.  Holds will not be released until entire balance is paid.  Students should print and retain a copy of their myCuesta Class Schedule Receipt for important drop and refund information. 

Change of Information - Address Return to top
Form Link: Change of address and/or phone number and Program/Major Codes
(PDF)

Reporting a change of address and/or phone number (PDF) right away ensures that all communications from the college will go directly to the student. Students may update their phone, address, email, and emergency contact information online in myCuesta by accessing My Web Services channel and click on Personal Information.

MyCuesta login, spelling corrections and mistakes on Social Security numbers can be corrected as well by using the Change of Name or Social Security Number form.

If you have lost your Social Security card, visit the Social Security Administration web site http://ssa-custhelp.ssa.gov/cgi-bin/ssa.cfg/php/enduser/std_adp.php?p_faqid=251 for card replacement information.
 

USE OF SOCIAL SECURITY NUMBER AND DIRECTORY INFORMATION

Your Social Security number ensures the integrity of your permanent record at Cuesta College. It is used as a means of identifying records pertaining to student records and to facilitate financial aid. Additionally,

  • The Social Security number is required to claim tax credits for higher education costs known as the Hope Scholarship Tax Credit and Lifelong Learning Credit in accordance with the Taxpayer Relief Act of 1997.  For more information on education tax credits, please visit the web site: http://academic.cuesta.edu/admrreg/taxcred.htm.

  • The Social Security number is required for application to state & federal programs including financial aid and employment.

  • This information may be provided to the Chancellor’s Office of the California Community Colleges
    (http://www.cccco.edu/) for purposes of evaluating, auditing, and improving state education programs under California Law (Chapter 1458, stas. 1985).

  • If you choose not to submit your social security number Cuesta College will assign a student ID number for use at Cuesta College only.

Cuesta College academic records are protected by the Family Education Rights and Privacy Act (FERPA). Once a student enters a post secondary institution, FERPA guidelines apply, regardless of the age of the student.  Cuesta College does not release information to parents without the written consent of the student. For more information, on FERPA please visit the web site http://www.ed.gov/policy/gen/guid/fpco/index.html.

The following Directory items may be released by Cuesta College:

  • Student’s Name

  • Field of Study (major)

  • Degrees and Certificates earned

  • Dates of attendance 

  • Level of enrollment (number of units)

  • Participation in officially recognized activities and sports

No additional information beyond directory information items are released without the
written consent of the student.
If a student chooses NOT to have Directory Information released, the student
must notify Admissions & Records by completing a Change of Information form. A notation will then be posted on the
student’s record.

When reporting a name change or a new Social Security number, documentation must accompany the Change of Information - Address form (i.e., copy of marriage license, driver's license or Social Security card).

This form may be submitted in person, faxed (805) 546-3975 or mailed to the Admissions and Records office. Questions may be directed to (805) 546-3955.

Short Courses     Return to top

Registering/Adding Short Courses: Open short courses can be added any time prior to the first day of instruction for the course. If the course is closed, an add card, signed and dated by the instructor or an instructor issued add code will be required. The last day to add a short course is the second day of the class. 

Dropping Short Courses without a "W": Students must drop any time during the first 20 percent of the course. Students should check with their instructor or with the Admissions and Records Office for this date. 

Dropping Short Courses with a "W": Student must drop prior to 60 percent completion of the course. Students should check with their instructor or with the Admissions and Records Office for this date. 

If drops are not processed by the deadline, an "F" grade may be issued.

Add & Drop card (PDF) may be obtained from the Admissions and Records Office.

Credit By Examination (Challenge of Courses) Return to top
Approved Classes: Credit By Examination (PDF)
Form: See the Registration Office at either campuses

Credit by examination enables students to use their acquired knowledge, abilities and competencies to challenge certain existing courses for credit.

Petitions for credit by examination must be complete and submitted to the receptionist in the Admissions and Records Office no later than the Friday of the fourth week of the fall or spring semester or the Friday of the second week of summer session.

These requirements must be met in order to qualify for Credit by Examination:

  • The course is listed in the catalog and appears on the list of classes that may be challenged.

  • The student has completed all prerequisites for the course.

  • The student is duly registered, in good standing, and has completed at least 12 units of "C" average work at Cuesta College. The student may not be on academic probation/dismissal or progress probation/dismissal.

The following restrictions apply per Cuesta College Board Policy R6400:

  • A course may be challenged for a letter grade or on a credit/no-credit basis if the course has an either/or grade option code.

  • A maximum of 15 semester credits may be challenged.

  • A course may not be challenged more than once.

  • Credits received through a challenge may not be used to satisfy eligibility requirements for athletics, financial aid or veteran's benefits.

  • For courses that involved a lab, the examination will include a lab portion, studio portfolio evaluation or a similar demonstration of ability.

  • Credits received through challenge may not be used to satisfy residency requirements for the associate degree.

 

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Last modified: October 17, 2013