Registration and Records Policies

Academic Forgiveness Policy

Academic forgiveness means that grades earned during a prior enrollment period at the University of Wisconsin-Stout will not be used in the computation of a student's undergraduate cumulative grade point average. However, such grades will continue to appear on the student's official transcript. A returning student is eligible for academic forgiveness when all the following criteria are met:

  1. At least five continuous years have elapsed since the last term of enrollment at UW-Stout or any other institution of higher learning. (Exception: Courses that must be completed as a precondition for re-entry.)

  2. The student has not earned a baccalaureate degree.

  3. The cumulative grade point average earned at UW-Stout was below 2.0 at the time of re-entry.

For more information: [Academic Forgiveness Policy]


Adding, Dropping, and Repeating Courses

Careful planning with your adviser should lead you to a course plan which is appropriate to your degree goal. When circumstances do not permit you to carry through your course plan, the following policy serves as UW-Stout's procedures for adding or dropping classes. Add and Drop dates are prorated for the Summer and WinTerM sessions.

For more information: [Adding, Dropping, or Repeating Courses]


Alternative Learning Options

Auditing Classes and Credit/No-Credit Option

Auditing Classes

UW-Stout Official Policy

  1. An individual must be a continuing student or have received official acceptance from the appropriate admissions office.

  2. Students interested in auditing courses must receive prior approval from the instructor of the class. Customized Instruction section courses are not permitted to audit. 

  3. Stout students are charged regular tuition for audited courses including special fees.

  4. It is the responsibility of the student to seek permission from the instructor and inform the Registration and Records Office using the approved form. Students should use the Add/Drop Program Card with the word "Audit" written in the permission box.

  5. Auditors must attend class but the taking of quizzes and examinations is optional.

  6. Non-degree-seeking students interested in taking "audit only" courses must receive prior approval from the instructor of the class. It is your responsibility to seek permission from the instructor and inform the Registration and Records Office you are auditing the class. The instructor is to indicate audit on the grade roster instead of assigning a grade. Wisconsin residents will be charged approximately 30 percent of the normal per credit academic fee, MN Reciprocity residents will be charged approximately 30 percent of the normal per credit Minnesota Reciprocity fee and non-residents will be charged approximately 50 percent of the normal per credit academic fee. Any special costs for course instruction, other than normal tuition, will be assessed to auditors.

  7. Audit credits are included in total credits carried in a given term.

  8. Credits taken for audit cannot be used in graduation requirements.

  9. A course which is audited may not be repeated for a grade.

  10. The Board of Regents has approved a policy allowing those over the age of 60 to audit classes on any of the UW-campuses. Follow this link for more information.

    Senior audits only pay for textbooks and special course fees (see Student Business Services website for fees)

    To qualify for senior audit:

    Must be 60 years old or older by the start of class. Verification of Wisconsin resident status and age will be required

    Visit our LifeLong Learning site for additional information.

    Must be in a non degree-seeking program such as undergrad special or grad special.

    All credits taken must be audit.

    International Study and Customized Instruction are not included.

    Instructor must give approval. (Approvals should only be given if there are vacancies in the class. Degree-seeking students have priority.)

    Students will be charged full fees to begin with and student business services audits and manually adjusts the fees.


Credit/No-Credit Option

The Credit/No Credit (CR/NC) credit option may be elected by students who wish to explore content outside their field of study without jeopardizing their grade point average. The appropriate standards for CR/NC will be determined by the instructor of the course. The student must file the approval form for the CR/NC option with the Registrar during the course add period (First five days of the quarter or the first ten days of the semester.) The program director must sign the CR/NC Approval Form for the CR/NC option. Courses for which the CR/NC option is elected may be applied to an undergraduate degree at the option of the program director.

A course for which the student has elected the CR/NC option and in which the student received the mark "NC" may not be repeated with the CR/NC option. The marks of "CR" and "NC" are not used in calculating the grade point average. For the mark of "CR," credit hours are recorded and apply to the undergraduate degree if approved by the program director. For the mark "NC," no credit hours are calculated into the grade point average. A student may elect to receive a mark of "CR" or "NC" for a maximum of 10 percent of the courses in an undergraduate degree, but for no more than one course in any term.

The choice to receive a mark of "CR" or "NC" for a course, once approved, is irreversible.


For more detailed information: [Auditing Classes and Credit/No Credit Option]

Awards and Honors

The University Of Wisconsin - Stout recognizes students who have made outstanding efforts towards learning and applying their knowledge to their studies. There are three primary official awards that are offered:

  • Chancellor's Award (equivalent to honor roll)
  • Samuel E. Wood Medallion Award
  • Who's Who Among Students in American Colleges.

For more detailed information: [Student Awards and Honors]


Class Attendance Policies

This will apply to all students enrolled at UW-Stout.

  1. Regular attendance is the responsibility of each student, and it is assumed that students will attend all classes for which they are enrolled.*

  2. The attendance policy of each instructor is to be submitted in writing to each student at the beginning of the course. It may be discussed with or explained to the students. Attendance is likely to affect the student's achievement and it is at the instructor's discretion as to how class attendance and participation are factored into the student's overall grade for the course. 

  3. It is the student's responsibility to notify instructors of any situation that causes the student to miss class. Students should follow the policy outlined in the syllabus for missing class.  

  4. When a student is absent for three days or longer because of lengthy illness or a family situation, notification for student absences will be issued by the Dean of Students Office, 715/232-1181 or This notification does not change attendance policies put in effect by the instructor and is a courtesy memo only, informing the instructor of the student's whereabouts. This courtesy memo is not an excused absence, rather a documentation of the absence.

  5. For school-sanctioned events such as field trips, athletic contests and similar events, the coordinator of the event should send a list of the people attending the activity to the Dean of Students Office, and it will be kept on record. This list should also be sent to instructors of the courses for which the student will be missing class.

*Students who register for a course but do not attend the class and do not officially withdraw are given a mark of “FN.”

For more information: [Class Attendance Policies]


Class Registration and Credit Load

Registration for classes is completed in the Registration and Records Office, 109 Bowman Hall. UW-Stout has an early registration process which begins in March for Fall semester, October for the Spring semester and March for the Summer Session. There are special orientation/registration sessions in the summer for incoming freshmen and transfer students. Invoices for fees, tuition, room and board charges are mailed to the your home address to facilitate fee payment by mail. Subsequent invoices are mailed to your local Menomonie address or home address, if commuting. You are obligated to keep your address current and correct throughout your tenure as a student.

Registration continues through the first week of each semester. Dates and Times are available approximately March 15 for the academic year. Distribution is in the residence hall mail boxes and through the Service Center desk in the Merle Price Commons for off-campus students. No information is mailed to students. A current listing of course openings can be found on Access Stout.

For more information: [Class Registration and Credit Load]


Credit By Examination

Students who wish to pursue the possibility of testing out of a course should first read the policy as stated below and then contact their adviser and/or program director.

General Policies

    1. A student seeking credit at UW-Stout by test-out procedure must be a legitimately enrolled (registered and fees paid) student at the university for the current term, before initiating and attempting to test-out for credit. Credit will not be recorded for non-enrolled individuals.

    2. Students seeking credits for courses may test-out of and receive credit in only those courses which are approved courses of the university. Credits can be awarded for professional or technical experience and/or certification by means of an examination, a portfolio assessment, or method determined by the examining committee, on an individual basis.

    3. Students seeking credits for courses will receive the credit normally awarded for the course upon successful completion of the test-out. Theses credits will not count towards the University's residency credit requirement. If credit is granted; the grade for a test-out will be determined by the assessment as a credit/no credit award.

    4. The test-out form must be completed online via the Credit By Exam form. Please contact your Program Director about completing the Credit by Exam form and taking the test.

For more detailed information: [Credit by Examination]

Credit By Portfolio Assessment

Students who wish to pursue the possibility of testing out of a course, through a portfolio assessment, should first read the policy as stated below and then contact their advisor and/or program director.

General Policies

  1. A student seeking credit at UW-Stout by portfolio assessment must be legitimately enrolled (registered and fees paid) student at university for the current term before initiating and attempting to test-out for credit. Credit will not be recorded for non-enrolled individuals.
  2. Students seeking credits for courses may test-out of and receive credit in only those courses which are approved courses of the university. Credits can be awarded for professional or technical experience and/ or certification by means of a portfolio assessment, or method determined by the examining committee on an individual basis.
  3. Students seeking credits for courses will receive the credit normally awarded for the courses upon successful completion of the test-out. Credit is granted, the grade for a test-out will be determined by the assessment as a credit/no credit award.
  4. The portfolio request form must be completed via the Portfolio Assessment Form. Please contact your Program Director about completing the form and the review process.

For more detailed information : [Credit by Portfolio Assessment]

Declaring a Major, Minor, or Concentration

A student must apply to change or to declare a major, concentration, or minor. Students will not automatically be accepted in a different program. Acceptance will be based upon enrollment limits and other criteria specified by the receiving program. This policy applies to all current and continuing students. New freshmen students, new transfer students, and returning students are subject to policies set forth by Undergraduate Admissions.

Students must be degree-seeking in order to apply for a minor or concentration - they may not be admitted solely for the purpose of completing a minor or concentration.

A list of available majors has been made available online, as well as a list of available minors.


Fee Payment Agreement Information

Students are now required to complete an online Fee Payment Agreement form each semester before they can register for their classes. This is a simple process that can be completed through Access Stout.

For student convenience the Student Business Services web page provides more information on the Fee Payment Agreement form.

Grading System

Faculty members are responsible for providing a grade (based upon the officially approved grading symbols) for every student enrolled in their classes at the end of the term of enrollment.

The topics covered in this section:

For more information: [Grading System]



Graduation Procedures

A graduation ceremony is held at the end of each fall semester in December and each spring semester in May. All students must file for graduation within the first two weeks of the semester. Students who complete all requirements for their degree (including co-ops, internships, student teaching, etc.) during the fall semester or during WinTerM may participate in the December graduation ceremony. Students who complete all requirements during the spring semester or during the following summer session may participate in the May graduation ceremony.

Visit the official Commencement page for more information and commencement instructions.

The topics covered in this section:

For more information: [Graduation Information]

Lifelong Learning

Wisconsin residents who are 60 or older (as of the first day of class) are eligible to audit a class free of tuition.

Seniors that would like to audit a class pay only for textbooks and special course fees. 

Textbooks costs can range from $5-$9
Special course fees can range from $5-$220

Visit the Lifelong Learning website!

Preferred Name

Beginning in September 2013 any student at the University of Wisconsin - Stout can indicate their preferred first name to the university community regardless of whether or not they have legally changed their name. 

Choosing a preferred name in AccessStout will automatically change which name appears in many internal locations such as class lists, your student center, and unofficial transcripts.

For more information please visit the Preferred Name website

Program Requirements

Determining Undergraduate Program Requirements for Graduation

The program of undergraduate academic advisement is outlined in the following statements:

  1. The academic advisement of all students (which includes new freshmen, new transfers and continuing students) will be performed by faculty members.

  2. Students will be assigned to a faculty adviser according to the student's declared major. An information folder for each student will be sent by the Advisement Assistance Center to the program director of the student's declared major.

  3. The program director will forward the student's folder to the appropriate faculty adviser.

  4. The students will be notified as to their advisers. The advisers assigned will fulfill the academic advisement function.

  5. If students wish to change their major, a change application form must be submitted to the Advisement Assistance Center, lower level Bowman Hall. Changing one's major requires the student applicant to meet specified acceptance criteria set by the degree program to which one is applying. Application forms, due dates and change criteria are available in the Advisement Assistance Center. A similar form is used to change/declare one's minor and/or concentration. When a student's application to change is approved, the name of the new adviser is written on the form. Copies of the form are sent to the advisers of the old and new programs to facilitate the transferring of the advisee folder. If the application to change is not approved, students have the option of remaining in their current program or changing to undeclared.

  6. The following statements should be noted regarding academic advisement:

  • The major indicated on a student's application for admission will serve as the student's original declaration of major.
  • The Board of Regents of the UW System allows students to graduate under the provisions of program requirements listed in the university bulletin in effect at the time they begin their program of study at a post-secondary institution. UW-Stout, through its advisement system, provides annually updated program plan sheets for each major. Current program plan sheets reflect the competencies most desired in graduates. While students may choose to follow the program requirements listed in the bulletin, students are encouraged to follow the program requirements as stated on the program plan sheets at the time of their initial conference with their faculty adviser. Students who begin a program of study with the intention of graduating from UW-Stout must meet with a faculty adviser within three years of their initial enrollment at a post-secondary institution, to determine the program requirements under which they will graduate.
  • Students changing their major, after their initial enrollment at this university, will be required to complete the program requirements as listed on the program plan sheet in effect at the time of change of major is completed.
  • A student may choose to follow the most current program requirements by following procedures determined by the appropriate program director.
  • Program requirements may be revised each year and may become effective as early as the summer session.
  • When a student and a faculty adviser have agreed upon the requirements for graduation, the faculty adviser will make arrangements to distribute copies of the agreement to the student, the program director, the faculty adviser and the director of Student Records. Freshman students will have seven years, sophomores six years, juniors five years, and seniors four years, from the date of the program agreement, to complete the requirements. Classification is determined by credits on record at the time the program plan sheet is filed.
  • Changes to a student's program plan sheet can be made only by the program director. These changes must be filed with the student, the faculty adviser, the program director and the director of Student Records. Exceptions to the General Education Requirements should be referred to the Associate Vice Chancellor's Office.
  • Students who leave the university for a period of more than two years must follow the program plan sheet in effect when they re-enroll, unless other provisions are made, in writing, with the appropriate program director.
  • Senior evaluations are completed by the office of the director of Student Records to determine if the student has met graduation requirements.

General Education Requirements

General education requirements are expected to develop general skills and abilities for all graduates. In addition, they promote general knowledge, appreciation and values. The general education requirements are designed to promote development of 12 objectives for each student.


Ethnic Studies Requirements

Each student must satisfy the ethnic studies requirement for graduation. Criteria for meeting the requirement are listed in the Course Timetable each semester. Through approved courses, it is hoped that graduates will come to appreciate, understand, value and react appropriately to American cultural diversity. Through the study of American cultures other than those from a European origin, we hope to discourage racism and thus reduce its effects.


Global Perspective Requirement

To earn a bachelor's degree, students must fulfill a global perspective requirement which will help students appreciate cultural, economic, political, environmental and social differences. Increasingly, graduates will work with people who do not speak English well or whose culture is quite different from their own. Learning a second language and developing an understanding of another culture can provide students with skills they will be able to use in international situations.


To see the specific requirements that you need to meet in order to graduate, you can view your Academic Advising Report in Access Stout.


Student Military Leave-Administrative Procedure 061

The purpose of this procedure is establish consistent guidelines and processes to accommodate students who must take a short or extended leave of absence from the university to fulfill military service obligations.

Read Full Details Here

Student Record Information

Student records are maintained by the Registration and Records in both physical and digital format. The specific policies regarding use, retention, and student privacy are covered on this page.

The topics covered in this section:

General Record Information

Privacy of Student Records

For more information: [Student Record Information]

Student Record Requests

The majority of student records are stored in Access Stout, and can be accessed through a student sign-in. Physical copies and official student records can be requested by students using the forms that are made available on this site.

The topics covered in this section:

For more information: [Student Record Requests]

Undergraduate Application for Degree Instructions

Undergraduate Degree requests are no longer handled by the Registration and Records office. 

Student are now able to log in to Access Stout and complete an Undergraduate Application for Degree online. Undergraduate students are assessed a $100 graduation fee when they reach 90 credit hours. Graduate students are assessed the $100 graduation at matriculation. The $100 fee applies to each degree earned at UW-Stout. The application fee covers the processing of the application for final approval to graduate, diploma, diploma cover, program book, and commencement ceremony.


Undergraduate Dismissal and Probation

Good Academic Standing

A cumulative grade point average (GPA) of 2.000 or greater. Selected majors require a cumulative GPA greater than 2.0 for graduation.


Academic Probation and Dismissal

Academic probation is a temporary status due to low academic grades. Improvement in academic grades is needed for continued enrollment in the university. Failure to improve academic grades can result in academic dismissal, which is a termination of enrollment from the University of Wisconsin Stout.


For more information: [Undergraduate Dismissal and Probation]