TO: Incoming Class
FROM: Michelle Ortiz Wortel, Director, Office of Student Financial Aid, Records and Registration (Registrar for the UIC College of Medicine)
Congratulations on your acceptance and welcome to the UIC College of Medicine (COM). I wish you a pleasant summer before you embark on your medical education.
Your Orientation program will be held during the week of August 11th. To participate in the Orientation, you must register for your Fall 2014 courses by August 12, 2014. In addition to the registration requirement, you submit all outstanding documents required by the Office of Medical College Admissions no later than July 31, 2014.
Should you have any doubt about attending UIC for your medical education, I ask that you not register until you are certain that our medical school is the one you will attend. If you do register and later decide to enroll elsewhere, you must drop all courses, before August 13, 2014, to avoid a tuition and fees bill.
During your tenure here as a medical student you will hear references made to the COM Registrar's Office and to the UIC Office of Admissions and Registration (OAR). The College of Medicine Office of the Registrar has very limited services. As an ‘arm' of the main UIC campus OAR, we provide medical students with COM-specific records and registration information. The OAR receives all final grades, maintains the official academic transcript and prepares diplomas for all students including those in the College of Medicine. Additionally, the OAR completes all documents requiring verification of enrollment or graduation. That office also maintains campus registration system, the UIC Portal.
Please take the time to read every section. Click on each heading below to be connected to that section. Do not hesitate to call me if I can assist you in any way.
1. RECORDS AND REGISTRATION
The two offices that serve COM student records and registration needs are listed below:
COLLEGE OF MEDICINE OFFICE OF THE REGISTRAR
UIC OFFICE OF ADMISSIONS AND RECORDS
2. COM REGISTRATION RULES
- All UIC students including those in the COM register for courses through the campus registration system. The registration mechanism is UIC Web for Student.
- The campus requires that registration be completed by the 10th day of each fall and spring semester and by the 5th day of each summer semester to avoid a $50 late registration fee; the COM requires that you register for all basic science courses and clinical rotations before they begin. The COM academic schedule often does not coincide with the campus academic calendar; each semester we will advise you on how to manage these differences to register correctly and on time.
- Failure to comply with the registration requirement precludes receiving credit for courses, participating in further educational activities, sitting for COM examinations or external board examinations, registering in future terms, receiving financial aid funding. Failure to comply may result in dismissal.
- Registration is a University entity; and the COM Records and Registration office strictly enforces UIC registration policies, regulations and rules codified by the Board of Trustees and UIC administration. COM registration rules have been developed to reinforce registration requirements and to clarify differences for COM students.
3. TUITION AND FEES
Students who complete the curriculum in the expected four-year period should expect to pay tuition and fees for 10 semesters. Tuition and Fees rates are subject to annual increases. Students who opt to enroll in the Decompressed Program will pay tuition for five years. Details on this program are available in the Office of Student Affairs.
A mandatory student Disability Insurance Fee is assessed one time per year in the fall of each year you are enrolled here. M-1, M-2, M-3 and M-4 students are assessed approximately $60 for this fee, and the cost may vary from year to year.
4. REGISTRATION AND TUITION AND FEES PAYMENT OBLIGATIONS
You must register for courses/clerkships each semester you are engaged in educational activities for credit, unless you go on a Leave-of-Absence (LOA), withdraw or are dismissed. Registration creates your tuition and fees bill and updates your UIC academic transcript. Please remember that on-time registration is an obligation. Student noncompliance prevents financial aid disbursement (to whomever this is applicable), prevents sitting for exams and earning credit and prevents access to campus resources and services. Permission to register late will only be granted by the Senior Associate Dean of Students following a successful petition for such permission.
We expect that you will take registration and payment obligations seriously as a medical student and future physician. Complete registration in the designated period after you receive email notification of registration dates for the next semester.
5. THE UIC PORTAL
The UIC Portal is a secure campus Web site to process your registration. Details are described on the web site.
The UIC Portal is relatively easy to use to register. An NetID/Enterprise ID and Password are REQUIRED to register. Instructions to activate our portal account can be found at the UIC Portal web address: https://my.uic.edu , under First Time Portal Users, click on Activate your portal account
6. FALL 2014 REGISTRATION DATES AND INSTRUCTIONS
Participation in the M-1 Orientation program requires that you have submitted all complete, required documents to the Office of Medical College Admissions by July 31, 2014 and registered via the UIC Portal by August 12, 2014.
Instructions guiding you through the Fall 2014 registration process are on the College of Medicine Registrar's Web Site at: http://chicago.medicine.uic.edu/student_services/registrar/reginfo/ The registration information letter was prepared for Fall 2012 for the entire Chicago student body. Read through the general information there some of which is emphasized in this letter.
Click on "Current COM Course Registration Numbers", and find "M-1 Fall 2014 Courses." You will need the Course Registration Numbers (CRN) listed to register. Register for the first five courses listed there for a total of 18 credit hours.
You will be notified, via email by way of the class listserv, about Spring 2015 registration in late fall. Your spring hours will total 18 credit hours.
You will be informed approximately two months before the start of each semester of the CRNs and respective registration dates and deadlines. We will contact you expeditiously if you fail to comply with the requirement to register before educational experiences begin.
Please note that all first-year medical students have the course schedule. When you register, you will not be choosing what time or days to take your courses; rather you register to participate in academic classes for credit. Registration allows students to attend classes, to take examinations, to earn credit toward graduation and to obtain financial aid, if needed. On the technical side, registration is required to establish a UIC e-mail account, to initiate the UIC academic transcript and to generate a monthly tuition and fees statement.
7. REGISTRATION HOLDS
Registration Holds may be placed at any time during a semester and by one or more UIC or COM offices:
- Student Accounts Receivable (SAR) - for nonpayment of bills;
- Office of Immunization Records for immunization updates;
- COM Advising Hold - for failure to register, failure to return borrowed books or material or graduation issues, or
- Debt Management Hold - for failure to complete a debt management session, a Student Financial Services requirement.
Once a Hold has been placed, registration access is denied until the Hold is cleared. When a student registers, the system reveals if one or more Holds have been placed on a student record, which office placed the Hold and who to contact to resolve the Hold(s). Students who attended UIC for undergraduate or graduate work may find registration Hold(s) stemming from previous attendance. All Holds must be addressed before registration can proceed. Students should access the registration system several times per semester to learn if a Hold has been placed on their record.
8. CHANGE OF ADDRESS
All student address changes must be made using the UIC Portal The College downloads your mailing address information from the University database daily. Your mailing address must be correct in order to receive any mail distributed by the College of Medicine. This includes all COM grade reports.