I. Purpose
This policy outlines the principles governing student registration at SGU. It defines expectations for the accuracy of information, pre-registration, term check-in, enrolment status, identification requirements, and clinical registration in professional programs.
II. Scope
This policy applies to all students enrolled in undergraduate, graduate, and professional programs at SGU, including those completing clinical training at affiliated institutions.
III. Accuracy of Information and Continuing Obligations
Admission to SGU is based on the presumption that all information submitted during the admissions process, whether written, oral, or in supporting documentation, is true, complete, and accurate.
SGU reserves the right to:
- Nullify a candidate’s acceptance;
- Dismiss a registered student; or
- Rescind a conferred degree
if false, misleading, or inaccurate information is later discovered.
All students have a continuing obligation from the time of admission through graduation to promptly report any adverse changes to the information submitted in their original application.
IV. Pre-Registration Expectations
Students in professional programs are pre-registered for required courses.
Students in undergraduate and graduate programs are required to schedule an appointment with their academic advisors during the published pre-registration period (Office of the University Registrar). Advisor-approved pre-registration is required, and submitted by the advisor.
Students are responsible for reviewing their registration status and course schedules through the University’s Student Self-Service system.
V. Term Registration and Check-In Requirements
All students must complete registration for all coursework and then check-in for each academic term during the official check-in window published by the Office of the University Registrar. The check-in period typically begins on or before the first day of a programs scheduled classes for the term, and also includes a late check-in period. Registration and check-in procedures are disseminated immediately before the start of classes. All dates are published on the Office of the University Registrar site on the portal.
To be considered registered for the term, students must receive:
- Academic clearance
- Health insurance clearance
- Financial clearance
- Any other clearance required by their school or program
Self-service shows any holds on a student account and can be viewed by students at any time.
Students who do not complete check-in by the published deadline will not be considered enrolled and will not have access to University services, including housing, academic support, or be allowed to participate in classes or activities.
Administrative Withdrawal
Students will be administratively withdrawn, effective the eighth day of the term, if they:
- Fail to complete check-in within the designated timeframe;
- Do not obtain an approved Leave of Absence (LOA); or
- Have not formally withdrawn from the University.
VI. ID Card Issue/Validation
During check-in students must collect an updated overlay for their SGU cards (Fall semester) and a validation sticker must be added to their identification cards (Spring and Fall semester). These are available only at check-in. Valid current student ID cards are required for campus entry and examinations. Failure to update student ID appropriately may result in denied entrance to examinations or campus.
New IDs or validation stickers are only available after registration/check-in requirements are fulfilled.
VII. Late Registration
All students except for clinical students in the Schools of Medicine and Veterinary Medicine are required to check-in on or before the first day of classes as scheduled by the Office of the University Registrar. The late check-in period ends at 5:00 pm on the seventh day following the date of the end of the check-in period (for example, if registration ends on a Monday, the late registration period will end at 5:00 pm on the following Monday). Fees are incurred daily, for each day that a student is late to check-in. No student may check-in after the close of the late registration period.
Students should note that if they register and begin classes late, they will miss important academic concepts, and their grades may suffer. Late registration will not be considered an excuse for poor academic performance.
Students who do not complete check-in by the close of the late registration period will be subject to administrative withdrawal as described in Section V above.
VIII. Changes to Registration
Any change to a student’s registration, including adding, dropping, or withdrawing from a course, must occur within the officially allotted period for the relevant school or program. All changes must be submitted through the University’s approved processes.
IX. University Identification Cards
All students must wear and make visible their SGU identification cards at all times while on campus. Students must present their ID upon request by university security or administrative personnel otherwise they may be required to leave campus.
Non-compliance with ID requirements is considered unprofessional may result in referral to the judicial office.
X. Clinical Registration for MD and DVM Programs
Doctor of Medicine (MD)
Clinical registration is coordinated by the Office of Clinical Studies. Students must appear at their assigned clinical site on the date and time required for each rotation.
Doctor of Veterinary Medicine (DVM)
Final-year clinical rotations occur at affiliated universities. Students must follow the registration procedures of the host institution. Registration at the affiliated institution results in simultaneous registration at SGU.
XI. Financial Obligations
All students are responsible for settling any financial obligations to the University before registering for a new term. Financial clearance from the Office of Student Finances is required for check-in.
XII. Billing
Students will be billed approximately one month before the applicable due date. In the event that students do not receive a timely tuition bill, it is their responsibility to contact the Office of Student Finances to ensure that the tuition bill is paid before the due date. All students are responsible for payment of tuition and fees by the due date, which is approximately one month before the start of each term or academic year depending on the program. Payments must be postmarked by the due date indicated on the tuition invoice or statement of account. Tuition and fees are published in the University catalogues and are subject to change.
XIII. Late Payment Penalties
Late payment penalties are assigned from the designated due date at a rate of 18% per annum on any unpaid balance. Students are not considered to be students in good standing if they have any unpaid balances. Students will not receive any University services or records until their good standing status is restored. These include transcripts, diplomas, bona fide student letters, and letters of recommendation.
XIV. Authority
Office of the University Registrar; reviewed every 3 years.
XV. Version History
(1125002)