Student Forms
Below are common forms and processes used by students.
Graduate Students
Contact your department to obtain the appropriate forms.
Registration
An add/drop form should only be submitted if a faculty signature permitting this registration is required. Please use Murphy Online to add or drop courses if no signature is required.
The St. Thomas Academic Calendar will specify when faculty signatures are needed.
To sign the form electronically, please download and complete in Adobe.
A student may choose to audit a course rather than take it for credit. If attendance is satisfactory, the course number, title and the audit designation will appear on the transcript. If attendance is not satisfactory, the course will not appear on the transcript. In no case may a student receive credit for a course that was audited unless the course is retaken for credit.
Students who change their grading option from standard grading to audit after the 14th calendar day of class will not receive a tuition reduction. However, students who change from audit to standard grading will be charged the full tuition for that course. Contact the Business Office to know the fee for audit.
Students may not switch from credit status to audit status after the last day to withdraw from a class without a grade of F. Students may not switch from audit status to credit status after the last day to register or add a class. Information about deadlines can be found on the St. Thomas Academic Calendar.
To sign the form electronically, please download and complete in Adobe.
This form is used to request a change to a student's core course fulfillment when a course can be applied to more than one choice of core categories. Please submit one request per course.
The maximum credit limit for each term is specified in the Course Load Policy in the Undergraduate Catalog.
The dean’s office in the relevant college or school will receive and review your responses and determine your eligibility for an exception to the stated policy. The dean’s decision will be communicated to the Office of Student Data & Registrar, who will notify you of the decision.
An examination Fee of $150.00 must be paid to the Business Office before the examination is administered.
Upon completion of the examination with a satisfactory score, a student will receive academic credit and a grade of “S” unless the department has decided that a regular letter grade should be awarded.
The University grants academic credit for experience if a proposal for the work submitted by a registered student receives prior approval from the department involved and the student successfully completes the experience agreed upon.
Zero-credit internship/experiential learning is available to all students looking to have experience reflected on their transcript and international students who are enrolling for CPT (Curricular Practical Training).
To sign the form electronically, please download and complete in Adobe.
If your Individual Study involves domestic overnight or international travel (for any reason or length of time), you will also need to register your travel via the Office of Study Abroad Website. The steps referenced below can be found at Study Abroad.
To sign the form electronically, please download and complete in Adobe.
- Please complete form in full. Information regarding the transfer institution can be found in the transfer institution's catalog, course schedule or website. Please attach course descriptions for each course you want approved. Some departments may require you to provide a course syllabus (this is mandatory for course approvals for the Fine Arts and Human Diversity Requirements).
- Please obtain the signature of the respective Department Chair for each course you want approved.
- Please return the completed form with appropriate signatures to the Office of Student Data & Registrar.
- Upon completion of your course(s), be sure to have an official transcript to the Office of Student Data & Registrar. We do accept electronic and paper transcripts.
To sign the form electronically, please download and complete in Adobe.
Records
Currently Enrolled Students:
Log on to Murphy Online.
- Choose the Student Services Menu
- Choose the Personal Information Menu
- Click on the Update Addresses and Phones
Former Students:
You may email, mail, fax or walk up with a signed letter requesting that your address be changed. Please include:
- Your previous address and new address information, along with any changes to your telephone number(s)
- Previous/prior name(s)
- Date of birth
- Student ID number and/or last 4 digits of Social Security Number (SSN)
- Student's signature
All current St. Thomas students should use the Murphy Online to print off enrollment verification letters.
- Log into Murphy Online
- Select Student Services
- Select Student Records
- Select National Student Clearinghouse
- To log on to the NSC site, you will need your name, birth date and social security number.
If your third party will not accept the NSC enrollment verification letter or if you need information that is not included in the NSC enrollment verification letter, you may submit an Enrollment Verification Request to the Office of Student Data & Registrar.
To sign the form electronically, please download and complete in Adobe.
For more information about these requests, please see our page on Enrollment Verification.
The Family Educational Rights and Privacy Act of 1974, as amended, prohibits postsecondary educational institutions from disclosing the education records of students to most third parties without the students' written consent.
FERPA Resources:
Student's Order for Non-Disclosure
Student Consent to Release Education Records
Saint John Vianney Student Consent to Release Education Record
For more information regarding FERPA, please visit the official government website.
Please note: Diplomas are mailed in an oversized envelope with cardboard and they typically do not fit into the standard-size mailbox.
- There is a $20.00 fee for each replacement diploma requested. We accept cash or check (no credit cards).
- Please make checks payable to the University of St. Thomas.
- Diplomas are generated every 2-3 weeks.
- You may pick up your diploma at our office, or we will mail it per your instructions.
One of the following forms of documentation is required to change the gender listed in a student record. Photocopies are acceptable. Please photocopy both the front and back of each document as needed.
- Court Ordered Documentation: Copy must be certified and contain the new/current gender.
- State-issued ID: Must be valid (non-expired) and contain new/current gender.
To request an update to identification information on your student record:
- Complete the Gender of Record Change Request and return it to our office.
- Any request must contain the student's:
- Former gender
- Current gender
- Required documentation (see above)
- Student's signature
- St. Thomas ID number and/or last 4 digits of Social Security Number (SSN)
One of the following forms of documentation is required before a change to the legal name on record will be completed. Photocopies are acceptable. Please photocopy both the front and back of each document as needed.
- Social Security Card: Must contain the new/current name and match the SSN currently on file.
- Marriage License: Must contain both the old/former and new/current name.
- Divorce Papers: Must contain both the old/former and new/current name.
- Court Ordered Documentation: Must contain both the old/former and new/current name.
- Driver’s License: Must be valid (non-expired) and contain new/current name.
To request an update to identification information on your student record:
- Complete the Legal Name Change Request and return it to our office.
- Name changes must have the student's:
- Former name
- Current name
- Required documentation (see above)
- Student's signature
- St. Thomas ID number and/or last 4 digits of Social Security Number (SSN)
Note: We do not change names when we receive a form or letter that indicates a name has changed without first having the required documentation, as outlined above.
To request a change to your preferred first name:
Students may email the Office of Student Data and Registrar (using their St. Thomas email account), fax or mail a request to have their preferred first name updated. Requests must include the requestor's St. Thomas ID and specify what changes should be made.
Your preferred first name is distinct from your legal name and will be used for internal University of St. Thomas communications including: class rosters, residence life information, etc.
Note: Requesting a change to your preferred first name does not change your legal name at the University. Your legal name will still appear on official documents such as the official transcript, official St. Thomas letters, etc. To change your legal name, please follow the instructions outlined above.
New Graduates: Transcripts will reflect your degree award date approximately three weeks after the end of the term.
St. Thomas official transcripts can be ordered through the Parchment St. Thomas Online Storefront. If you experience any issues using the Parchment website (i.e. login issues), please visit Parchment Support to report your issue or chat with an agent.
Students may order an electronic or paper transcript online. Paper transcripts are available for in-office pickup or can be mailed to the student or a third party.
- Online orders (paper or electronic) will incur a third-party processing fee of $3.25 per transcript, which is paid directly to Parchment (the e‑transcript vendor)
- Students can select electronic or paper transcripts ordered online.
- Students are responsible for any mailing charges for paper transcripts ordered online.
- E-transcript orders incur the processing fee but no mailing charges.
- Paper transcript request through the Office of Student Data and Registrar. This service is provided free of charge, but may take up to two business days to process.
- Fill out the Transcript Request Form.
- If you select Pick Up option, you must make a pick up appointment. Pick up location is the Center for Student Achievement (CSA) information desk located in the Murray-Herrick Campus Center (first floor) on our St. Paul campus.
- St. Thomas will pay any standard postage costs to mail a paper transcripts ordered using the Transcript Request Form.
- If expedited shipping is desired, a student can order a transcript to pick up in-person and take it to the campus post office to mail their transcript.
Official paper transcripts are printed on security paper and bear the university seal. When official transcripts are provided directly to the student, they are sealed in a university envelope and the transcript is stamped "Issued directly to the student".
Transcripts from the University of St. Thomas may be requested or released. Transcripts and documents that have been issued by other institutions become the property of the University of St. Thomas. Federal policy permits a student the right to view the documents in his or her academic records. However, the University does not provide (or allow the making of) copies of these documents. Transcripts issued to the University of St. Thomas for admission or credit transfer become the property of the University of St. Thomas and cannot be returned to the student or forwarded to other institutions.
Note: The Office of Student Data & Registrar does not hold transcript requests for future activity (such as the posting of grades or awarding of degrees). Please submit your transcript request after your grades are posted or degree has been awarded.
Degree Declarations
Please read the Declaring an Academic Major or Minor KB article for complete instructions regarding declaring, adding, changing or removing a major.
Process summary:
- Log in to One St. Thomas
- Go to the My Actions menu
- Select Major and Minor Declaration Form
- Use buttons to Add or Update a major/minor
- Select "declare", "add", "change" or "remove"
- Make selections using menus provided
- Read and agree to submission acknowledgment
- Submit your request
Your form will be routed to the Department Chair for review. If approved, it is then sent to the Office of Student Data and Registrar for processing.
Please read the Declaring an Academic Major or Minor KB article for complete instructions regarding declaring, adding, changing or removing a minor.
Process summary:
- Log in to One St. Thomas
- Go to the My Actions menu
- Select Major and Minor Declaration Form
- Use buttons to Add or Update a major/minor
- Select "declare", "add", "change" or "remove"
- Make selections using menus provided
- Read and agree to submission acknowledgment
- Submit your request
Your form will be routed to the Department Chair for review. If approved, it is then sent to the Office of Student Data and Registrar for processing.
Please fill out, sign and bring the Declaration Form to the appropriate Program Director for completion.
To sign the form electronically, please download and complete in Adobe.
Enrollment
View more information about readmission.
If you have been previously enrolled at the University of St. Thomas and have taken one or more terms off, you should do the following:
- Call Academic Counseling to set-up an appointment to discuss remianing coursework, academic requirements and to complete the forms listed below.
- If the student has attended any other institution(s) during the period of time they were absent from St. Thomas, transcript(s) from each of the other institutions must be submitted for evaluation, as well as the Dean of Students form from the last institution attended, prior to formal re-admittance and registration.
- Students will be directed to the Office of Student Data & Registrar with the updated forms, signed by an Academic Counselor and will update the information and then register the student if necessary.
NOTE: Effective for the 2019-2020 academic year (beginning with fall 2019), all readmitted students will be charged banded tuition rates. More information regarding tuition and fees for the current and upcoming academic year are available on the Business Office website.
Withdraw as an Undergraduate Student?
- Review the Undergraduate Withdrawal Policy
- Initiate the Withdrawal Process with Academic Counseling & Support
Withdraw as a Graduate Student?
- Contact your Graduate School
- Review Academic Policy by School
- Review the Graduate Withdrawal Policy