Adding / Dropping a Class in Mass Communications

Students may add or drop courses during designated periods at the beginning of each semester. Adding a class requires space availability, prerequisite completion, and adherence to credit hour limits.

Dropping a class before the drop deadline removes it from your transcript entirely. Understanding add/drop deadlines, procedures, and potential implications for financial aid, academic progress, and graduation timeline is crucial before making course schedule changes.

Add/Drop Period Overview

The add/drop period is a designated timeframe at the beginning of each semester when students can make changes to their course schedule without academic penalty or permanent transcript notation. This period typically lasts for the first week of classes, though exact dates are published by the Registrar's Office each semester and vary by term length.

During this period, you can add courses that have available seats, drop courses you no longer wish to take, and swap courses to build a schedule that better meets your needs. Changes made during the official add/drop period appear only in your registration history, not on your permanent transcript.

Key Deadlines

Add/drop deadlines are published in the academic calendar each semester and vary depending on the length of the course. Full-semester courses typically have a one-week add/drop period, while accelerated or partial-semester courses have proportionally shorter periods. Check the academic calendar for specific dates each semester.

Adding courses after the add deadline requires special permission from the instructor and the department, and late adds are granted only in exceptional circumstances. Dropping courses after the drop deadline is considered a withdrawal and results in a "W" grade on your transcript, which can affect academic progress and financial aid.

Understanding the Difference Between Drop and Withdrawal

It's important to understand the distinction between dropping and withdrawing from a course. Dropping a course occurs during the add/drop period and removes the course entirely from your record. Dropped courses do not appear on your transcript, do not affect your GPA, and may qualify for tuition refunds depending on the timing.

Withdrawing from a course occurs after the drop deadline but before the withdrawal deadline (typically around mid-semester). Withdrawn courses receive a "W" grade that appears on your transcript but does not affect your GPA. Withdrawals count as attempted credits for Satisfactory Academic Progress purposes and typically do not qualify for tuition refunds.

Understanding this difference helps you make strategic decisions about whether to drop early, withdraw later, or remain in a course.

How to Add a Class

Adding a class requires logging into your student portal and using the registration system. Search for available courses by subject, course number, instructor, or time. The system displays course details including meeting times, location, available seats, and prerequisites. You must meet all prerequisites before adding a course, and the system will prevent registration if prerequisites are not satisfied.

Select the course section that fits your schedule and fits within your total credit hour limits. The system will alert you to any schedule conflicts with existing courses. Complete the add process by confirming your selection. Your updated schedule will reflect the added course immediately. You may login to the advising website to add the course to your fillable audit sheet after notifying your academic advisor.

If a course is closed (full), you may be able to join a waitlist if the department offers one. Waitlist position does not guarantee enrollment, but you'll be notified if a seat becomes available in some cases. Some departments allow instructor overrides for closed courses, particularly if the course is required for your major. Contact the department office where the course originated to inquire about override procedures.

How to Drop a Class

Dropping a class follows a similar online process. Log into your student portal and access the registration system. Navigate to your current schedule and select the course you wish to drop. Confirm the drop action, understanding that this removes the course from your schedule and may affect your full-time status, financial aid, or housing eligibility.

The system will alert you if dropping the course would bring you below full-time status (12 credit hours) or affect other requirements. Consider these implications carefully before confirming the drop.

Prerequisites and Permissions

All courses have prerequisite requirements that must be satisfied before registration. Prerequisites may include completion of specific lower-level courses with minimum grades, placement test scores, instructor permission, major restrictions, or classification requirements (sophomore, junior, senior standing).

The registration system automatically checks prerequisites and prevents enrollment in courses for which you don't meet requirements. If you believe you have equivalent coursework or experience that satisfies a prerequisite, contact the department offering the course to request an override. Prerequisite overrides require approval from the instructor first and/or department chair and are granted only when you can demonstrate equivalent preparation. Prerequisite forms can be found on the VSU Website under the Registrar's Office.

Credit Hour Limitations

Full-time undergraduate students typically enroll in 12-18 credit hours per semester. The registration system allows you to register for up to 18 hours without special permission. If you wish to exceed 18 credit hours, you must obtain approval from your advisor and dean. Students in good academic standing with strong GPAs are most likely to receive overload approval.

Students on academic probation or warning may face additional restrictions limiting credit hours to 12-15 per semester to allow focus on academic recovery. Check with your advisor about any credit hour restrictions that apply to your situation.

Financial Implications and Refund Schedule

Adding and dropping courses can have significant financial implications. Virginia State University follows a tuition refund schedule that determines what percentage of tuition and fees are refunded based on when you drop courses. Courses dropped during the first week typically qualify for full or substantial refunds. After the first week, refund percentages decrease rapidly, and no refunds are available after the posted deadline.

The refund schedule is published by the Student Accounts office each semester. If you're considering dropping courses, review the refund schedule to understand the financial impact. Keep in mind that financial aid may be adjusted if you drop below full-time status or if your total credit hours decrease significantly.

Impact on Full-Time/Part-Time Status

Your enrollment status (full-time or part-time) is determined by the number of credit hours you're registered for each semester. Undergraduate students enrolled in 12 or more credit hours are considered full-time. Students enrolled in fewer than 12 credit hours are part-time.

Dropping courses that bring you below 12 credit hours changes your status to part-time, which can affect financial aid eligibility, scholarship requirements, health insurance coverage, campus housing eligibility, student loan deferment, and dependent status for tax or insurance purposes. Consult with your advisor and the Financial Aid Office before making changes that affect your enrollment status since this activity could impact your financial aid status.

Impact on Financial Aid and Scholarships

Financial aid packages are calculated based on full-time enrollment. If you drop courses and fall below full-time status, your financial aid may be reduced or recalculated. Some scholarships have minimum credit hour requirements, and dropping below those requirements could result in loss of scholarship funding.

Federal financial aid regulations require that you maintain Satisfactory Academic Progress (SAP), which includes completing at least 67% of attempted credits. Dropped courses count as attempted credits in some calculations, affecting your completion rate. Contact the Financial Aid Office before dropping courses to understand the impact on your aid package.

Impact on Athletic Eligibility

Student-athletes must maintain full-time enrollment (typically 12 credit hours minimum) to remain eligible for NCAA competition. Dropping courses that bring you below full-time status can result in immediate loss of athletic eligibility. Student-athletes should consult with their athletic advisor before making any schedule changes.

Impact on Campus Housing and Other Requirements

Many residence hall contracts require full-time enrollment status. Dropping to part-time status may affect your housing eligibility. Check with the Office of Residence Life if you're considering changes that affect your enrollment status. Some departments require full-time enrollment for certain courses, internships, or programs. Verify requirements before adjusting your schedule.

Closed Classes and Waitlist Procedures

When a course is full, you may have several options depending on department policies. Some departments maintain waitlists that automatically enroll students as seats become available. Join the waitlist if available and monitor your email for enrollment notifications. Seats often open during the add/drop period as students adjust schedules.

If no waitlist exists, you may request an instructor override. Email the professor explaining why you need the course and asking if they can accommodate an additional student. Overrides are granted at the instructor's discretion and are more common for major requirements than electives.

Consider alternative sections of the same course, equivalent courses that satisfy the same requirement, or taking the course in a future semester. Discuss alternatives with your advisor to ensure you remain on track for graduation.

Advisor Consultation Requirements

While you can make add/drop changes independently through the registration system, consulting your advisor before making significant schedule changes is strongly recommended. Your advisor can help you understand how changes affect your degree progress, suggest alternative courses if needed, verify that your revised schedule keeps you on track for graduation, and identify potential problems with prerequisite sequencing or program requirements.

Some programs require advisor approval for schedule changes, especially for students on academic probation or in professional programs with strict sequencing requirements.

Late Add Procedures

Adding courses after the official add deadline requires special permission and is granted only in exceptional circumstances. Circumstances that might justify a late add include administrative errors that prevented timely registration, documented medical or family emergencies, or resolution of prerequisite requirements after the add deadline.

To request a late add, contact the instructor and explain your situation. If the instructor approves, obtain a late add form from the Registrar's Office and secure necessary signatures from the instructor, department chair, and dean. Submit the completed form to the Registrar's Office before the final deadline for late adds (typically by the end of the second week).

Late adds are not guaranteed and should not be relied upon as a registration strategy. Register during your appointed time to avoid complications.

Emergency Drop Situations

In rare circumstances involving medical emergencies, family crises, or other extraordinary situations, you may need to drop all courses or make significant schedule changes after normal deadlines. Contact the Dean of Students office to discuss emergency situations and available options. Emergency drops may require documentation and administrative review.

Strategic Considerations Before Making Changes

Before adding or dropping courses, review your fillable audit sheet first on the advising website and consider your long-term academic plan. Evaluate how the change affects your progress toward degree requirements, prerequisite sequences for future courses, your planned graduation date, financial aid eligibility and scholarship requirements, and overall course load balance.

If you're considering dropping a course because of difficulty, explore alternative solutions first. Utilize tutoring services, meet with the professor during office hours, form study groups, adjust your study strategies, or reduce work or extracurricular commitments. Many students who initially struggle in a course can succeed with appropriate support.

If you must drop a course, plan how and when you'll complete the requirement in a future semester. Some courses are only offered once per year, and dropping may delay graduation if careful planning isn't done.

Academic Implications of Multiple Drops

While add/drop actions during the official period don't appear on your transcript, patterns of dropping courses repeatedly can still affect your academic progress. Regularly dropping courses may indicate you're registering for too many credits, selecting courses for which you're unprepared, or struggling with time management.

If you find yourself frequently adding and dropping courses, meet with your advisor to discuss strategies for better course selection, more realistic scheduling, improved time management, or addressing underlying academic challenges.

Contact Information

For questions about add/drop procedures, deadlines, or implications for your specific situation, contact:

Office of the Registrar: (804) 524-5275

Student Accounts (see VSU Website)

Department of Mass Communications Advisor: (804) 524-5000

Make informed decisions about your schedule by understanding deadlines, procedures, and potential implications. When in doubt, consult with your advisor before making changes that could affect your academic progress or financial aid.