Office of the Registrar - California Institute of TechnologyCalifornia Institute of Technology

 Newsletter  WINTER 2009-10


Reminder: Add Day is Approaching

Just a friendly reminder that the last day for adding courses and removing incompletes is this Friday, January 22nd.  Please remember to bring your add cards to the Registrar's Office by 5:00pm on Friday. 

IMPORTANT!  New Advising Requirement For All Undergraduates

In response to a review of advising that included discussions with undergraduate option representatives and members of the Faculty Board, the Committee on Undergraduate Education (CUE) and the Provost’s Office are pleased to announce new advising tools and policies to enrich the Caltech advising experience for both students and advisers.

Beginning now, Caltech undergraduate students will be required to meet one-on-one with their advisers at least once a year.  Hopefully many of you are already doing that. Advisers have been given several online tools to record meetings with their advisees and students will be able to see whether they have satisfied the requirement through a new Advising Status presented on REGIS.  Students who do not satisfy this advising requirement before the start of spring term each year will be placed on hold, preventing them from enrolling during online registration for the following fall term. We listened to students’ feedback and have also provided a form that you as a student can download and ask your adviser to sign as a way for you to initiate contact with your adviser and fulfill the advising requirement.     

 Several new tools have been added to REGIS to assist the faculty in helping your advisees.  The once “Schedule Approval” link has been renamed “My Advisees”.  While you will still use this link to approve student schedules, in addition to viewing degree audits and unofficial transcripts, you can now record meeting notes from advisee meetings, view previously entered notes, set Advising Holds on students and indicate when an advisee’s advising requirement has been met. Under the new Freshman Advising model, many of the freshman advisors have had group and in-person meetings with their advisees so advisors can already indicate that these students have met their advising requirement.     

 We have created a new “Advising Arena” website at where you can review details of the advising policies and online functionality. This link is available within the REGIS application as well. Please check it out! If you have feedback about the content, please let the Registrar’s Office know and additional materials can be added or updated.   

 To date about only 9% of the undergraduates have an indication posted that they have met one-on-one with their advisors!  

Freshman Progress Reports and Midterm Grades

With Add Day approaching, right around the corner is the February 16th deadline for Freshman Progress Reports, shadow grades for freshmen, and midterm grades for everyone. It is essential that students have feedback on their work in classes prior to Drop Day which is February 24th. If you are teaching classes in which freshmen are enrolled please do take the time to jot down a comment about the student’s progress. TAs with access to REGIS can make a great contribution to the freshman’s experience by entering narratives about the students’ work to date. Some of the most constructive comments that freshman receive are from dedicated TAs.     

Bi 10 Spring Term

We wanted to notify everyone that Bi 10 for spring term will be available by lottery only and preference will be given to freshmen and sophomores in the lottery, so please plan accordingly if you still need to complete an Additional Introductory Lab.

 Language Courses Used for Advanced Humanities

Just a reminder that the language courses beyond the fourth term (i.e., beyond second term of any intermediate course) may be used to fulfill the requirement for Advanced Humanities EXCEPT for courses in the student’s native language. For example, if you are a native speaker of Chinese, you may not use Chinese language course to fulfill this requirement. This is outlined on pages 176-177 in the Catalog. Please contact us if you have any questions.

 Still have questions about the general HSS requirements? For a guide on the Institute's Humanities and Social Science requirements, check out the guide from ARC published on the Advising Arena (see section above).

Submissions for Catalog Changes by the Faculty

To ensure that curriculum changes are reviewed and approved in time for inclusion in the Catalog, it is requested that Divisions follow these procedures for submitting changes.  All curriculum changes begin in a Division, and require the approval of the Division Chair. All course descriptions should be within 100 words. All courses that have not been offered in the last three years should be removed from the catalog. The Division should send proposed changes by e-mail to, (Officers of the Faculty - OOF) on the Request form Curriculum Change form.  Changes for the next academic year must be submitted before April 30, 2010. Officers of the Faculty coordinates and manages the approval process and here is  link to their website.

 Kristen Abraham, the Registrar’s Office and IMSS are working together to automate the flow of work from the Division to the Officers of the Faculty and the respective curriculum committees.   

REGIS Enhancements

In addition to the new undergraduate advising changes made to REGIS a few other upgrades were added in the fall term.

New   Enrollment Verification Letters – On the student view there is now a button on the Student Academic Information Page that reads “Enrollment Verification”.  Upon pressing the button, students can open a PDF report with an Enrollment Verification Letter displaying today’s date, their name, student status, sub-status, matriculation date, program name, degree seeking, options seeking and expected graduation date.  The current academic year start and end dates also appear.  These letters can be used as proof of enrollment at Caltech.   

 New   Nicknames – The following web pages in REGIS have been updated to reflect the student’s full name as well as their nickname: Class Roll Sheets, Department Academic Information Department Advisees page, Grade Reporting, TA Grade Reporting, and Schedule Approval.  

 New   Course Conflict Messages - Students now receive clearer messages about the classes that are in conflict.

 New   Advisers’ Confirmation Emails  - When advisers approve student schedules or request a meeting with their advisees, a system generated email is sent to their advisees.  Some advisers would like to be notified that they have either approved or requested a meeting and a copy of the comments that they sent. Advisers now have the ability to request email copies if so desired. Simply select  the checkbox on your "My Advisees" page that states "Please send me confirmation emails of schedule approvals and meetings I request."


REGIS Future Projects – The next big REGIS project we have undertaken is the automation of  the MS and PhD candidacy processes for graduate students. We hope to look at online Drop/Add and the opening day of registration as the next big projects.  


Important Dates

  January 22 Last day for adding courses and removing incompletes
  February 3-9 Midterm examination period
  February 15 Presidents' Day (Institute Holiday)
  February 16 Midterm Deficiency Notices due - 9:00 a.m.
  February 24 Last day to drop classes or to exercise your P/F option
  February 25-March 10 Registration for spring term 2009-10
  March 10 Last day of classes and last day to register for spring term without a $50 late fee
  March 11-14 Study Period
  March 15-17 Final examinations
  March 17 End of winter term 2009-10
  March 18-28 Spring Recess
  March 24 Instructors' final grade reports due - 9:00 a.m.
  March 29 Beginning of instruction spring term


Previous Registrar's Newsletters:


FA 2009-10

SP 2008-09

WI 2008-09

FA 2008-09
SP 2007-08
WI 2007-08


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last updated: 01/20/2010