Difference between revisions of "Register Your Contract After Deadline"

When is a Contract Counted as "Late"?

An out-of-program contract is counted as late when it is missing any of the approvals listed in your approval checklist, including the dean's/director's approval, by the posted deadline. If you receive all of your approvals in your checklist and just need to give your final approval as a student, it will not be counted as late if you give your final approval after the posted deadline.

However, if you have not received all approvals and given final approval for your contract by the time the quarter starts, you have until the Friday of week 2 of the quarter to complete this process before an additional petition process through Registration and Records is required.

Deadlines do not apply to in-program contracts. Nevertheless, it is recommended that in-program contracts are confirmed by the end of week 1 at the latest to ensure timely completion of contract work.

Deadlines

• Fall Quarter Contracts: Friday before Fall Quarter starts
• Winter Quarter Contracts: Friday of Week 10 of Fall Quarter
• Spring Quarter Contracts: Friday of Week 10 of Winter Quarter
• Summer Quarter Contracts: Friday of Week 10 of Spring Quarter
• Deadlines for the current academic year can be found here: https://www.evergreen.edu/academics/experiential-learning/individual-study

Registering your Contract After Deadline

The amount of extra work on your part to register a contract late depends on how much time has passed since the deadline.

• After the posted deadline:
  • A prompt in a new section titled "Addressing Policy Concerns" will show up in your ILC portal below the "Define Your Contract" section.
    

    If you have not completed your approval checklist by the posted deadline, this new section titled "Address Policy Conflicts" will show up.
  • Click on "Request an Exception" to submit a petition. A page with the policy and criteria for providing an exception will appear.
    

    The Late Individual Study Petition page will first describe the policy and criteria for providing an exception. The text box for your input will be below it.
  • Scroll down and answer the prompt by providing a brief explanation as to why you are receiving your approvals for your contract late. Click on "Submit Exception Petition" once you have provided your explanation.
    

    Write your brief petition in the text box and click on "Submit Exception Petition" once you are ready.
  • Responding to this prompt will make it possible for the dean of experiential learning or the director of your graduate program to see your contract and approve it. Once you have received all approvals from your checklist and give final approval, registration and records will be able to complete your registration.
• After Friday of week 1 of the quarter:
  • If you did not complete your approval checklist by the deadline, late policy exception prompt will still be required. In addition, a $50 late fee will be charged through Registration and Records. Like in the case of submitting a contract after the deadline, once you have received all approvals from your checklist and give final approval, registration and records will be able to complete your registration.
• After Friday of week 2 of the quarter:
  • If you did not complete your approval checklist by the deadline, late policy exception prompt will still be required. In addition, a $100 late fee will be charged through Registration and Records. In addition to that, a separate petition to Registration and Records will be required.
  • The Petition for Registration Policy Exception: https://www.evergreen.edu/sites/default/files/2023-07/Petition%20for%20Policy%20Exception%20and%20Registration%20Form.pdf.
    • The petition can also be found through the "Commonly Used Forms" tab in the Registration and Records page in the Evergreen website: https://www.evergreen.edu/registration.
  • For ILC/INT contracts, the first page must be filled out, and the second page regarding support statements from the student and the faculty sponsor must be completed as well (the third page is not required for contracts). The first page is fillable through a PDF viewer application, but the second page is not. To fully submit the petition, there are two options:
    • Attach a completed first page of the petition to an email to registration@evergreen.edu, and then write your student support statement as part of that email. The faculty member can submit their support statement through an email to registration@evergreen.edu as well.
    • Write out your student support statement by hand, and ask your faculty to write it out by hand as well. Either email this to registration@evergreen.edu or turn it in to the Registration and Records office at Evans 1101.
  • The committee reviewing these petitions meet once a week during the quarter.
    • The committee will not be able to review your petition until your contract has all approvals, including your final approval. Once they review your petition and agree to approve it, they will be able to register you contract.
  • If you are having any issues with your petition, or if you submitted it and haven't heard back, please reach out to registration@evergreen.edu for support.