Office of the Registrar COVID-19 FAQs

Iowa State University Latest On COVID-19

General FAQs

Is Iowa State University Open?

Iowa State University's campus will be closed for the remainder of the spring and summer semesters. All courses will be held online via virtual format beginning Monday, March 23.

Pass/Not Pass Adviser and Major Professor Job Aid

Adviser and Major Professor Job Aid

FERPA and Virtual Instruction

We have received several questions about use of email for grades. One-on-one communications between students and their instructors/advisers can be challenging in a virtual environment. Often times, information that needs to be shared might include the student’s academic performance or other personally identifiable information (PII), which are all protected under the Family Educational Rights and Privacy Act (FERPA). It is important to secure these communications as much as possible. FERPA protected data should never be sent via email or social media, as this is not a secure method of transmitting sensitive data. Please see https://www.registrar.iastate.edu/policies/ferpa-and-email for more information.

Is the Office of the Registrar Open?

The Office of the Registrar will not be open for the remainder of the spring and summer semester in our physical location. However, we will be open in a virtual environment during our normally scheduled business hours of 8:00 am to 5:00 pm, Monday - Friday. Please reach out to us via email: registrar@iastate.edu or phone: 515-294-1840.

    How can Departments Submit a Grade Report to the Registrar Form Electronically?


    The Grade Report to the Registrar form has historically been submitted via paper. This form is used to change previously submitted grades and to resolve Non-Report and Incomplete grades. (Please note this is not part of the End of Term/Late Grade Processing via AccessPlus or Canvas.)

    We are currently working to transition the paper/PDF Grade Report to the Registrar form to DocuSign forms that can be completed and routed online.

    DocuSign Grade Reports are currently available for use and are located in AccessPlus, Faculty/Adviser, Registrar Forms. The instructor will choose which Grade Report to complete based on the action required.

    Grade Report: Change Letter Grade or Resolve a Non-Report or Incomplete is used to change previously submitted grades to a different letter grade and to resolve incompletes and non-reports from a previous term.

    The Grade Report: Change Letter Grade to Incomplete is used to change a previously submitted letter grade TO AN INCOMPLETE GRADE.

    More information and instructions are available on our Grade Report to the Registrar webpage.

    We will continue to accept PDF Grade Reports to the Registrar, which can be processed as follows: departments should work with instructors to complete the Grade Report to the Registrar form. Departments may submit a PDF form to the Student Academic Records area via a CyBox the department creates. Co-Owner access to the box should be given to the Records team:

    • Amita Dayal (adayal)

    • Linda Dunn (lstens)

    • Mike Green (mjgreen1)

    • Denise Timberland (dtimber)

    When uploading a form to Cybox it is recommended that you incorporate the last name of the student in the naming convention. This will help the Records team process the form as efficiently as possible. Thank you for your cooperation, if you have any questions please contact 515-294-1840.

      Contacts for Questions

      Please review the University COVID-19 page linked above, and Student FAQs below. If you still need assistance, use the contacts below.


      Student FAQs

      Spring 2020 Schedule Changes

      The deadline to process schedule changes for full semester courses has been moved back to April 3rd. Students who wish to process Spring 2020 schedule changes (i.e., adds, drops, section changes, credit changes, etc.) may do so by e-mailing their adviser with their request. To streamline communication, students should include the following information in the e-mail to their adviser:

      • University ID
      • Department, Course Number, and Section
      • Schedule change requested (i.e., add, drop, section change, credit change)

      Undergraduate Students: Once the request has been reviewed by the adviser, the Office of the Registrar will be notified and will process the change electronically; that is, no paper slips and signature will be required for these schedule change actions.

      Undergraduate Students: Once the request has been reviewed by the adviser, the Office of the Registrar will be notified and will process the change electronically; that is, no paper slips and signature will be required for these schedule change actions.

      Graduate Students: Send the request to their major professor, if they have one (declared on the POSC or not). Or their DOGE, if they have no assigned major professor.

      The university has extended the deadline to add second half-semester courses by two weeks to Friday, March 27.

      Once schedule changes are processed, students will be able to see the changes to their schedule on AccessPlus. Please understand that there may be a slight delay in processing time given the new process.

      Pass/Not Pass Option for Courses Impacted by the Transition to Virtual Instruction

      Iowa State University has adopted a temporary Pass/Not Pass grading option for courses impacted by the transition to virtual instruction, effective immediately. Please visit the Office of the Vice President and Provost website for exact details regarding the Pass/Not Pass policy for the Spring 2020 semester. AccessPlus Student Instructions

      Pass/Not Pass Option for Graduate-level Courses

      https://www.grad-college.iastate.edu/news/article/pass-np-grading

      AccessPlus Student Instructions

      Pass/Not Pass Option for Professional Program in Veterinary Medicine

      https://www.grad-college.iastate.edu/news/article/pass-np-vet-med

      AccessPlus Student Instructions

      Will this Affect My Progress Toward Degree?

      Progress toward degree will not be affected provided students successfully complete required coursework this semester. Please contact your adviser or college office if you have concerns about degree completion.

      Spring 2020 Dean's List Qualifications

      Given the exraordinary circumstances of the Spring 2020 semester, the faculty have decided to relax the Dean's List qualifications for Spring 2020 from a minimum of 12-credit hours of graded or S-F courses to a minimum of 9-credit hours of graded or S-F courses with a 3.50 GPA or above for the semester. Courses taken on a P/NP grading basis do not count as part of the 9-credit hours requirement.

      Curriculum Changes/Multiple Curricula and Multiple Degree Changes/Minor Requests

      Students may request curriculum changes by contacting their current adviser with their request via EAB, email, phone, or videoconference. The adviser will initiate and route the appropriate curriculum change forms electronically for approval(s) as required. Colleges will electronically submit the approved request to the Office of the Registrar for processing. A Curriculum Change email template is available to facilitate this process.

      Guidance for Graduate Students on Final Oral Exams

      Preliminary and final oral examinations during period of COVID-19 response

      What Academic Advising Resources are Currently Available to Me?

      Due to the campus restrictions put in place in response to the COVID-19 outbreak, we encourage all Academic Advising initiatives to go online. Please visit the Academic Advising COVID-19 webpage for informaiton on contacting your adviser, virtual advising, internet services, video chat software, and more.

      Can I Order My Transcript?

      We will continue to process official transcripts. However, please see the below guidance:


      • In-person pick up services have been suspended indefinitely.

      • We strongly encourage you to request official PDF electronic transcripts whenever possible.

      • At this time we will continue to process official transcripts to be mailed. We will update our website if this changes.

      • There may be delays in processing time.

      • If you have questions, please email transcripts@iastate.edu.

      Can I Order an Enrollment Verification Letter?

      We will continue to process enrollment verifications. However, please see the below guidance:


      • In-person pick up service have been suspended indefinitely.

      • We strongly encourage you to use Student Self-Service in AccessPlus->Student->Enrollment Cert. to request an enrollment verification. Enrollment status is now available for Spring 2020 semester.

      • Verification letters that require more information will still be processed and mailed. Please complete the Verification Request form and email it to verifications@iastate.edu.

      • There may be delays in processing time.

      • If you have questions please email transcripts@iastate.edu.

      Summer Study Abroad

      Acknowledging global uncertainty related to the COVID-19 pandemic, Iowa State has made the decision to cancel all summer 2020 study abroad courses that start before August 15. Academic colleges will follow up with impacted students regarding these trips in the coming days.

      Summer Term

      All summer course offerings will be taught online for the duration of the summer term. This includes session 1, session 2, and full term courses.