Student Records Forms

When completing any form, be sure to read the instructions carefully. Most forms can be mailed, faxed, or hand-delivered to the Student Records Office. Click here for additional contact information.

Remember to sign the form yourself and secure any required signatures from advisors, instructors, deans, etc., before returning the completed form to Student Records. Failure to do so may delay response and/or implementation of your request.

Not all Student Records forms are accessible via the Web. If the form you need is not listed on this page, please come by the Student Records Office to pick up a copy and/or to speak with a member of the staff.

INSTRUCTIONS ON TYPING IN PDF FORMS:
If the PDF form you're accessing allows for input of data, tab from field to field and type to fill in the blanks. The mouse or Enter key will check and uncheck a box. Acrobat Reader will not save data that's been input into fields. Print the completed form before closing the file. Some portions of a form cannot be completed electronically; you may still need to circle a choice. Remember to sign the form.

NOTE: Access to PDF files requires the Adobe Reader. Most computers have the Reader pre-installed. If yours does not, you can download a free copy from the Adobe Web site: Click here.
Be sure to check the Adobe System Requirements page to determine which version of the Reader is best for your system.

SPECIAL NOTE ABOUT STUDENT ID NUMBERS:
Beginning Summer 2007, as part of the new Banner student information system, Samford will start using 9-digit student ID numbers instead of social security numbers (SSN) for identification purposes.  All Samford Banner IDs begin with "9" and if unknown, can be found after logging in through the portal and navigating to the View Student Information window. (Banner student ID numbers are also noted on the initial letter sent to new students indicating their username and password.)

Navigation: After login, click on the Banner tab, select Student & Financial Aid, then Student Records, then View Student Information. You should see the Banner number in the upper right corner of the window. 

• If known, please use the Banner SUid on forms.
• If unknown, or if you cannot log in through the portal to find your Banner number, please use your SSN instead.
• At this time, the Banner SUid is NOT the same number as that printed on the Samford ID Card.

NOTE: Former students completing transcript requests WILL NOT have a Banner SUid, so they MUST include their SSN on the transcript request form.

All forms and instructions open in a new window.

Address Change Form
Students can make address changes by one of the following methods:

• Via the Samford Portal (new option available beginning 3/7/08)*
• In person at the Student Records Office
• Use the Address Change Form (PDF) and mail or fax it to Student Records

NOTE: Permanent mailing addresses CANNOT be changed to a student's SU Box or on-campus address (i.e., residence hall). "Permanent" addresses must be off campus.

Address Change Form in PDF

*If you encounter difficulty or error messages when trying to change your address via the Portal, click here for helpful hints.

Additional Information:

• Alumni should request an address change through Donor Relations
• Faculty/Staff should go to Human Resources (Samford Hall, Rm 302)
• Law students should go to the Law Students Records Office (Robinson Hall, Rm 106)
• Pharmacy students should go to the Associate Dean's Office in the Pharmacy building
• All other students should go to Admissions OR Student Records in Samford Hall

Application for Undergraduate Degree
For undergraduate students who expect to graduate in the current* or upcoming term.**

General Graduation Info | PDF

*Deadline for Spring 2008 (May 2008) graduation was Friday, February 8, 2008. It is still possible for Spring graduation candidates to submit an application even though the deadline has passed. However, candidates must do so ASAP!

**Deadline for Summer 2008 (August 2008) graduation is Thursday, May 1, 2008.
**Deadline for Fall 2008 (December 2008) graduation is Monday, June 2, 2008.

In general, application deadlines are as follows:

Spring Graduation - October 1
Summer Graduation - February 1
Fall Graduation - June 1

Deadlines for 2008 were extended since the form/process was new.

At this time, graduate students do not need to complete this form.

BACHE Student Exchange Program Form
For Samford students planning to take a course at one of the participating BACHE schools: Birmingham-Southern, Miles, Montevallo, or UAB.

General Info | Special Info | HTML | PDF

Catalog Requirements Change Request
For students petitioning to change the catalog year under which their degree is associated and under which they are slated to graduate.

Catalog Requirements Change Request in PDF

Course Repeat Petition
For students who wish to repeat a course in which a "D" or "F" was earned. Pay close attention to deadlines as printed in the class schedule and catalog.

Course Repeat Petition in PDF

Drop/Add Form (Schedule Change)
For students making changes to their class schedule.
SIGNATURES REQUIRED: Student, Advisor, Instructor(s) of course(s) being added or dropped. OTHER POSSIBLE SIGNATURES REQUIRED: Dean of student's college.
NOTE: If adding a course will increase the student's maximum allowed course load, the dean of the student's college must also sign the form.

Drop/Add (Schedule Change) Form in PDF

IMPORTANT NOTE REGARDING THE DROP/ADD PROCESS: Beginning Summer 2007, students can add/drop courses via the Web through the last day to add or drop--without financial penalty--for that semester. After that deadline, they will be required to complete a Drop/Add Form (aka Schedule Change) and bring the completed and signed form to Student Records for processing. Pay close attention to deadlines as printed in the class schedule, catalog, and as posted on the online academic calendar.

Students who wish to drop a course and add another via the Web should keep the following in mind: The system will not allow the last remaining course to be dropped. It may be necessary to add a course temporarily that won't conflict with the student's schedule before proceeding with the add/drop activity.

Note: For more information on how to add/drop via the Web, visit the Registration page.

FYI: Students will not be able to withdraw completely from all courses via the Web. Students who wish to withdraw completely from the semester must complete a Withdrawal Request and mail, fax, or deliver in person the form to the Student Records Office. (Please see the instructions on withdrawing below for more information. Some students are required to withdraw through their respective schools.)

Grade Mailing Information: General Info

Name Change Instructions
Name changes require official documentation and must be conducted in person via the appropriate office:

• Alumni should request a name change through Donor Relations click here
• Faculty/Staff should go to Human Resources (Samford Hall, Rm 302)
• Law students should go to the Law Students Records Office (Robinson Hall, Rm 106)
• Pharmacy students should go to the Associate Dean's Office in the Pharmacy building
• All other Students should go to the Office of Financial Aid (Samford Hall, Ground Floor)

You may apply for a new Social Security Card through your local Social Security Administration Office. At Social Security Online you will find additional information on obtaining a new social security card.

IMPORTANT NOTE: Name changes are no longer made through the Student Records Office. Please contact the appropriate office above to make an official name change.

Preferred Name Change Form
Students who go by a different "first name" than the one officially on their record can initiate a Preferred Name Change by the using this form. This change will not affect actual e-mail addresses, but will alter the way the student's name is represented in the e-mail address lookup feature and the "From" line, allowing for greater recognizability and less confusion.

Students who complete this form in person must bring a photo ID. Students who choose to mail or fax the form must provide a photocopy of a picture ID (license, passport, etc.) along with the request. Changes will be made to preferred "first names" only, not surnames.

Preferred Name Change Form in PDF

Registration Permit Override Request
For students registering for a class for which there is a restriction (time conflict, seat limit, co-requisite, etc.).

Registration Permit Override Request in PDF

Substitution/Equivalence Request
For students who wish to fulfill a graduation requirement with a course other than the one specified in the degree plan, including courses transferred in from other colleges.

Substitution/Equivalence Request in PDF

Transient Enrollment/Letter of Good Standing Request
(Domestic/U.S. Institutions only)
For students who plan to attend summer classes at another institution. This form is NOT to be used to attend fall or spring classes at BSC, Miles, Montevallo, or UAB. Use the BACHE form for those requests.

Info/Instructions | HTML | PDF

Transient Enrollment/Letter of Good Standing Request
(International, for Study Abroad Students)
For students who plan to attend fall, Jan Term, spring, or summer classes at a university in a foreign country through an institution other than Samford. This form is NOT to be used for students attending a university in the United States.

Info/Instructions | HTML | PDF

Transcript Request
Students and alumni can make transcript requests by one of the following methods:

• Via the Samford Portal - For Current and Recent Samford Alumns Only
  (this option will be available in late March 2008)
• In person at the Student Records Office (bring a photo ID)
• Use the Transcript Request Form (PDF) and mail or fax it to Student Records, along with a photocopy of your driver's license

NOTE: At this time, transcripts cannot be sent electronically (by e-mail or in PDF format, for instance). They can, however, be faxed or sent by FedEx for a minimal charge. See the instructions below for more information.

General Info | General Instructions | Current Students | Alumni

Transcript Request in HTML
Transcript Request in PDF (preferred format)

Trial Study List (Registration Form)
For students who are registering for classes. Obtain Alternate PIN (Personal Identification Number) from advisor. Completion of this form does not automatically assume the student is registered for the semester. In most cases, students will register themselves on the Web, using this form as a guide. A signed copy should be retained by the advisor/department.

PDF for Undergraduate Day Students
PDF for Metro Programs Students

VA Request for Certification
For students with military service or who are dependents of military personnel. See the general information page for details on eligibility.

General Info | HTML | PDF

Withdrawal Request
For students withdrawing from the current semester/term or from a future semester/term for which they are preregistered.
SEE IMPORTANT NOTE BELOW.

Form #1: PDF for students on the Day Calendar

Form #2: PDF for students on the 9-Week Session Calendar
(Metro Programs; Grad Business, Grad Nursing, & Grad Biology-MSEM--through the end of 2007-2008)

Important Note Regarding Withdrawals:

• Freshmen/Entering Freshman must obtain the signature of the Director of Freshmen Life in order to withdraw. Print the form linked above (Form #1) and take to the Office of Freshmen Life, or contact them directly at 103 Dwight Beeson Hall, (205) 726-2216.
• Student-athletes must obtain the signature of the Athletic Administrator, regardless of their classification (freshman, sophomore, etc.). (Form #1)
• Divinity, Law, Pharmacy, Graduate Business and Metro Programs students must go through their respective colleges/schools in order to withdraw. (Metro Programs--Use Form #2.)
• All other students may use the above form (Form #1), but it's recommended that all Graduate students (Education and Nursing) contact their respective school first when planning to withdraw.
• Although the registration and drop/add process is now available via the Samford Portal, students will not be able to withdraw completely from all courses via the Web. Students who wish to withdraw completely from the semester must complete the Withdrawal Request and mail, fax, or deliver in person the form to the Student Records Office.

Last update: 3/17/08 9:28 AM