Academic Petition

The Academic Petition Form is for students seeking exceptions to academic policy. Examples include adding/dropping a class after the add/drop period, graduation requirement exception, etc.

Signatures Required

Student, advisor, instructor(s) of course(s) being added or dropped

Other Possible Signatures Required

Department chair, college/school dean, athletics department representative, 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. If the student is an athlete, a representative from the athletics department must also sign the form.

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Addendum to Confidentiality-Security Agreement

For new staff/advisors/faculty or for employees transferring into a new position that requires a revision to their current Banner security access.

Download Form FERPA Tutorial

Address Change Information

Students

Current students can make address changes via the Samford Portal.
Once inside the Portal, click on Personal Information>Addresses and Phones and follow the directions.

Alumni

Alumni should request an address change through the Alumni Office.

Faculty and Staff

Faculty and Staff can make address changes via the Samford Portal.
Once inside the Portal, click on Personal Information>Addresses and Phones and follow the directions.
For questions, contact Human Resources (Samford Hall, Rm 302).

Law Students

Law students should go to the Law Students Records Office (Robinson Hall, Rm 106).

Pharmacy Students

Pharmacy students should go to the associate dean’s office in the pharmacy building.

Application for Graduation

An application for graduation must be completed by students who expect to graduate in the current or upcoming term. 

Undergraduate Students - Deadlines for Completion and Submission

October 15 - Spring graduationOctober 15 - Summer graduationMarch 15 - Fall graduation
 
After selecting "Submit Application" below, please select the "Term Selection" link to begin your application.
 
Graduation Information  Submit Application

Graduate Students

October 15 - Spring graduationOctober 15 - Summer graduationMarch 15 - Fall graduation
 
After selecting "Submit Application" below, please select the "Term Selection" link to begin your application.
 
Graduation Information  Submit Application
 
Instructions for Submitting a Graduation Application

Audit Petition

NOTE:  This form is no longer available for Fall 2022.  It will be re-activated in January for the Spring 2023 term.
 
The audit status form is for regular or special status students who elect to complete a course under the audit grading mode.
  • A credit course may be changed to an audit basis any time prior to the deadline to withdraw from a course without academic penalty.
  • An audit course may be changed to a credit basis any time prior to the last day to add a course in a semester/term.
See the Academic Calendar for those deadlines as they apply to the current term/semester. Students cannot audit courses above the 400-level.

BACHE Student Exchange Program

The BACHE Student Exchange Program Form is for Samford students planning to take a course at one of the participating BACHE schools: Birmingham-Southern College, Miles College, University of Montevallo , or the University of Alabama at Birmingham.

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Catalog Requirements Change Request

The catalog requirements change request is for students petitioning to change the catalog year under which their degree is associated and under which they are slated to graduate.

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Change of Academic Program (Change of Major)

The Change of Academic Program form is for students changing or adding/dropping a major, minor, or concentration.

Timing of Requirements

As stated in the current catalog (under Graduation Requirements), students are required to meet all requirements “in effect at the time of entrance into the major.” For example, if a student enters Samford in 2017-18 but changes majors in 2019-20, then 2019-20 is the catalog year in effect for the new program. This applies to majors, minors, and concentrations, unless special circumstances require the student to remain under a specific catalog year. To petition to change the catalog year, a student must complete the Catalog Requirements Change Request.

The Change of Academic Program form is also used to submit a new expected graduation date, or for students who are changing from the day to the evening program (Professional Studies) or vice versa. Form requires the signature of the new advisor only in the case of a new or added major.

Fee Assessment and Changes

Due to new fee assessment rules, change of major forms turned in after the initial add/drop period (first week of classes) will be made effective for the next academic term. (For example, if the form is submitted in October or November, the change will be made effective beginning Spring.) New advisors will still be able to provide students with their registration alternate PINs and students will still be able to register for major-specific courses for those future terms during the early registration period. The adjustment in procedure was made to avoid students being assessed fees applicable to specific majors after the term has started.

New Students

If the student is new to Samford and has not yet registered for classes, changes of major should be made through the Office of Admissions. Use of the form is not required at that stage. Contact the Office of Admission for more information.

Once the student has registered for classes, the Change of Academic Program form is required and should be submitted directly to the Office of the Registrar.

Note: The link below is new beginning 11/15/22.

Change of Academic Program Form 

Change of Incomplete or Final Grade

The Change of Incomplete or Final Grade is only available to faculty and staff in the Office of the Registrar.

Change of Name DOB SSN

Students

Currently enrolled students who have legally changed their name may request their records be updated by submitting a Change of Name form and a copy of their new Social Security Card to the Office of the Registrar.

Law Students

Law students may change their name by contacting the Law Records Office at 205-726-2044.

Alumni

Alumni should request a name change using the Update Your Information form.

Faculty/Staff

Contact Human Resources (Samford Hall, Rm 302), 205-726-2809

Name / Date of Birth / Social Security Change Form

Course Repeat Petition

The course repeat petition form is for students who wish to repeat a course in which a “C-” or lower grade was earned. The form cannot be used to repeat courses in which the student earned a C or higher grade, nor can it be used for more than 16 credit hours. Pay close attention to calendar deadlines as printed in the catalog.

Course Repeat Petition

Course Withdrawal Form

NOTE:  This form is no longer available for Fall 2022.  It will be re-activated in January for the Spring 2023 term.

The Course Withdrawal form is for students withdrawing from one or more (but not all) courses in the current semester/term. (Students who wish to withdraw from ALL courses should use the University Withdrawal Request form.)

Student-Athlete Requirements

If the student is an athlete, a representative from the Athletics Department must also sign the form. Student-athletes who drop below full-time risk losing eligibility to compete, practice, or participate in any athletic-related activities.

Drop/Add Process

For any student, dropping below full-time status could impact financial aid, scholarships, and/or insurance coverage. Students can add/drop courses via the portal through the last day to add or drop—without financial penalty—for that semester. After that deadline, they will be required to complete the online Course Withdrawal Form. Pay close attention to deadlines as noted in the academic calendar.

GPA Effect

Withdrawing from a course prior to the deadline for withdrawing without Academic Penalty does not affect a student's GPA. A “W” will appear on the transcript for the class from which he/she withdrew. Withdrawing from a course after the deadline for withdrawing without Academic Penalty does affect a student’s GPA. A “WF” will appear on the transcript for the class from which he/she withdrew. Please consult the Academic Calendar for the withdrawal deadline for the current semester/term.

NOTE:  This form is no longer available for Fall 2022.  It will be re-activated in January for the Spring 2023 term.

Grade Change

The grade change form is only available to faculty and staff in the Office of the Registrar.

Increase of Hours Request

Please note that completion of this form does not register you for any classes. You must register for class(es) after the increase of hours is approved.

Increase of Hours Request Form

Pass-Fail Election

NOTE:  This form is no longer available for Fall 2022.  It will be re-activated in January for the Spring 2023 term.

Any student who is enrolled in the Howard College of Arts and Sciences, the School of the Arts, the Brock School of Business, the Orlean Beeson School of Education, the School of Health Professions, or the School of Public Health, who is classified as a sophomore, junior, or senior, may elect to receive a pass/fail grade rather than a letter grade in no more than 12 credits of regular coursework. In a course elected for grading on the pass/fail basis, the student’s grade shall be designated “pass” or “fail.” A grade designation of “pass” shall not be included in the student’s grade point average; a grade of “fail” shall be included at 0.00 quality points per quality credit.

Graduate students may take classes pass/fail only with approval of their advisors.

No course elected for grading on the pass/fail basis shall satisfy any part of a core, general education, major, or minor requirement for graduation. Successfully completed pass/fail courses will count toward the minimum total credits. The student can change from a grading basis to the pass/fail basis or from the pass/fail basis to the grading basis any time prior to the deadline for withdrawing from a class without academic penalty.

See the Academic Calendar for those deadlines as they apply to the current term/semester.

Certain internship and externship courses may be taken for pass/fail credit only. Certain courses in the School of the Arts may be taken more than once for pass/fail credit only. Credits earned in these courses may count toward the major or minor requirement and will not be included in the 12-credit limit (Consult with your dean or advisor before registering for pass/fail credit).

NOTE:  This form is no longer available for Fall 2022.  It will be re-activated in January for the Spring 2023 term.

Preferred Name Change

The preferred name change form is for students who go by a different first name than the one officially on their record. Students can initiate a preferred name change by 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 email 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.

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Registration Permit Override Request

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

Students Who Need to Repeat a Course

For students who need the RPTS permit code (to repeat a course), see also the course repeat form. In most cases you can use the same form to acquire permission for the permit override plus permission to repeat the course from your advisor and the dean of academic services. Be sure to register for the course yourself as soon as the permit has been entered, then submit the signed form to the Office of the Registrar. Please note that the course repeat form is only to be used when repeating a course in which the student earned a grade of C- or lower and if/when the student is attempting to have the first grade earned omitted from GPA calculation on the student's record. It cannot be used to repeat courses in which the student earned a C or higher grade, nor can it be used for more than 16 credit hours.

Other Permit Overrides

For all other permit overrides, or to repeat a course that doesn't meet the criteria noted above, use only the Registration Permit Override Request form below.

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Student Complaint Form

Samford University is committed to providing a student environment conducive to students’ growth and personal development. The student complaint form is to be used by any student who wishes to file a grievance about his/her perceived treatment/interaction with a member of the university community or a service offered at the university.

Student Complaint Form

Substitution-Equivalence Request

The substitution/equivalence request form is 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.

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Transcript Request

Diplomas

Current Students

Final grades are due after commencement. Once end-of-term processing is complete, the Office of the Registrar will compile and submit diploma information to our diploma provider. Students who have met all requirements and whose degrees have been conferred will receive an email sent to their Samford email account within 2-3 weeks of this submission. The email will give you instructions for obtaining one complimentary copy of your diploma.

Duplicates and Replacements

Duplicate replacement diplomas are available to Samford alumni. Paper duplicates cost $50.00 plus shipping, and digital (PDF) copies for graduates prior to August 2022 cost $65.00.

  • Signatures on the replacement or duplicate diploma will be those of the persons currently holding the respective positions.
  • Your request will be sent to the Office of the Registrar for approval. You will be contacted if further information is needed to complete your request.
  • Requests that do not match institutional records are subject to approval by the Office of the Registrar and may need additional documentation.

Order Duplicate Replacement Diploma

Transcripts

Requests for transcripts, grades, GPA, or other information, such as courses completed, cannot be issued to an outside party unless the student authorizes the registrar to release this information to the specified party, as allowed under The Family Educational Rights and Privacy Act (FERPA).

Transcripts are generally available or mailed within two business days from receipt of the request. During peak times (i.e., registration, beginning of a semester, graduation) response time may not be as expedient. During such times, please allow for additional processing time.

Transcript requests will not be honored if the student is indebted to the university. Any student aware of a transcript hold should contact Samford One Stop at (205) 726-2905 to clear the hold prior to requesting a transcript.

Requesting a Transcript

All transcripts must be ordered online and will be fulfilled through the National Student Clearing House. Samford University has partnered with National Student Clearing House to allow students and alumni to order a secure electronic PDF transcript or hard copy transcript to be sent to themselves or others and the ability to track the order.

To get started, please choose one of the options below that best applies to you.

If You Have Portal Access...

Log in to the university portal with your Samford user ID and password, then:

  1. Click on the Banner tab
  2. Click on Student & Financial Aid
  3. Click on Office of the Registrar
  4. Click on Request Official Transcript

If You Do Not Have Portal Access...

Use the Student Clearing House

Transient Enrollment (Domestic)

This form is for students who plan to attend summer classes at another institution. It is not to be used for study-abroad students who plan to take a course at a foreign college/university. There is a separate transient enrollment request for study abroad students.

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Transient Enrollment (International, Study Abroad Students)

This form is for students who plan to attend classes at a university in a foreign country through an institution other than Samford. It is not to be used for those who plan to attend domestic universities.

Process

  1. Complete top of form and fill in information concerning the class(es) you plan to take. (Print more than one copy if you need additional course information blanks; do not use the back of the form.) Be sure to include the complete name and address of the school you plan to attend. Core courses may not be taken.
  2. Obtain signature approval from your academic advisor first. If you are a senior you must also obtain your dean's signature approval. Upon completion of 96 credits students may not transfer more than 8 semester credits or two courses to Samford. To receive a degree, students must earn at least 50% of their total credits from Samford.
  3. Obtain signature of the director of International Programs.
  4. Obtain signature of the department head representing the class you plan to take. (Attach a readable and highlighted copy of the complete course description from the catalog of the college where you plan to attend classes before you obtain the department head’s signature.) Davis Library has copies of college catalogs and many are also available online directly from the college/university itself.
  5. Return completed transient enrollment form to the Office of the Registrar with your signature. It is your responsibility to obtain all necessary signatures.
  6. Both your Samford (Institution) and overall GPAs must be at least 2.00 at the end of the current semester in order to have a letter of good standing sent to another college or university. To have a letter of good standing sent before the end of the current semester a student must have a minimum of a 2.50 GPA.
  7. Study abroad students are responsible for requesting an international transcript evaluation from AACRAO or WES.
  8. Requesting an international transcript of the final grade(s) from the other school be sent to Samford is optional, although encouraged. All courses from transient schools are required to have a letter grade of C- or better in order to be posted as earned credit on your transcript. International transcripts should be sent to the Office of the Registrar, Samford Hall 214.
  9. Return the completed form to the Office of the Registrar, or fax to 205-726-2908, if you are facing an impending deadline.

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Trial Study List Registration

This form is replaced by the Increase of Hours Request form.

Increase of Hours Request

University Withdrawal (Except Law)

The University Withdrawal Request form is for students withdrawing from the current semester/term or from a future semester/term for which they are already preregistered. Although registration and drop/add is 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 form using the link below.

For Fall 2022, the deadline to withdraw without academic penalty varies depending on the fall term in which the student is enrolled. The deadlines for 2022 are as follows:POT 1 – November 10, 2022POT A - September 22, 2022POT B – November 17, 2022

After the specified deadline, students may still withdraw from the university, but with an assigned grade of “WF” (Withdraw Failing). Consult the Academic Calendar.

University Withdrawal Form

Walk Early

Students wishing to participate in a commencement ceremony prior to completing their degree requirements should fill out the Walk-Early Form. Undergraduate students must be within 8 credit hours of finishing their graduation requirements, have a C- or better in UCCA 102, and fulfill all Convo requirements before submitting this form. Graduate students must be within 3 credits of graduating. Law students must be within 5 credits.

Please note that the deadline for having your name included in the commencement program is the same as the deadline for withdrawing from a course without academic penalty, as stated on the official academic calendar.

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Withdrawal Request (Law Only)

This withdrawal request form is for law students withdrawing from the current semester/term or from a future semester/term for which they are preregistered.

Law students must go through the Cumberland School of Law to withdraw.

Although registration and drop/add is 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 appropriate form above and mail, fax, or deliver it in person to the Cumberland School of Law.

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