Caltech Home > Home > About Us > Newsletter - Fall 2012-13
Search open search form

Newsletter - Fall 2012-13

Reminder: Add Day is Approaching

Just a friendly reminder that the last day for adding courses and removing incompletes is this Friday, October 19th.  Please remember to bring your add cards to the Registrar's Office by 5:00pm on Friday.

Annual Notification of FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records and the Institute is required to notify you of this. These rights include:

  • The right to inspect and review their education records within 10 days of the day the Institute receives a request for access.

  • The right to request an amendment to their education records that they believe are inaccurate, misleading, or otherwise in violation of the student's privacy rights under FERPA.

  • The right to provide written consent before the Institute discloses personally identifiable information from the student's education records, except to the extent that FERPA authorizes disclosure without consent.

  • The right to file a complaint with the U.S. Department of Education concerning alleged failures by the Institute to comply with the requirements of FERPA.

Additional information regarding FERPA including the Public Notification of Directory Information can be found on our FERPA page.

Student Voting Guide for California 

Students can establish voting residency in the college community in which they live if they intend to remain there for the time being and do not plan to move back to a previous address.  They are not required to intend to live at that address indefinitely or after graduation to gain voter residency.  Check out the Student Voting Guide for California (PDF) for details.  To vote in the general election on November 6th in California, you must register to vote by October 22, 2012.  Click the button to the left to register online!

Save the Date! 

The Biennial Student/Faculty Conference has been scheduled for Thursday, February 14, 2013.  Mark your calendars! More information will be forthcoming from the ARC.

2012 Catalog Now Online 

The new 2012-13 catalog is available online at There is a course change and new undergraduate minors that we wanted to bring to your attention.  BEM101, Financial Accounting, has been renumbered BEM102.  Undergraduates can also now choose minors in Computer Science and Environmental Science & Engineering.

UASH Deadlines Revised

For undergraduates who have not meet the scholastic requirements for continued registration, a petition to UASH, the Undergraduate Academic Standards and Honors Committee, is required.  For first eligibilities, the dean of students may act on the reinstatement.  But for additional reinstatements, or if you've earned 42 or more units of E or F, you must petition UASH.  All reinstatement petitions to be reviewed by UASH must be submitted to the Registrar's Office by 1pm on the Thursday prior to the start of classes. 

E & I Grades Expiration Limits

Students receiving grades of E or I should consult with their instructors not later than the beginning of the next term in residence as to the work required and the time allowed. This time should, in most cases, coincide with the date fixed in the calendar for removal of conditions and incompletes (Add Day), and in fact if no other time is specified, this date will be assumed. Further, under no circumstances may the time for the completion of the work be extended for more than three terms in residence after the end of the term in which the grade of E or I was given. At the end of the specified time, unless there is a written request from the instructor to the contrary, or in any event at the time of graduation or at the end of three terms in residence, whichever occurs first, all E’s and I’s not otherwise reported will be changed to F. Grades of E and I shall not be considered in calculating a student’s grade-point average. (Caltech Catalog, pg. 41)

Excellent TAs from Spring Term

As has quickly become a tradition in our newsletter, we'd like to congratulate and recognize a couple of outstanding TAs from the past quarter:

Jacqueline Villadsen, TA for Ay 1 - Jacqueline is a G3 in Astrophysics whose students truly appreciated her enthusiasm and assistance.  One student felt she is "the best and most thoughtful TA ever."  Having a theme of 'Street-Fighting Mathematics' for her section, Jacqueline prepared worksheets each week and used different teaching methods to make sure everyone understood the concepts.  As one student stated, "She's so excited about her work that it makes students excited too."

Michael Dieterle, TA for Bi 001 - Michael is a junior Biology student.  His section attendees felt he was engaging and presented the material in a way that non-bio majors could easily understand.  "He always engaged the class and made sure everyone was paying attention the entire time."  While many described Michael as an amazing TA, one student said "Michael is the best... he could make material that completely went over my head in class make sense."

Thanks Jacqueline and Michael for making a difference in the academic lives of our students.  We appreciate all the time, effort and enthusiasm you put into your work with students. 

Online Degree Audits

Both undergraduate students and their advisers have access to Degree Audit reports in REGIS.  These reports not only outline the course requirements for graduation, but also show how your past courses are being used to satisfy those requirements.  Students should click on their Academic Information link in REGIS and click the Degree Audit button to view their report.  Advisers can select undergraduate advisees on their My Advisees page and always click to Degree Audit report to view the report for one or more undergraduate advisees.

Ordering Official Transcripts Online

In addition to viewing your class schedule, degree audits, and unofficial transcripts on REGIS, students may also request that their official transcripts be mailed to schools for graduate school applications, to scholarship organizations, to prospective employers, etc.  Within REGIS, students should click on the Academic Information link, then the 'Request for Official Transcript' tab.

Contact Information for the Great California Shakeout

On October 18, the Caltech community, along with millions of other Southern Californians in homes, schools, businesses, government offices, and public places, will participate in the Great California ShakeOut earthquake drill. At 10:18 a.m. that day, ConnectEd will alert everyone on campus to drop, cover, and hold on in simulation of a magnitude-7.8 earthquake on the southern San Andreas Fault. Be sure your contact information is up to date on access.caltech so you can be reached in case there is a real emergency!

Streamlining the Candidacy Process for  Graduate Students

The Graduate Office, the Registrar's Office and IMSS are working to automate the process by which graduate students apply for candidacy.  We'll be creating an online application by which graduate students, advisors, and option representatives can view the approved program of study for the MS or PhD degrees as well as admission to candidacy, written and/or oral examination requirements, committee membership, final examination, and thesis information.  Work is underway and as project milestones are met, more information will be distributed.

Important Dates

October 19 Last day for adding courses and removing incompletes
October 31 - November 6 Midterm examination period
November 12 Midterm Deficiency Notices due - 9:00 a.m.
November 21 Last day to drop classes or to exercise your P/F option
November 22-23 Thanksgiving (Institute Holiday)
November 26 First day of registration for winter term
November 30 Last day for admission to candidacy for the degrees of Master of Science and Engineer
December 7 Last day of classes and last day to register for winter term without a $50 late fee
December 8-11 Study Period
December 12-14 Final examinations
December 14 End of fall term 2012-13
December 15 - January 6 Winter Recess
December 19 Instructors' final grade reports due - 9:00 a.m.
January 7 Beginning of instruction winter term