Registrar Forms

This form enables students to petition for the removal of previously recorded grades from their GPA calculation to “forgive” those grades and provide a more accurate representation of their current academic performance.

Students must submit a statement with the form explaining any mitigating circumstances they feel caused the inability to meet the minimum academic standards for the term they are asking for renewal. If a statement is not provided, the student will not be considered for Academic Renewal.

To qualify for academic renewal, a student must meet the following criteria:

• A minimum of 2 years must have passed since the completion of the term they are requesting to be excluded.
• The student must have demonstrated academic improvement, by completing at least 12 graded credits (audit/challenge/pass/fail credits do not count) with a Term GPA of 2.0 or higher since the time of the requested renewal.
• Must be currently enrolled and in a degree seeking program.
• The student must not have graduated from College of Eastern Idaho with a degree that includes the term/courses in question.
• Renewal may be petitioned once, for one or two consecutively enrolled semesters, with one year or less between the two semesters.

Please note:

Renewal will not be granted for individual courses within a term, the renewal will apply to ALL courses in that specific term.

Students pursuing transfer or graduate studies should be aware that other institutions may include all coursework in their GPA calculations, regardless of Academic Renewal.

This form allows students to change their assigned catalog year on their account. (If you have already applied for graduation, it may not be possible to change your catalog year at this time.)

Changing the catalog year may change course sequencing and degree requirements for graduation if there have been changes to the program between the current catalog year and the original catalog year a student began in. Be aware that transfer courses may also be re-reviewed and re-distributed in compliance with the new catalog year requirements.

Please be sure to meet with your faculty advisor or academic advisor before submitting this form to ensure you will still be on track to graduate after changing your catalog year.

Requirements:

Students who request to change their catalog year must have maintained continuous enrollment and are subject to the following guidelines:

• The catalog year generally defaults to the same semester the student entered CEI in a degree program, however, students are eligible for more recent catalog years if it is to their benefit and approved by their Faculty Advisor and Department Chair/Division Manager.
• In order to graduate, students must use a single catalog (requirement term) and cannot use a combination of catalogs. By changing catalogs, a student is responsible for fulfilling all graduation requirements in the newly chosen catalog year.

This form allows students to challenge a course by taking an exam to receive credit instead of taking the course. Challenge exams that have been passed will show a CH on the student record. If the student fails, nothing will be added to the student record.

• Students must first work with a faculty member to be approved for a challenge exam.
• Once approval is received, students must bring this form to the Cashiers office to pay the fees.
  • Exam fees are $15 per course credit. (ex. $45 for a 3-credit course).
  • Additional fees may be charged depending on the course being challenged.
• Next, the student will take the exam with the faculty member.
• The faculty member will mark pass or fail on this form and sign it. Then the faculty member will have the Department Chair and Dean sign the form.
  • Finally, the faculty member will send the form to the Registrar's Office for final processing and to notify the student of the results.

This petition is designed for students who wish to have a course they have already taken substituted for a specific requirement for their program that the course is not currently fulfilling.

For transfer courses, see the Transfer Request Petition section.

This petition allows students to request to be granted CEI course credit from prior learning experience. College of Eastern Idaho currently recognizes credit by exam, military training, course challenge exams, and prior learning portfolios as evincible CPL.

Students must supply documentation AND a written statement that represents adequate work/certification/volunteer experience that fulfills their desired course requirement. If documentation and statements are not provided, the request will not be reviewed.

For information on specific exams, portfolios, and military training accepted at CEI, please visit the Credit for Prior Learning webpage.

Degree-seeking students who want to register in more than twenty-one credits during a Fall or Spring semester, or more than ten credits in the Summer semester will need to fill out this petition.

Non-degree seeking students may not register for more than ten credits in any semester (Fall, Spring, and Summer). If they wish to request to register for more than 10 credits, they will also need to fill out this petition.

Students receiving financial aid should keep in mind financial aid regulations when deciding on the number of credits to enroll in.

It is recommended to provide some form of documentation or statement proving how the student plans to be successful while taking such a heavy courseload and why it may be needed during that specific term.

This form allows students who have graduated from a certificate or degree program at CEI to request a duplicate diploma. If the program has been discontinued, CEI will not issue a replacement diploma.

Bring this completed form to the Cashier’s office to pay the non-refundable $30 processing fee which covers the cost of printing and mailing the diploma. 

Duplicate diplomas will be ordered at the end of the current semester along with all the current graduates’ diplomas after the graduation process is complete. This process takes anywhere from 2-3 months after the end of the semester to complete and mail out.

This form allows students to request exceptions to deviate from institutional regulations, policies, and deadlines. Please be specific and detailed while writing your request on the form so we know what you are asking for.

Documentation is recommended to help prove your need for the exception, but it is not required for all requests. However, if your request mentions anything about a medical, military, court, or funerary reasons for the exception, you may be asked to provide necessary documentation such as notes from medical professionals, court paperwork, obituaries, military correspondence, etc. 

Denied general petitions can only be resubmitted once for an additional review, and only if additional documentation is submitted. 

Please be aware that it may take anywhere from 5-10 business days for a petition to be reviewed during the Fall and Spring semester. If submitted in-between semesters or during the summer semester, there may be a longer wait time since some department chairs and faculty are off contract during those times.

This form allows students to request a course grade to be re-evaluated. Students are encouraged to speak to the instructor first, before submitting a formal appeal. If after speaking with their instructor the student would still like to appeal their grade for the semester, they must complete the Grade Appeal form.

Grade appeals must be formally submitted to the Registrar’s Office no later than 20 business days after the beginning of the succeeding semester in which the student received their grade.

It is recommended to include documentation along with your statement detailing why you feel a grade should be re-evaluated.

 Dual Credit grade appeals must follow the Early College Academic Appeal process. For more information, visit the Early College webpage.

Decisions may take up to 10-15 business days for departments to review.  Decisions on grade appeals are final.

Applying for Graduation and Paying the Application Fee:

Students must apply for graduation and pay the $15 fee at the Cashiers office whether they are planning to participate in the annual commencement or not.

Students should submit a graduation application to the Registrar’s office before or during the semester they are completing their degree or certificate. After an application is received, the Registrar’s Office will review the application and notify the student via CEI email if they are an eligible candidate for graduation.

Graduation applications and fees are valid only for the term in which the student has applied. If the student does not meet graduation requirements for the term, a new application and fee of $15 will be required.

Deadline and Late Fees:

Applications are due October 1st for Fall semester, or February 1st for Spring and Summer semesters. If the date falls on a weekend or holiday, the deadline will be the next business day.  

Before the deadline, students can apply online on Self-Service. Emails are sent via CEI email with guidance on how to apply online.

After the deadline the online application will be turned off and this paper application will need to be turned in. Late applications will be assessed an additional $15 late fee.

This form enables students to request late graduation from their program after an absence of two or more years. Additional supporting documentation may be attached as needed

If the petition is approved, the student will be processed for graduation for the semester they originally qualified.

Please note that graduation is only processed after the end of each semester and may take up to 2-3 months to complete. Please see the Registrar’s office for more information.

This form should be filled out by a student who is dropping 1 or more module courses. In terms of this form, module courses are considered any course that does not follow the regular 16-week term or 8-week block schedule.

Students wishing to drop a 4-week course or who are in a program such as Auto or Diesel must fill out this form.

Please be aware of drop deadlines as 4-week courses can only be dropped during the first week of the course. If this date is past, this form will not be accepted.   

This form allows students to request their name be changed (or edited if there is a typo) in official school records.

Please note that CEI emails and usernames will not change unless there is a typo present.

Legal Name Changes

Legal names appear on official/unofficial transcripts, federal reporting, placement testing, enrollment verification documents, financial aid & billing documents, CEI email/username, and student ID badges.

Legal name changes and typo edits require showing a form of documentation with your new/correct name. Accepted forms of documentation include:

• A certified court order
• A government issued photo ID (like a driver's license, passport, or military ID)
• Social Security card

Chosen Name Additions/Removal

A chosen name differs from the name that appears on legal records and is similar to a nickname that a student prefers. A chosen name will appear on class and grade rosters, Canvas, Self-Service, and campus communications.

If you are under 18, Idaho law requires written parent/guardian permission to add a chosen name to student records and for school employees to refer to a student by.

• House Bill 538 prevents CEI from using a minor student’s first name, last name, pronoun, or gender that differs from their legal name and gender assigned at birth unless written consent is provided by the student’s parent or guardian.
• In accordance with House Bill 538, CEI employees will not face disciplinary action for choosing not to use a student’s chosen name or pronoun.

Official Transcripts

Official Transcripts are records of a student’s grades, GPAs, courses, academic standing, and semester information. Official transcripts can be ordered online through the National Student Clearinghouse and sent to the student’s intended recipient digitally, via mail, or it can be picked up in a sealed envelope. Any transcript picked up cannot be opened otherwise it becomes unofficial at that point. Please note that ISU and other schools do not accept hand delivered transcripts regardless of if they are open or not. 

If the online ordering site is not working for you for whatever reason, this paper form is another way to order an official transcript. Please note that this form does not allow for digital formats and can only be mailed or picked up.

 We recommend that transcripts be requested at least seven to ten working days before they are needed. Please be aware that if you mark the transcript to “hold for grades” or “hold for degree”, we cannot send the transcript until final grades and degrees are processed at the end of the semester. Final grades take around a week after the semester while degrees take around 2-3 months to process after the semester ends.

Each official copy will be $10.25 for mail or pick up. Digital transcripts cost $11.40 and can only be ordered through the online ordering site.

Unofficial Transcripts

Unofficial transcripts have the same content as an official transcript, but they are a copy that is unsealed, unstamped, and unsigned and on regular copy paper rather than on the official transcript paper. These may be accepted by some jobs or for personal use, but most schools, military, and scholarships require an official transcript, so it is best to contact who you need it sent to confirm what type they will accept.

Unofficial transcripts can only be obtained in person in the Registrar’s office for a $2 fee. If you cannot come in person, then you will need to order an official transcript. If you are a current student, you can also print off an unofficial transcript for free through Self-Service.

This form allows students to request approved leave for a time period during the semester. Approved leave may be needed for any students who are in a program or course that has attendance requirements that you may not be able to meet due to circumstances such as court, surgery, funerals, or other reasons for an extended absence.

The petition must be approved PRIOR to the student’s extended absence. Exceptions may be made for emergency situations. It is the student's responsibility to work with instructors to get caught up on any assignments or requirements missed during the leave period.  

This form must be signed by all your course instructors and the department chair. This form also requires documentation that includes dates of absence if possible such as a note from a medical professional, court paperwork, funeral obituaries, etc.

This form allows for suspended students to request re-admittance to CEI and their program after sitting out the required semester after suspension. Suspended students must submit this petition and be approved to return after sitting out for a term before they are allowed to register for their returning term.

Students must also attach a statement providing evidence that shows a positive change of circumstance and suggests a high probability of future academic success. If this statement is not provided, this petition will be denied.

Re-admittance will be granted only if the student can demonstrate that the academic obstacles have been corrected. All readmission requests will be granted on a probationary basis only and will be based upon program space and availability. Petitions are reviewed by the Dean of Student Affairs or the Associate Dean of Student Care and may be approved, denied, or postponed.

FERPA record policy does not allow for an institution to release or disclose non-directory information to anyone other than the student themselves unless written authorization is first given by the student.

 A release of information form allows students to choose an authorized person or organization to release or disclose chosen records to. The student will choose which record types may be released and specifically to whom on this form. This form may be revoked in writing by the student at any time.

This form must be filled out by the student and brought or sent to the Registrar’s office with a form of photo ID. If submitting by mail or email, students must provide a legible copy of their government-issued photo ID and it must be sent from their CEI email for identity verification purposes.

The Residency Redetermination form must be filled out by students who meet the requirements to receive either in state or in district residency status.

Residency is not automatically updated when a student changes their address, and it is the student’s responsibility to fill out this form and provide the necessary documentation to prove residency once they have lived in Idaho and/or in one of the 6 in district counties for at least 12 consecutive months. (In district counties include: Ada, Bonneville, Canyon, Kootenai, Jerome, or Twin Falls counties)

Qualifications for state and county residency must be met prior to the first day of the term for which the reclassification is desired. This worksheet and all required documentation must be submitted by the 10th day of the term in which reclassification is sought. Failure to provide documentation and the worksheet will result in denial of state/county residency.

• If you are a dependent, your parent or guardian must fill out this form and provide documentation with their name on it.
• If you are independent, you must fill out this form and provide documentation with your name on it. If your residency is based on your spouse, they must fill out this form and provide documentation with their name on it and attach a copy of your marriage certificate.

All documentation requires the name of the person filling out the form, dates proving 12 consecutive months of residency, and the in-state/in-district address. Documentation type requirements are found on the form in Section A and Section B. The amount of documentation needed depends on the type of residency you are seeking:

• In-State: Students must provide either ONE document from Section A or FIVE documents from Section B, if Section A is not possible.
• In-District/In-County: Students must provide only ONE document from either Section A or B.
  • If a student has not lived in one of the 6 in-district counties for at least 12 consecutive months, they may qualify to get the Out of District fee paid for by their prior county by sending a certificate of residency form to the county clerk of their prior county.

For more information, please visit the CEI Residency webpage.

Students may request their directory information to not be disclosed by filing the Student Records Privacy Request form with the Registrar’s Office. Requesting non-disclosure of directory information will:

• Restrict disclosure of all student information, including degrees awarded or fact of attendance.
• Remove information in all publications, including the online student directory and commencement program.
• Require a photo ID to receive any customer service related to your student record.
• Prevent any customer service related to your specific student record over the phone (general information will always be available).
• Remain in effect until you release the restriction using this form.

Directory Information includes the following:

• Student’s name
• Student’s phone number
• Student’s photograph
• Most recent previous educational agency or institution attended
• Freshman/sophomore standing
• Candidacy for degrees/certificates and anticipated date of graduation
• Student’s address
• Student’s email address
• Enrollment status
• Full-time/part-time status
• Dates of attendance
• Major
• Degrees conferred and dates
• Awards and honors received

This form can be used to either withdraw completely from CEI or to withdraw from all your courses in a single semester while planning to return in a later semester.

The deadline to withdraw from course(s) without grade penalty is the last day of the tenth week of the fall/spring semesters, the last day of the fifth week of block A, block B, and summer term, and the Monday beginning the second week for four-week courses. 

Students must submit this form to the Registrar’s office to withdraw from all of their course(s) by the close of business on the final day of the withdrawal deadline. These deadlines are published on the CEI website, calendar, and in the college catalog.

A grade of “W” will appear on the official transcript for each course the student withdrew from after the first week but prior to the published deadline. Students who have withdrawn from all courses after the add/drop deadline will not be allowed to re-register for courses within that term.

• Students who fail to complete the official withdraw process will be considered enrolled and will be graded accordingly
• A “W” grade can have a number of negative consequences, including negatively impacting eligibility for Federal Financial Aid. A “W” on a transcript can also raise questions by transfer institutions and even prospective employers 
  • Students should meet with academic and financial aid advisors to carefully consider all consequences before withdrawing from courses
• A student who has received financial aid and who plans on withdrawing from any course(s) will be responsible for the funds that must be returned based on the date of withdrawal
• Students registered for an 8-week or module course should speak with an advisor prior to withdrawal

Students may fill this out to request further review of transfer credit after the initial evaluation. This form must be turned in to the Registrar’s office along with the course descriptions and syllabi for each course to be reviewed.

The Registrar’s office will forward the petition to the corresponding academic department for their review. The departments at this time may request additional information from the student. Upon decision by the departments, each petition will be returned to the Registrar’s Office, who in-turn will notify the student and record any approved courses on the transfer portion of the student’s transcript.

Please see the Transfer Students section of the catalog for guidelines on how transfer credits are reviewed and accepted or not.