Student Records and Registration
Student Records and Registration (SRO) supports students and faculty in
all phases of university life with the following functions:
Establishing the permanent academic records for all students;
Processing applications for admission for students who have previously
attended CSU, Chico;
Monitoring privacy of academic records as per FERPA. See CSU System Policies
Maintaining student records with changes of addresses, names, your personal
identification number (PIN), and other demographic data;
Recording transfer credit from institutions previously attended and applying
it to meet Chico State requirements;
Managing the Telephone Registration at Chico State (TRACS) system, processing
course requests, registrations, and adds and drops;
Posting grades for all enrolled regular and extension students, as well
as grade changes and other transcript adjustments;
Providing official and unofficial transcripts to students and mailing them
to institutions and other agencies as requested by students;
Verifying enrollment for students;
Certifying NCAA eligibility of athletes;
Certifying students for veterans benefits;
Certifying students status towards meeting graduation requirements;
Clearing students for Chicos bachelors degrees and eligibility for a California
State Teaching Credential.
Verifying degrees and other achievements earned by former Chico State students.
ACCESS BY DISABLED STUDENTS
Student Records and Registration is accessible to mobility-impaired students
via an electric door off the breezeway of Meriam Library and a lobby signal
for assistance by office staff. TDD access is via 530-898-6776 for the
hearing impaired. We encourage disabled students to contact us and provide
input regarding the quality of our services.
During the academic year, you may call or visit Student Records and Registration
Monday through Friday between the hours of 9 a.m. and 5 p.m. (8 a.m. to
5 p.m. during the summer) to reach staff who can assist you with general
inquiries and detailed information about your student record or registration.
Evaluators are available for appointments on Monday and Thursday on a drop-in
basis 1-3 p.m. and Tuesday and Wednesdays 9-11 a.m. for scheduled appointments.
An appointment sign-up book is located in the Student Records and Registration
lobby. If you are unable to make an appointment during these hours, call
to arrange another time.
Ask to see designated staff if you require special services like credentials
or international student advising, veterans benefits assistance, visitor
or concurrent registration programs, PELs, and student exchanges.
USE OF SOCIAL SECURITY NUMBER
Your social security number (SSN) is used to identify you in your association
with the university, first as an applicant, and later for your student
records and registration activities. It is referred to as your Student
Identification Number which, for most students, is the same as your SSN.
It is used as a means of identifying all your records as well as identifying
students for purposes of financial aid eligibility and disbursement and
the repayment of financial aid and other debts payable to the institution.
Therefore, you are required to include your social security number in designated
places on various admissions, records, and registration forms pursuant
to the authority contained in Title 5, California Code of Regulations,
PERSONAL IDENTIFICATION NUMBER
For additional security you are also assigned a Personal Identification
Number (PIN) to access Telephone Registration at Chico State (TRACS), and
to access Student Personal Information on the Chico Web. In order to maintain
the highest security of your records, we recommend you change your PIN
periodically. To change your PIN, you must go in person to the Student
Records and Registration office, complete a PIN Change Form, and sumbit
it at the public service window. You will be asked to show photo identification
with a signature when you submit the form.
CHANGE OF ADDRESS
It is vital that the university has accurate local, permanent, billing,
and next-of-kin addresses, to maintain communication with you for many
important activities and functions throughout your university career. These
include providing you with timely orientation, advising, registration,
study list, and billing information each semester. You may inform the university
of address changes anytime using an address change form, available in the
lobby of Student Records and Registration, MLIB 180, an attached pull-out
card at the center of The Class Schedule, or via the Chico Web, Student
Records and Registration Forms page at http://em.csuchico.edu/sro/forms.asp.
Enrolled students are sent an address verification notice via e-mail each
A CSU, Chico transcript shows only the academic work attempted at Chico.
You should request transcripts at least two weeks before you need them.
Submit your request in writing to Student Records and Registration, MLIB
180, CSU, Chico, Chico, CA 95929-0720. Be sure to include your signature
to indicate your permission to release confidential information, as well
as your most recent semester of enrollment, your full name and social security
number for proper identification. Include the name and address where you
want the transcript to be sent. For information on costs associated with
ordering transcripts, see the information below and Transcript and Other
Document Service Fees in the chapter Fees, Tuition, Refunds, and Holds
in The Class Schedule. Fees are subject to change without notice. You can
also obtain an unoffical copy of your Chico academic record and transfer
coursework though the Chico State Connection portal at no cost. You can
obatin an offical trnascript request form through the Chico Website: http://em.csuchico.edu/sro/Forms/TranscriptReqForm.pdf.
Official high school transcripts and those from other colleges become part
of your permanent record at Chico and cannot be returned to you. If additional
official copies are needed, you must make arrangements directly with the
institutions involved. Unofficial copies of transcripts and other documents
in your record may be obtained by currently enrolled students from Student
Records and Registration for a copying fee. Normal processing time is two
days; however, during peak times it may take longer.
Costs associated with ordering official trans- scripts of your academic
record (CSU, Chico permanent record only) and other Student Records (SRO)
services are listed below.
Fees are subject to change without notice.
|Number of Official Chico Transcripts You Request
|| Amount You Pay
Up to nine additional transcripts prepared at the same time
each @ $2.00
Additional transcripts (after ten) prepared at the same time
each @ $1.00
Other Documents Service Fees
Unofficial copies of your transcripts are not mailed and must be picked
up within forty-eight hours at SRO for the following fees:
|Other Documents Service Fees
|| Amount You Pay
First set of documents copied
Each additional set ordered at the same time
Application for graduation
Refiling for graduation
Replacing a diploma
Submitting documents after a published deadline (e.g., graduation application,
change of program or CR/NC petition)
Rush Services (e.g., certification of graduation, verification of enrollment,
a petition to repeat with academic forgiveness, rushing transcript)
For further information, visit Student Records and Registration, Meriam
Student Records and Registration verifies enrollment for insurance companies,
banks, scholarships, employment, and for veterans benefits. The Financial
Aid Office verifies enrollment for students applying for its financial
Most verifications of enrollment require a certification for full-time
or part-time student status. You are a full-time undergraduate student
if you are enrolled in at least 12 semester units, and are considered half
time if you enroll in 6-11.9, or part time if enrolled in 1-5.9. If you
enroll in extension course work at California State University, Chico,
you must inform Student Records and Registration of this fact when requesting
an enrollment verification if you plan to use the extension units in determining
full-time or part-time status.
You are a full-time graduate student if you are enrolled in at least 8
graduate-level semester units (200- or 300-level courses). Courses numbered
001 through 199 do not count full value toward the 8 graduate-level semester
units required for full-time status for graduate students. Regularly enrolled
graduate students employed half time or more as graduate assistants, research
assistants, or part-time faculty members may use the employment as the
equivalent of up to four semester hours in determining full-time status.
Verification of this must be obtained through the Office of Graduate Programs.
Enrollment verification requires your written consent before it will be
released and should be requested ten days to two weeks before needed.
AN OVERVIEW OF REGISTRATION
The Class Schedule is your principal guide to registration procedures each
academic year. It is a year-long class schedule and is available at the
Associated Students Bookstore in late April for the next academic year.
The Class Schedule contains an outline of all important dates, activities
and deadlines related to the registration, fee payment, and financial aid
process, and provides detailed registration instructions, notices, and
other information important to your successful registration.
Registration consists of two major activities: planning your overall degree
program, and registering each semester for the courses you want.
1. Planning your overall degree programCarefully identifying the courses
you need is the most important thing you can do to graduate on time. Advising
assistance is available to you throughout your college careerthrough the
summer New Student Orientation Program, in group advising sessions, from
your major department adviser, from your evaluator, and from the Academic
Advising Services. Your academic adviser is your best resourceplan to
see your adviser every semester.
2. Registering each semester for the courses you want Registration is
accomplished through Telephone Registration at Chico State (TRACS), or
through the Chico State Connection, our Web portal.
REGISTRATION AT CHICO STATE CHICO STATE CONNECTION WEB PORTAL OR TRACS
Registration at CSU Chico is real-time and relies on telephone and web-based
registration technologies. Telephone-based registration is called TRACS
(Telephone Registration at Chico State), and web-based registration is
conducted through the Chico State Connection, our web portal. Students
may use either or both registration systems to add or drop classes. We
encourage students to use the web, but TRACS will be open in case students
encounter problems when using the web. When students access the registration
system, class adds and drops are processed immediately.
Registration for each semester is divided into two distinct phases: Phase
1, the Registration by Appointment Period, and Phase 2, the Add/Drop Period.
During the Registration by Appointment Period, student access to the registration
system will be controlled by appointment. During this period, access to
registration is determined by student class level. Because real-time registration
is first-come, first-served, it is important to prepare for your registration
session early. It is imperative that you take time before the Registration
by Appointment Period to meet with your adviser to plan your schedule and
to access your personal student record information by using the Chico State
Connection web portal to identify any registration holds you must clear
before being allowed to access the registration system, to verify test
statuses, and to plan your class requests carefully in order to make progress
toward degree effectively.
Approximately three weeks before the beginning of the Registration by Appointment
Period, Student Records and Registration will send an invitation to register
letter to your permanent address. This letter will specify the time after
which you may access the registration system and also notify you of the
registration fee payment deadline for the semester. You will not be able
to access the registration system until your assigned appointment time
and may access the registration system at any time after your assigned
times until the registration system is closed at the end of the Registration
by Appointment Period.
The Registration by Appointment Period is scheduled for a two week period
several weeks before the beginning of each semester. Registration is first-come,
first-served; and therefore, it is imperative that you take time before
the Registration by Appointment Period to meet with your adviser, clear
any registration holds, verify test statuses, and plan your class requests
carefully in order to make progress toward degree effectively.
When the Registration by Appointment Period ends, the registration system
will be closed while a study list and statement of account is mailed to
your permanent addresses. Therefore, it is vital that anytime you change
either your permanent address or local address that you inform Student
Records and Registration; you are required to keep the university informed
of all local and permanent address changes. You may also use the Chico
State Connection web portal to view your study list and statement of account.
Approximately three weeks before the first day of the fall or spring semester,
the registration system reopens for the Add/Drop Period. Open until the
end of the second week of classes each semester, during the Add/Drop Period,
the registration system allows students to add or drop classes without
REGISTRATION FEE PAYMENT
Non-financial aid students are required to pay registration fees by the
Registration Fee Payment Deadline, and financial aid students are required
to participate in Electronic Deposit of Financial Aid (EDFA) or certify
financial aid arrangements, or all courses will be dropped. See The Academic
Calendar and Fees and Expenses in The University Catalog, and annually
in The Class Schedule for the latest information on fee payment procedures
and deadlines and financial aid arrangements.
PHASE 2THE ADD/DROP PERIOD
The Course Add/Drop Period is scheduled for five weeks, the three weeks
before classes begin and the first two weeks of each semester. This is
a live registration add and drop period using the same Chico State Connection
web portal or TRACS system (not a request for classes). You will be able
to add classes which are still open and drop classes without special permission
during this period.
MANUAL REGISTRATION BY CHANGE OF PROGRAMCOP
The Change of Program (COP) process and form are used for all manual registrations.
Some courses, especially Independent Study (199s, 299s, and 398s), Internships
(089s, 189s, 289s, and 389s), Masters Study (399s), and other courses
designated by the departments, require specific faculty permission or other
special handling for registration. All of these courses will be handled
by the COP process throughout all phases of registration using a COP form
which you will get from the department or faculty member responsible for
the course. Courses requiring manual registration or the COP process will
be indicated in The Class Schedule.
Late Registration: After the second week of classes each semester, all
adding and dropping will be done through a manual registration system using
the COP form only.
THE CLASS SCHEDULE
Annual class schedule information may be found in The Class Schedule available
at the Associated Students Bookstore.
A daily updated Open Classes ONLY and Class Schedule is available through
the Schedule button on the Chico Web. It is accessible in most campus
computer labs and offices, and from off-campus using an Internet WWW browser
such as Internet Explorer. Use the Web address: www.csuchico.edu.
The Student Records and Registration Office manages registration holds
that may be placed on your record for various reasons. A registration hold
will prevent you from registering through TRACS or the Chico State Connection.
When you call TRACS or use the portal, you will be informed if you have
a registration hold and will be directed to an appropriate office to clear
it. Take care of all holds promptly. You are well informed by public announcements,
university publications, or letters of notification of holds or situations
which will result in a hold. Additional holds may be instituted whenever
necessary by responsible offices.
IMPORTANT NOTICE: Call TRACS or use the portal one to two weeks before
the end of the course request period each semester to check for any holds
or other messages that may adversely affect your registration. That is,
a hold may be placed anytime which will bar your registration if not cleared
before the Registration by Appointment Period.
Students who owe any fees by December 1 for the fall semester or May 1
for the spring semester will have a Balance Due registration hold placed
on their account. Other registrations holds may be placed on your record
at any time by responsible offices for any outstanding debt owed to the
university. Please go to the Student Financial Services Office, KNDL 212,
to pay all fees owed. The university will remove the balance due registration
hold within two working days of payment of all outstanding fees.
REQUIRED TESTS: When you call TRACS or use the Chico State Connection and
request ENGL 001, a writing proficiency (WP) course, or any mathematics
course, you will be informed if you have not completed or met required
levels of proficiency to register for these courses. Unless exempt, you
must take the English Placement Test (EPT) and the Entry-Level Math test
(ELM) before you will be allowed to register for any courses as CSU, Chico.
You must pass ENGL 001 or its equivalent with a grade of C- or better before
you may register for any writing proficiency (WP) course. See Math and
Writing Requirements in this catalog or The Class Schedule for complete
SPECIAL REGISTRATION HOLDS TO AVOID
You must submit a Certification Of Measles, Rubella, and Hepatitis B Immunization
or a registration hold will be placed on your record. Measles and rubella
certification is required of all students born after 1-1-57. Beginning
fall 2000, hepatitis B certification is required of all first-time enrollees
who are eighteen years of age or younger; students must provide certification
of full immunization for hepatitis B by the end of their first year of
enrollment (e.g., if first enrollment is fall, then, must provide certification
of hepatitis B immunization by the end of the following spring semester).
Submit a Certification form to the Office of Student Records and Registration,
MLIB 180, or go to the Student Health Center for immunization innoculation.
For information call 530-898-5879.
Registration holds are placed on all undergrads who do not take the ELM
and EPT prior to their first semester at Chico. Please see Required Tests
above and Math and Writing Requirements in The University Catalog and
The Class Schedule.
You are required to have a University Emergency Information Form, UEI,
on file with the Office of University Relations or a registration hold
will be placed on your record. Submit this form and clear the hold at University
Relations, Sapp Hall (at the corner of Normal and W. 3rd Sts), 530-898-5297,
or FAX: 530-898-4747.
TRACS and the Student Personal Information page on the Chico Web provides
online access to your grades from previous terms, back to fall 1993.
Use the Chico State Connection or call TRACS, 530-898-4040. After listening
to the welcome, press 1 and # for the TRACS registration and grade
system. Follow the instructions offered to hear your grades. The Class Schedule
provides detailed procedures on accessing your grades by term.
Grades are not mailed to students at the close of the regular fall and
spring semesters. Use TRACS to be informed of your official grades, after
the end of the term. Student Records and Registration will provide a printed
grade report to students upon written request only. Send your request,
specifying the semester grades needed, to:
Student Records and Registration
Chico, CA 95929-0720.
Student Personal Information on the Web
CSU, Chico students can now use the Chico Web to look at selected personal
information directly from their student records. The information from your
record is current and real-time, and is being made available to you only
after the university has established strict measures to guarantee its security.
Six views of your student record are currently available:
Your Study List: look at the classes in which you are enrolled or that
you have requested through TRACS. Print and use the associated Enrollment
Verification form to request an enrollment verification for submission
to lending institutions, insurance companies, etc.
Your Grades: look at your grades for any semester in which you have been
enrolled at CSU, Chico from fall 1993 and after.
This service is not available
while grades are being posted to your record at the end of each semester.
Your Address(es): look at your local, permanent, and billing addresses;
determine whether your addresses are correct; print and complete the associated
Address Change Form and either mail or bring to the Student Records and
Registration Office, Meriam Library 180 to update your address information.
Your Account: look at your financial account information to determine whether
you owe any registration fees or other financial obligations to the university.
Registration Holds: determine whether you have any holds which would stop
you from accessing TRACS, might result in your losing the classes you have
requested through TRACS, or which may prevent you from getting financial
aid. If you have any holds, this screen will help you determine which offices
placed them and how to contact those offices to clear the hold(s).
Advising Information: review important information regarding statuses for
university requirements like the English Placement Test (EPT) and Elementary
Mathematics (ELM). You can also display the name, office location, and
campus phone number of your academic adviser.
Student Personal Information on the CSU, Chico Web will be available from
approximately 7 a.m. to 7 p.m. Monday through Friday and, usually, similar
hours on weekends. This information is dependent upon the administrative
data base, and therefore, not available during the hours when the database
is off-line for backup, maintenance, or other activities.
The security of your record has been our highest concern in designing the
Student Personal Information screens on the CSU, Chico Web. We had to
take into consideration that students may access this information from
on-campus computers; therefore, exceptional measures have been taken to
make sure the next student to use that computer cannot walk-in on your
session and have access to your information. Accessing the system and
moving between views (screens) might seem a bit cumbersome, repetitive,
and certainly slower than typical Web browsing. Please understand that
the procedures this system requires are designed to protect your personal
information from access by anyone else but you.
The best thing you can do to assure the security of your personal information
is to follow the procedures below and always exit the system, using the
Exit System button. Do not walk away from a public computer terminal
while still logged in to your personal records without using the Exit
Students are subject to all provisions of the Policy on Use of Communications
Your Personal Identification Number
For additional security you are assigned a Personal Identification Number
(PIN) to access Telephone Registration at Chico State (TRACS), and to access
Student Personal Information on the Chico Web. In order to maintain the
highest security of your records, we recommend you change your PIN periodically.
To change your PIN, you must go in person to Student Records and Registration
office, complete a PIN Change Form, and sumbit it at the public service
window. You will be asked to show photo identification with a signature
when you submit the form.
Procedures to Access Your Student Information:
Login to the CSU, Chico Web (www.csuchico.edu)
Select the Current Students option from the CSU, Chico Home Page main
menu and then Student Records from the Current Students page.
Carefully read the options and any disclaimers and instructions and press
the button titled Student Personal Information and follow the system
instructions until you access the Student Personal Information Student
Information System Access Verification screen.
On the Student Information System Access Verification screen, enter your
Student Identification Number (normally your social security number) and
your Personal Information Number (PIN). These are the same numbers you
use to access TRACS. See pages 4-5 of the The Class Schedule for more information.
Then select the view of data you want to see from the Information (e.g.,
study list, grades, account, etc.) and specify a term for the data you
want displayed, and then press the Display Info button.
View the data and if you want to see another view (screen), press the More
button at the bottom of the screen.
- Pressing More returns you to the login screen, where you will again have
to enter your Student ID and PIN. In fact, you will have to enter this information
for each view you want to display.
- Any screen displaying your personal information will terminate after three
(3) minutes and will return you to the login screen.
- When you are finished viewing your personal information, press the Exit
System button at the bottom of any screen or at the bottom of the logon
Additional Procedures and Notes
Some screens also have links to helpful, related, but non-personal information.
For example, the Study List screen displays the classes in which you are
enrolled or which you have requested for a specified semester. You may
want to look at other sections of a class in which you are enrolled to
see if any new sections are being offered or if another section is open
which may fit your plans better. The embedded link to The Class Schedule will take you to a listing of classes for the semester you have chosen.
However, if you use any link that takes you to a screen outside of the
Student Personnel Information system, you cannot go back to your Student
Personal Information using the Back button; you will have to return to
the Student Personal Information menu and log on to the system again from
Macintosh users: Macintosh browser fonts are not fully compatible with
the Student Personal Information system screens and some information will
not align correctly with the column titles identifying the kinds of information. We
apologize for any inconvenience.
Peculiarities of Various Web Browsers: You must use Netscape or Internet
Explorer 3.x or higher. Here are some situations you may encounter.
Navigator 3.01, works well and as expected.
PC Netscape Communicator 4.04,
works well and as expected (one scrolling message does not show up)
Netscape Navigator 2.02, does not work.
Mac Netscape Navigator 3.02, works
well, scrolling message does not display.
Mac Netscape Communicator 4.01,
works well, scrolling message does not display.
PC Internet Explorer 4.0,
works well, but scrolling message goes by so fast it can't be read.
Explorer 4.X does not work at this time.