UNT Registrar's Office: Student Academic Records

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Student Academic Records

The Student Academic Records area of the Registrar's Office handles all matters related to a student’s permanent record at the University of North Texas. This includes official grades, original admissions documentation, grade changes, incomplete grade removals and the posting of transfer credit. In addition a student makes official record changes such as name and social security/student number changes in Student Academic Records. For more information or questions please feel free to call Records at (940) 565-2369.

Other functions of Records include Graduation and the Degree Audit Reporting System (DARS). The Graduation division of Records is responsible for working with UNT Colleges and Schools to verify, approve and post all student degree awards for any given semester. In addition, they coordinate UNT commencement program and brochure. For information about graduation call (940) 565-4625.

A major function of Registrar Records is the maintenance and promotion of the university’s degree audit system (DARS). DARS is an electronic degree audit system used by UNT colleges and schools with support from the Registrar’s DARS coordinator and staff. For information about DARS call (940) 565-3229.

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Grade Reporting

Grade Reporting is a function of the Records area of the Registrar’s Office. Records coordinates the processing of all grades and their subsequent permanent storage and upkeep. The process of Grade Reporting occurs at the end of each semester and is as followed:

All faculty are notified of Faculty Grade Roster availability one with prior to final exams with detailed instructions on how and when to submit student grades electronically via My UNT.
Registrar Records coordinates the finalization of final grades submitted electronically by faculty. The deadline for submission of grades is usually the first working day after graduation.
Final Grades are usually approved two working days after graduation. After grades have been finalized, a student may access grades at My UNT.

Change of Personal Information

A student can change personal information relevant to his or her permanent record in the Records area of the Registrar's Office. Identification is required for all changes, and legal documentation is required in some cases.

Name Change: Most name changes are a result of marriage or other legal matter. To make an official name change a student must provide identification and legal documentation of the change. An example might be a marriage license or divorce decree. The Records department must make a copy of the original document before submitting the official change to the university.

Address: To change your address, fill out a change of records form at the Registrar's Office or call 565-2111. In addition, most address information can be changed online at My UNT.

Social Security / Student Identification Number Change: Most students are identified with their social security number. If a change of social security number is required the student will have to show a photo id and the original social security card with the correct number on it.

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How to Get an Incomplete (I)

An "I" grade is a non-punitive grade given only during the last one-fourth of a semester and only if a student (1) is passing the course; (2) has justifiable reason why the work cannot be completed on schedule; and (3) arranges with the instructor to finish the course at a later date by completing specific requirements that the instructor must list on the grade sheet. All work in the course must be completed within the specified time (not to exceed one year after taking the course.)

Removal of Incomplete Grades (I)

A student may remove a grade of “I” within one year by completing the stipulated work. After completion of the stipulated work the instructor of record records the final grade on a UNT Grade Change Form and obtains the department chair’s signature. The instructor’s academic dean completes processing with the Registrar’s Office, where the grade point average is adjusted accordingly. If a student does not complete the stipulated work within the time specified (not to exceed one year after taking the course), the instructor may change the grade of “I” to a grade that carries credit or assign a grade of “F” if appropriate. The GPA is adjusted accordingly.

A student who can not complete final examinations because of illness may remove a grade of I without payment of the fee. The academic dean is authorized to waive the fee upon certification of illness signed by the attending physician.

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Course Duplications

A student may take a course a second or subsequent time. The Registrar’s Office will post duplications at the request of the student, at the request of an academic advisor or upon review of the student’s record. Until a duplication is posted the Registrar’s Office includes a repeated course in the student’s cumulative record of hours attempted and grade points earned. The Registrar includes without exception any course repeated more than once in the student’s cumulative record or hours attempted and grade points earned. Departments may count the highest grade for departmental GPA requirements; however, the academic dean uses only the last grade recorded in certifying the student’s eligibility for graduation.

Status Changes Due to Course Duplications:

A student request for a recording of a course duplication made before or on the last class day of any term or session will be reflected in the hours attempted and grade points earned at the beginning of the term/semester or session.

If a student who is on academic alert or probation requests the recording of a course duplication, and the resulting adjusted CGPA equals or exceeds the minimum 2.0 academic standard, the academic alert or probation status will be removed if the student notifies the Registrar’s Office on or before the last class day for that term/semester or session. Otherwise, the student will remain on academic alert or probation for that enrollment period and be subject to attendant penalties.

If a student is suspended at the end of a term/semester during which the student has repeated a course and the posting of that duplication will result in a CGPA that would have been sufficient to be continued on probation at the end of that term/semester during which the student has repeated a course and the posting of that duplication will result in a CGPA that would have been sufficient to be continued on probation at the end of that term/semester (or be cleared), the student will be reinstated if the student requests the duplication and applies for reinstatement at the Registrar’s Office. The delayed posting of course duplications completed during prior enrollment periods cannot be used as a basis for altering suspension history or reinstating lost registration schedules.

Courses duplicated Fall 2005 and later will result in a re-evaluation of a student's suspension history beginning with the term that the duplication was completed. The delayed processing of course duplications and updating of suspension history cannot be used as justification for reinstating lost registration schedules.

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