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FAQ: Advising, Grades and Registration

Advising and requirements




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What is an Academic Evaluation Report (AER), how do I find it?

The Academic Evaluation Report (AER) is a real time document that lists the courses required for graduation. It applies each student's course work to the various requirements of the core, majors, minors and cognates to show what requirements are completed, those that are in progress and those that have yet to be started. If you change your major it's important to stop by our Spoelhof location to let us know so that your AER can be updated to reflect your current required course work. You can access you AER via the portal.


Who is my advisor and how do I schedule an advising appointment?

Your AER lists your advisor and his or her phone number. Faculty office numbers and e-mail addresses are available through the people search. You will need to contact your advisor directly to schedule an appointment. During advising days many faculty post advising schedules on their office door for students to sign up for an advising appointment.


My AER doesn't show a class where I think it should, how do I fix this?

Upon occasion a course may not fill the line on your AER as you expect it to.

Talk to your advisor and have them e-mail us if you have an approved adjustment that needs to be updated for:

  • a major (or minor) elective
  • a substitution to the regularly accepted major (or minor) requirement

Stop by our Spoelhof location and talk to us if a course is not filling a line as expected and is:

  • a pre-approved transfer course
  • a course that was at one point filling the correct line
  • a core credit*

A course may not fill any line on your AER if:

  • you took the course as an audit
  • you did not achieve the minimum grade required in the course
  • it is a lab section
  • it is a course that does not fill any requirement

*Note: Substitutions for core credit are not accepted and may not be approved by an advisor.


What do I need to do to make sure I can graduate?

Please review the degree requirements online, or in the catalog. Make sure you are aware of any and all special requirements for your major by reviewing the catalog.

How many overlaps between majors and/or minors am I allowed?

Overlap between core and majors/minors. There is no limitation on the number overlaps between core and any major, minor, cognate, or concentration.

Overlap between major and minor. To graduate with a major and a minor a student must complete a minimum of fourteen distinct courses of three semester hours or more. A maximum of two overlaps are permitted between a major and a minor. The details are as follows:

Courses required in the major Maximum overlaps permitted
10 or more

Overlap between two majors. To graduate with two majors, a student must complete a minimum of sixteen distinct courses of three semester hours or more. A maximum of three overlaps are permitted between two majors. The details are as follows:

Total courses in two majors Maximum overlaps permitted
19 or more

Overlap between minors. There may be no overlaps between minors.




How is GPA calculated?

For purposes of averaging grades, the following numerical values or grade points are assigned to each letter grade

Standard Grades Other Grades
A+ N/A
A 4.0
A- 3.7
  • I, incomplete, does not calculate until final grade is given
  • W, authorized withdrawal, does not calculate
  • N, unauthorized withdrawal, calculates like an F
  • H, honors designation, (i.e., HA-) does not add additional honor points to the grade
  • S, satisfactory interim grade - uncalculated
  • U, unsatisfactory interim grade - uncalculated
  • Transfer credit or cooperative programs at other colleges and universities will show on your record, but do not calculate into the Calvin GPA
B+ 3.3
B 3.0
B- 2.7
C+ 2.3
C 2.0
C- 1.7
D+ 1.3
D 1.0
D- 0.7
F 0.0

To calculate a complete or partial GPA please follow this formula:

numerical grade X credit hours = grade points

total grade points ÷ total hours = cumulative GPA

For example: On the transcript snapshot below Spanish 201 was a 4 credit hour class, a B+ has a value of 3.3, so 4 credits X 3.3 grade = 13.20 grade points for Spanish 201. The term had a total of 49.60 grade points, divide that by the number of semester hours, 17, to find the semester GPA of 2.918.


To find your major GPA, highlight the courses required for the major - add the grade points for all highlighted courses and divide by the total calculated credits of those courses. This same method can be used to find the GPA for a particular year or for any other portion of your record.


How do incompletes, audits and re-takes work?

Course Repeats: You may repeat any course by properly registering for them, but you must inform the instructor that you are repeating the course. Only the latest grade, whether higher or lower, will be included in the calculation of the cumulative GPA. The original grade is not expunged from the record, but is noted as a repeated course. You do not receive additional course credit for repeated courses.

Incompletes: If you fail to complete all the required work or to take the final exam for a valid reason, instructors may, give a grade of I, incomplete, rather than a grade of F. An F can only be altered by retaking the course in a future semester. Until it is finished, an I is computed as a neutral grade. Incompletes are given the following deadlines:

  • Fall or interim - March 15
  • Spring or summer - October 15
  • Any earlier date you contract with the instructor

Grades of I are never removed from your transcript, when a final grade is received or the deadline is passed a new grade preceded by an “I” will be rewarded. You can use the incomplete contract to set goals and finish the coursework.


When are grades posted and how do I find them?

Grades are posted one week after the last day of exams. If an instructor posts grades early, they will not be visible until the registrar's office validates them at the time of the deadline. You can find your grades by individual term, or review your transcripts via the portal.


My professor said that they already posted the grade, why can't I see it?

Posting grades is a two part process. Professors enter grades through the portal and then the registrar's office staff verifies the grades. This is a process that the registrar runs that allows the grades to be available to students. Grades are not verified until the due date of the semester grades, this includes courses that are offered during the first half of the term. Typically if the grades are due at 4:30 p.m., they will be available for students to see shortly after 5 p.m.




How do I register for classes?

Visit our step by step guide for current students. First-year students follow a different process when registering for fall semester courses. Learn more.

When is the last time to add a class?

Courses can easily be added online through the first week of each semester. Any time you add a course online, it is beneficial to save the changes, log out, log back in and check the weekly schedule link. Any second-half of the semester course can be added through the first week of the course, but cannot be added on line after the first week of the semester. The easiest way to search for second-half courses is to enter a date range in the course search. If you are unable to add a course through the portal, you will need to add it in person at our Spoelhof location.


How do I drop a class and make sure that it drops?

Courses can be dropped online through the first week of each semester by visiting the portal. To drop a course after the first week of class, you must pick up a drop slip from our Spoelhof location to obtain the signature of your instructor. You are not able to drop any course online after the first week of class.


I am getting error messages when trying to register, why?

This message is an indication that you have a hold on your account that must be resolved prior to registration. Please call academic services (526.6155) to find out the reason for the hold. Possible holds:

  • It is not your registration time yet see the registration schedule.
  • Financial hold - If you suspect that a financial hold is on your account, you can see the nature of the hold via the portal, under recent account activity. To resolve a financial hold, please contact financial services.
  • Advisor hold - After you are advised, your advisor will lift this hold online. You must meet with your advisor prior to every registration. If the hold is still there, contact your advisor.
  • Other holds - The health center may put a hold on your account if you are missing vaccination information. Please follow up with the appropriate office to resolve the hold.


Why is nothing showing up when I search for my class?

There are a few common problems when using the course search - check the following:

  • Make sure the correct semester is selected.
  • If you are searching for a lab, search by level (200 or 300) or search using the course number directly followed by an L (i.e. 330L)
  • Health and fitness core classes are under Physical Education & Recreation (PER).
  • The course may not be offered during the current term. The course catalog will note the terms that a department is planning to offer a course.


When trying to register, I get a conflict error, where is the conflict?

Many information systems courses and science courses have a second set of meeting dates for labs or to designate a different room assignment. Any courses that have a second meeting time listed contain too much meeting information to show on the initial search screen. This will be indicated by the note 'more...' at the end of the listing. Try clicking on the course title link to see the rest of the course information.



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