Undergraduate Forms

Students who wish to appeal their academic suspension for reasons other than medical issues should use this form.

If your appeal is based upon physical, psychiatric or disability/learning disability reasons, you will need a letter of recommendation from the appropriate office, as noted on page one of Schiffert Health Center, Cook Counseling, or Services with Students with Disabilities. To receive such a letter, you will need to complete an academic relief request for an additional probationary term.

Academic Appeals Petition (DocuSign)

You must submit your appeal by the deadline stated at https://student.advising.vt.edu/degree/academic-appeals.html. 

You are strongly encouraged to meet with Jessica Black prior to submitting your appeal. This meeting should be held at least one week before the appeals meeting date. 

Use the following links to find guidelines and documents requiring your review and completion prior to meeting with the Associate Dean. The deadline for applications for academic relief is one week before the last day of classes. Under most circumstances recommendations for retroactive course drops or resignations are not considered. The committee will consider circumstances where the student was hospitalized or otherwise disabled at the time when this decision would have been made and missed the application deadline during the previous semester. The student can apply for retroactive academic relief within 30 days of the beginning of the subsequent semester or 30 days after the student returns to the university. Former students who do not plan to return to Virginia Tech can also apply for retroactive relief.

• Cook Counseling Center
• Schiffert Health Center
• Services for Students with Disabilities

Call 540-231-6770 or email liberalarts@vt.edu to setup an appointment to discuss your academic relief request with a member of the advising leadership team for the Dean's Office.

Please use the appropriate form for Authorization to Take Courses Elsewhere. 

• If you are studying abroad, through an international school, third party program, or domestic institution, please use the Authorization to Take Courses Abroad form.
• If you are studying at a domestic college or university please use the Authorization to Take Courses in the United States form.

• Consult the University Registrar’s Transfer Guide to review the policies that apply to transfer credit. The transfer guide can help you determine how domestic credit will transfer back to Virginia Tech.
• If the domestic course is not listed in the transfer guide, you will need to submit a course description or a syllabus for the course with your completed form.
• Complete all fields on the form and have the appropriate person in your department sign it prior to turning it in to our office.  See the list below of the appropriate people in your department who can sign your form.
• If you are studying abroad you will need to get a signature from the Global Education Office (526 Prices Fork Road, Room 131).
• Turn in the completed form and course information to 200 Stanger Street. Transfer credit evaluations can take up to six weeks. Start this process early so that you will know how your credits will transfer before leaving the Virginia Tech campus.

To change an option within your major, please contact your department.

Request to Add, Drop, or Change an Option in English (DocuSign)

Preview the form before opening DocuSign here.

Students with primary and/or secondary majors in the Department of English may use the Request to Add, Drop, or Change an Option in English form to make any changes to their major concentration. Consult with your academic advisor before requesting changes.

The College of Liberal Arts and Human Sciences has three distinct forms for making changes to your primary major, second major and/or minor.  Please see each form below.    

Change of Primary Major - CLAHS Students Only 

CLAHS students can change their primary major via Hokie Spa during the three periods the option is available. You can find the Change of Major Schedule here. 

Change of Primary Major - Students Outside CLAHS

If you are a student outside of CLAHS who wants to change to a primary major in CLAHS please see the Primary Change of Major information.
Currently only changes in primary major can be done through this system. To add or drop second major or minors in CLAHS see “Add or Drop Second Major or Minor” below.

Add or Drop Second Major (DocuSign)

Preview the form before opening DocuSign here.

Use the Request to Change Second Major to add or drop second majors or minors only. This form is not used if your changes involve both the primary major and second major.  Consult with your academic advisor before requesting changes.

Request to Change Second Major to Primary Major (DocuSign)

Preview the form before opening DocuSign here.

This form will be accepted anytime that a primary or second major within the College of Liberal Arts and Human Sciences is changing order in the student’s academic record.  Consult with your academic advisor before requesting changes.

If you are considering a major in the School of Communication: 

Review the Change of Major Requirements and attend an Explore Communication information session. 

Add or Drop Minor(s) (DocuSign)

Use the Request to Change Minor(s) form to add or drop a minor(s) only. This form is not used if your changes involve both the primary major and second major.  Consult with your academic advisor before requesting changes.

Course Overload Request (DocuSign)

Preview the form before opening DocuSign here.

• Use this form if you would like to take over 19 credits in the fall or spring semesters or over 7 credits in the summer session.
• List all of the classes you are taking including the courses that will cause the course overload.
• You are still responsible for adding the extra courses if your request is approved, unless you are adding an independent study or undergraduate research.
  
• You will be emailed when your request is approved.

Students should contact their academic advising office in their department of their primary major for appeal.

Financial Reinstatement Form (DocuSign)

Preview the form before opening DocuSign here.

PLEASE NOTE: Adding your courses back does not add you back to Canvas. Talk with your instructors to be added back to your Canvas course sites.   

Force-adding is an administrative process that allows the department offering the curse to override pre-requisites, capacity, and/or major restrictions during drop/add.  The department offering the course determines if and how force-adding will be completed. Force Add requests must be processed by the department offering the course before the add/drop deadline.  After the deadline, see the Late Force Add Request information section.

Incomplete (I) Grade Request (DocuSign) 

• This form is used by undergraduate students who need to request an incomplete grade in a course. 
• A grade of "I" (incomplete) may be given when the requirements of a course other than the final examination have not been completed due to illness or extenuating circumstances beyond the student's control. The "I" grade is the prerogative of the instructor.
• Students should consult with their instructor prior to filling out this form.

Information you will need to fill out the form:

• Course CRN, course subject, and course code
• Reason for request
• Detailed description of assignments, quizzes, exams, etc. (this section should be completed by the instructor)
• Final date for completing work and submitting change of grade (this section should be completed by the instructor)

Request to Change a Course to Pass/Fail or A-F: (DocuSign)

Preview the form before opening DocuSign here.

• Use this form to change the grade mode of the course before the deadline.
• Review the pass/fail policies in the Undergraduate Catalog. Meet with your advisor to discuss the changes you wish to make.

Request to Change Final Exam Time: (DocuSign)

Preview the form before opening DocuSign here.

• Use this form if you have 3 or more exams within a 24-hour period or there is a conflict with an exam time.
• The Associate Dean will not approve exam change requests due to travel, business, or family plans.
• List all exam dates and times on the form.
• Meet with the instructor of the exam you wish to change. Discuss with them a new time for your exam. They must sign your form approving the new time.

Request to Change Course Credit Hours (DocuSign)

Preview the form before opening DocuSign here.

•  This form applies to variable credit courses only. 
• Use this form to change the credit hours of variable credit courses before the deadline.
• Meet with your instructor and advisor to discuss the changes you wish to make and provide a clear explanation in the comment box.

Request to Late Force Add a Course: (pdf) 

• Use this form if ALL of the following criteria are met:
  • Your primary major is in our college
  • It is after the first week of courses and the add period has ended
    
  • There are no holds on your account
  • You have significant evidence of extenuating circumstances for the late add

Request to Late Drop a Course: (DocuSign link via advisor)

• Requests to drop courses after the deadline (view academic deadlines here) will be approved only for students who are confronted by extraordinary circumstances beyond their control that are verifiable, could not have been anticipated prior to the drop deadline, and require them to drop a single course rather than all courses. If your request is due to medical reasons, please visit one of the following university resources instead of completing this form:
  • Schiffert Health Center
  • Cook Counseling Center
  • Services for Students with Disabilities
    
• The form is available from an advisor only 
• Please contact your academic advisor to discuss the late drop request if ALL of the following criteria are met:
  • Your primary major is in our college
  • It is after the late drop deadline for the current semester
  • There are no holds on your account
  • You have significant evidence of extenuating circumstances for the late drop

The process of substituting courses is considered on a case-by-case basis in individual departments. Talk with your advisor about substitutions.

Undergraduate Research & Independent Study Request (DocuSign)

Preview the form before opening DocuSign here.

• Use this form to request an undergraduate research or independent study and:
  • You are a primary major in our college
    
• All fields and signatures are required.
• A course syllabus or detailed overview of the independent study/undergraduate research is required. You may complete the boxes below or add an attachment.
• If approved, the course will be added to your schedule using the CRN provided on the form.
• You must submit a course overload request if this course will cause you to exceed the maximum allowable credits for a semester or session (19 credit hours for fall or spring, 7 for a summer session).

"W" Grade Request  (DocuSign)

Preview the form before opening DocuSign here.

• Watch the following tutorial on how to utilize DocuSign for the submission of this form. 
• Course Withdrawal ("W" grade) is available after the last day to drop a course thorugh the last day of classes for each term.  A final grade of a "W" is awarded for each course where a Course Withdrawal is applied.  Students are permitted to Course Withdraw from up to three courses during their academic career at Virginia Tech.
• If you have used your 3 "W" Grades, the Associate Dean cannot approve your request.  The "W" Grade Policy is set by the University. 
• Meet with your advisor to discuss the change you want to make.  All "W" Grade requests require advisor consultation. 
• Use this form if you would like to apply the "W" Grade for a course after the drop deadline. 
• You will continue to show up in Canvas after you have applied the "W" Grade from the course.  The course will remain on your schedule.  In HokieSpa, it will have the grade mode of "Course Withdraw".  A grade of "W" for the course will show up on your transcript after the end of the semester. 

Withdrawal/Resignation from Term (Procedures and form)

• Completion of this form will remove you from all classes during the semester or session indicated. 
  
• If you are resigning prior to the start of the semester/session listed, the form will be submitted directly to the University Registrar. 
  
• If you are resigning after the start of the semester/session, you will be required to meet with the Associate Dean (540-231-6770). 
  
• Resigning/withdrawing from a semester may impact your financial aid, US visa for international students, athletic eligibility, or university housing. 
  
• There are specific rules that apply to students in the Corps of Cadets. 
  
• Visit the Bursar's website for more information and how your resignation will affect your tuition reimbursement.