Student Records Forms

BASIC INFO ABOUT 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.

RETAINING DATA IN ADOBE FORMS:
Need to retain a copy of a form with data? By default, Adobe Reader will not save the data entered, but you CAN preserve a copy of the form with data with the help of free software called CutePDF. After the fast download, you can "print" the PDF file--complete with all the information you typed--to the CutePDF "printer." The new file can no longer be edited, but can be kept as a record or reference of what you typed.

CutePDF also allows you to create PDFs from any application that has a printer option.

Use the link below to download a safe and spyware-free copy of CutePDF via CNET:

http://download.cnet.com/CutePDF-Writer/3000-6675_4-10206470.html

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*
• 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

In general, application deadlines are as follows:

Fall Graduation - April 1
Spring Graduation - October 1
Summer Graduation - February 15

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

Audit Status Form
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.

Audit Status Form in PDF

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

Change of Academic Program (aka Change of Major Form)
For students changing or adding/dropping a major, minor, or concentration. Please note that the catalog year under which the student entered Samford is the catalog year under which the new major or minor also falls. To petition to change the catalog year, the student must also complete a 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 (Metro) program or vice versa). Form requires the signature of the new advisor only in the case of a new or added major.

NOTE 1: 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 linked below is not required at that stage. Contact the Office of Admissions for more information.

NOTE 2: Once the student has registered for classes, the Change of Academic Program form IS required and should be submitted directly to the Office of Student Records.

To see a list of Samford University codes for majors, minors, or concentrations (to help complete the Change of Major form), choose one of the following links:
SU Codes in PDF | SU Codes in Excel (sortable)

Change of Academic Program (aka Change of Major) in PDF

Course Repeat Petition
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 in PDF (revised 5/28/09)

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: 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
To change your name, submit a copy or send a fax of your current social security card to all the appropriate offices listed below, except Alumni:

• Faculty/Staff should submit their social security card to Human Resources (Samford Hall, Rm 302) or fax to 726-4027.
• Law students should submit their social security card to the Law Students Records Office (Robinson Hall, Rm 106) or fax to 726-2673.
• Pharmacy students should submit their social security card to the Associate Dean for Academic Affairs' Office (Ingalls Hall, Rm 113) or fax to 726-2759.
• All other Students should submit their social security card to the Office of Financial Aid (Samford Hall, Ground Floor) or fax to 726-2738.
• Alumni should request a name change through Donor Relations click here

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.

Pass/Fail Form
For students (sophomore, junior, or senior only) who elect to have a course changed from a standard letter grade to a pass/fail grade basis or vice versa. This form must be completed and submitted by the deadline to withdraw from a class without academic penalty (see the academic calendar for exact dates) and cannot be used for courses that are required in the core curriculum, general education curriculum, major/minor requirements, or to satisfy a writing-intensive course requirement. Pass/fail courses can be applied toward the upper-level credit requirement (min 40 UL credits for a bachelor's degree). Students may elect to receive a pass/fail grade instead of a letter grade in no more than 12 credits of regular coursework, however.

Note: Certain internship and externship courses may be taken for pass/fail credit only. Credits earned in these courses may count toward the major/minor and are not included in the 12-credit limit.

Pass/Fail Form in PDF

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.).

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 Student Records. 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.

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.

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

Deadline: April 15th (new deadline)

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
• 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 (PINs are term-specific). 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.

At this time, Student Records no longer prints the Trial Study Form on two-part NCR paper. Departments and individuals should print the forms as needed and photocopy the completed form if they wish to retain a copy.

For those typing in the fillable PDF form, CutePDF is an option available that allows you to save a copy of the completed form for your own records. To learn more about how to save data in a form, click here.

Trial Study List in PDF (revised 9/15/09)
(this form is applicable to all 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: Withdrawal Request in PDF for ALL students (except Law)

Form #2: Withdrawal Request in PDF for LAW students only

Important Note Regarding Withdrawals:

• Undeclared or Arts & Sciences Undergraduates must obtain the signature of the Assistant Dean, Arts & Sciences. Print Form #1 above and take to the Dean’s Office, Brooks 127, (205) 726-2216.
• All other Undergraduates must obtain the signature of their Program Advisor.
• Student-athletes must obtain the signature of the Athletic Administrator, regardless of their classification (freshman, sophomore, etc.), and in addition to that of their Program Advisor (if different). Use Form #1.
• All Undergraduate Evening Students (Metro) and all Graduate/Professional Students (except Law) should use Form #1 above and obtain the signature of their Program Advisor. It's recommended, however, that Metro and graduate students contact their respective school first when planning to withdraw.
• Law students must go through the Cumberland School of Law to withdraw. Use Form #2.
• Although registration and drop/add 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 appropriate form above and mail, fax, or deliver it in person to the Student Records Office.

Other Student Records Forms Not Available on the Web
Some forms are not available on the Student Records Web site at this time. If you need a copy of one of the forms listed below, come by the Student Records Office.

• Request to Participate in the Commencement Ceremony
  Prior to Completing Degree Requirements
  For students who wish to march with their class at commencement while lacking minimal credit toward their degree requirements.  It is not for undergraduate students who are lacking the required number of convocation requirements, nor is it for students who have not completed UCCA 102 with a C- or better. Graduate and professional schools may have additional requirements. Deadline for submitting this completed form in time to have 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.

Last update: 10/9/09 9:47 AM