Academic Advising and Support
Partner with us on your academic journey
Academic advising is a key part of your AAD experience. Our dedicated academic advisors are here to collaborate with you — on planning your courses, discovering opportunities, and navigating challenges along the way.
Meet with your advisor early and often. Whether you have a quick question or a serious concern, we’re here to listen, guide, and support you every step of the way.
When should you see your advisor?
Put simply, regularly. Your advisor is your academic success partner, so they need to know your accomplishments and challenges and how you’re doing so they can offer assistance with things like:
- Completing a form
- Exploring majors and minors
- Developing a personalized academic plan that supports your career goals
- Registering for classes
- Connecting with experiential learning opportunities: study abroad, internships, and research
- Understanding degree requirements
- Managing academic bumps in the road
- Finding additional resources and support
Find and submit the form you need
How to submit a form electronically
All forms require a FERPA passcode. If you do not have your own FERPA passcode, you will need to create one using the step-by-step guide. Please note that you will only need to create your passcode one time; you can use it throughout your academic career at Virginia Tech.
Please note that all forms require basic student information such as your full name, ID number, name of academic advisor, major, anticipated graduation year, etc. Certain forms may also require additional information that you may not know or may not have close at hand, so you may want to review the entire form before starting to complete it so you can gather what’s needed.
Docusign forms
Most forms can be submitted online through Docusign. Students can initiate a form by clicking on the link for the appropriate form and then entering their name and email where prompted. Once a form is completed and signed, the form will use the information supplied to route it to the appropriate individuals via email for electronic signatures.
This form applies to courses taken at another institution in the U.S. This form does not apply to study abroad credits, whether they are through an international school, third party program, or a domestic institution. For more information and to complete the global credit approval process for transferring credits completed outside the U.S., refer to the information on the Global Education Office website.
Please also refer to the criteria for assessing transfer credit on the Office of the University Registrar website. These policies form the regulatory framework of transfer credits for Virginia Tech students.
Make sure to consult the Transfer Guide before initiating your transfer credit request. Check to see if the course you are taking is in the VCCS Course Equivalents list (for courses taken in the Virginia Community College System) or in the Transfer Equivalency Database (for non-VCCS courses). If not, the course will need to go through an evaluation process which will involve the submission of a course syllabus. This process can take up to six weeks, so plan carefully to ensure that you are not taking a course for which you may not receive credit.
Download and preview the form BELOW below to make sure you have all the needed info BEFORE you click on the button at the bottom of this section to initiate the Docusign form.
Make sure you have the information below before initiating the signing process. This information can be found through Hokie Spa or the Degree Audit Reporting System (DARS). You will also need to provide your FERPA pass code.
- Number of credit hours required for your primary degree
- Number of transfer credit hours already awarded
- Number of credit hours completed at Virginia Tech (Do not include current semester hours.)
- Number of credit hours currently enrolled in at Virginia Tech
- Number of hours needed to complete your primary degree
- Number of credits of any incomplete grades on your transcript that you plan to finish
- Number of credit hours you are requesting to transfer back to Virginia Tech
- Number of credit hours you will complete on your return to Virginia Tech
Students may apply the W grade option to a maximum of three courses, regardless of credit hours per course, during their undergraduate academic tenure. Course(s) from which you have officially withdrawn will appear as a W grade after final grades are posted and will not count in your GPA hours nor in any GPA calculations. This completed form must be submitted through Docusign with your signature and your advisor’s signature no later than 5 p.m. on the last day of classes for courses taken during the current semester.
Download and preview the form BELOW below to make sure you have all the needed info BEFORE you click on the button at the bottom of this section to initiate the Docusign form.
Make sure you have the information below before initiating the signing process. This information can be found through the Degree Audit Reporting System (DARS). You will also need to provide your FERPA pass code, as well as a short explanation as to the reason you are requesting a withdrawal.
- Number, if any, of course withdrawals previously used
- Course Registration Number (CRN), department, course number, and number of credit hours for any courses from which are asking to withdraw
This form allows you to request permission to take more than 19 credit hours in the fall or spring semester, more than six credit hours in the winter session, or more than 18 credit hours across the summer sessions. Requests must be approved by your academic advisor and a representative from the Dean’s Office.
If your GPA is between 2.0 and 2.5, you may request an overload only if graduating for the term requested and if the increase is required to graduate. If your GPA is below 2.0, you may not request an overload.
Requests cannot be processed if there are any holds on your student account.
The processing of this form does not register you for any courses. You are responsible for adding courses upon the request’s approval.
Download and preview the form BELOW below to make sure you have all the needed info BEFORE you click on the button at the bottom of this section to initiate the Docusign form.
Make sure you have the information below before initiating the signing process. You will also need to provide your FERPA pass code.
- Planned total hours with overload
- Reason for overload request
- Department, course number, course title, credit hours, and grade mode (A-F or Pass/Fail) for all courses you will take in the term for which you are requesting an overload (If you are requesting an overload to 21 hours, this means listing all courses that contribute to these 21 hours.)
Refer to the policy regarding the pass/fail grading system in the current undergraduate catalog. These guidelines determine the eligibility for a course to be taken under the P/F grading option, as opposed to the standard A-F grading option. If your course does not fit these criteria, you may not submit a request.
Download and preview the form BELOW below to make sure you have all the needed info BEFORE you click on the button at the bottom of this section to initiate the Docusign form.
Make sure you have the information below before initiating the signing process. You will also need to provide your FERPA pass code.
- Department, course number, and course title of the course for which you are requesting the force-add
- Number of credit hours of the course
- Course Registration Number (CRN)
- Number of credit hours you have taken under the pass/fail grading option in previous semesters
This form is to be used by students in the College of Architecture, Arts, and Design who have three or more exams scheduled within a 24-hour period or overlapping exam times. The Dean’s Office will not approve an exam change due to travel, business, or family plans. It is at the discretion of the instructor to change an exam for personal reasons.
The completed form must be submitted by the deadline from the Registrar, which is typically two to three weeks before final exams begin for the term.
For three exams scheduled to begin within 24 hours of each other, you may request one change. For four exams beginning within 24 hours of each other, you may request two changes.
Download and preview the form BELOW below to make sure you have all the needed info BEFORE you click on the button at the bottom of this section to initiate the Docusign form.
Make sure you have the information below before initiating the signing process. You will also need to provide your FERPA pass code, as well as your reason for submitting the request.
- Department, course number, and course title of the courses for which exams are scheduled within a 24-hour period
- Course Registration Numbers (CRN)
- Exam time and instructor’s name for each course
- New date and time for the requested change
This form applies to all Virginia Tech students who wish to add or drop a minor housed within the College of Architecture, Arts, and Design.
Download and preview the form BELOW below to make sure you have all the needed info BEFORE you click on the button at the bottom of this section to initiate the Docusign form.
Make sure you have the information below before initiating the signing process. You will also need to provide your FERPA pass code.
- Current major and advisor
- AAD minor you wish to add or drop
This form applies to all Virginia Tech students who wish to add or drop a second major housed within the College of Architecture, Arts, and Design.
Download and preview the form BELOW below to make sure you have all the needed info BEFORE you click on the button at the bottom of this section to initiate the Docusign form.
Make sure you have the information below before initiating the signing process. You will also need to provide your FERPA pass code.
- Current primary major and advisor
- AAD major you wish to add or drop
This form applies to students with a primary or secondary major in music or theatre arts who wish to declare their option/concentration.
Download and preview the form BELOW below to make sure you have all the needed info BEFORE you click on the button at the bottom of this section to initiate the Docusign form.
You will need your FERPA pass code to complete the form.
This form is for to be used by students with a primary major in the College of Architecture, Arts, and Design only after the force-add deadline has passed (after the fifth day of classes). If these criteria do not apply, reach out to your academic advisor to discuss your request.
Requests cannot be processed if there is a hold on your account. You are responsible for resolving holds prior to initiating the request.
Download and preview the form BELOW below to make sure you have all the needed info BEFORE you click on the button at the bottom of this section to initiate the Docusign form.
Make sure you have the information below before initiating the signing process. You will also need to provide your FERPA pass code
- Department, course number, and course title of the course for which you are requesting the force-add
- Number of credit hours of the course
- Course Registration Number (CRN)
- Instructor’s name and email
This form is to be used by students whose primary major is in the College of Architecture, Arts, and Design. It must be submitted no later than the fifth day of classes in the term in which the course is taken.
The form serves as the registration for undergraduate research or independent study courses if all prior approvals are obtained. Please consult your advisor on eligibility requirements before completing this form.
A student may take no more than 12 credit hours of undergraduate research or independent study as part of their undergraduate degree.
If approval of this request will cause a credit overload for the term, you will need to submit a Credit Overload Request (see above). You cannot register for the course without overload approval.
Download and preview the form BELOW below to make sure you have all the needed info BEFORE you click on the button at the bottom of this section to initiate the Docusign form.
Make sure you have the information below before initiating the signing process. This information can be found through the Degree Audit Reporting System (DARS). You will also need to provide your FERPA pass code.
- Current primary major and advisor
- Intended term for the undergraduate research or independent study course
- Overall GPA
- Major GPA
- Total hours passed
- Previous number of undergraduate research or independent study hours
- Planned total credit hours this term, including this course
Other forms
Forms not currently available through Docusign are available as fillable PDFs which can then be emailed. Please follow these instructions when submitting PDF forms:
- Open the form you wish to complete; download and save the form before typing your responses.
- Complete and save the form.
- Open a new message in your Virginia Tech email account.
- You must include your FERPA passcode in the body of your email.
- Do not include your student ID number in the form or in the subject line or body of the email. Your advisor will add your ID number upon receipt.
- Digital signatures will be accepted, as will scanned signatures and/or email confirmation statements from Virginia Tech email addresses (e.g., “I agree to the terms in the attached form; please accept this email as a signature.”).
- Send your completed form as an email attachment from your Virginia Tech email account per the instructions on the form.
- Academic Relief (online portal)
- Credit Decline and Reinstatement (online submission)
- Global Credit Approval (via study abroad portal)
- Obsolete Credit Rule Evaluation (PDF)
- Student Semester Withdrawal/Resignation Form (online portal)
Our academic resources are at your fingertips
Explore AAD and university-wide online resources. You’ll often find what you need or a great starting point. If you have questions or trouble locating what you are looking for, contact Susanna Rinehart, associate dean for academic and faculty affairs.
Online academic resources
You’ll find a variety of tools and resources on the Student Academic Advising site. It’s a great place to get answers to your questions or figure out your next steps when it comes to advising.
Visit the Undergraduate Academic Catalog for information about academic policies and procedures, as well as degree requirements and course descriptions.
You can use the GPA calculator to determine what GPA you need to earn for a semester to maintain a certain overall GPA. You can also use the GPA calculation formula to explore “What if” scenarios. The calculator is available through HokieSpa on the Grades Menu, under “Grades and Transcript.”
University academic support centers
The Student Success Center empowers students with the knowledge, skills, and self-awareness necessary to achieve success in college and life. They offer programs and services for undergraduate students that include tutoring, academic coaching, workshops on topics related to academic skills and behaviors, and college success strategies courses.
The Student Success Center tutoring program offers individual and small group tutoring for select 1000 and 2000 level courses. This service is free to all full-time undergraduate students during the regular academic year when classes are in session.
Career and Professional Development provides services, programs, and resources that empower Virginia Tech students to discover and pursue meaningful opportunities that lead to fulfilling careers. Services include one-on-one coaching, events such as workshops and career fairs, and resources to support job searches and decision-making.
The Writing Center is a free service for all students, faculty, and staff, offering assistance with writing and reading assignments for any university course, as well as other writing projects.
Services for Students with Disabilities assists students with disabilities and helps solve problems related to personal and environmental issues that may interfere with full access to academics and/or hinder academic performance.
University wellness and other support services
Cook Counseling Center provides counseling services to Virginia Tech students to assist with any challenge, including individual counseling, group counseling, couples therapy, career counseling, and more. Their website also provides emergency information.
Schiffert Health Center assists students with a variety of medical health concerns. With a travel clinic, gynecology clinic, nutrition clinic, and allergy and immunization clinic, as well as a radiology department, laboratory, and pharmacy, Schiffert Health Center can easily address student health care needs.
The Hokie Wellness team strives to educate and empower every student to take an active and engaging day-to-day approach to their wellness in order to enjoy a long, healthful, and purpose-filled life. They provide informational programming like classes and workshops, peer education, coaching, and more.
If you need help as a student at Virginia Teach and don’t know where to start, begin with the Dean of Students office. Staff can get you connected with the resources you need to be safe, supported, and successful. This office also supplies absence verifications.
University Scholarships and Financial Aid provides helpful information on the financial aid process and scholarship programs.
Cranwell International Center serves as the primary support service for the university’s international community. The center promotes intercultural exchange, fosters a welcoming environment, and enhances the experience of all members of the university community. Cranwell also supports the university’s focus on teaching and learning, research and discovery, and outreach and engagement through quality programming, advocacy, collaboration, and a dedicated facility and support services.
University policies, handbooks, and catalogs
The university has many important policies that are critical to your safety and success. You can find them in:
- The Student Code of Conduct outlines policies established by the university that set standards for students’ behavior, along with procedures for adjudicating and sanctioning violations of these standards.
- The Undergraduate Catalog, which sets forth the policies, procedures, and requirements related to undergraduate study at Virginia Tech.
- The Graduate Catalog, which details policies, procedures, and requirements related to graduate study at Virginia Tech.
While you should be aware of all these policies and the code of conduct, make sure you pay particular attention to the academic eligibility standards.
For more information about academic eligibility, please consult the undergraduate catalog.
Just for first-generation students and their families
If you're the first in your family to attend a four-year college or university, you're considered a first-generation college student — and that’s something to be proud of. Your hard work and determination have brought you here, and we’re excited to support you on this journey.
In the College of Architecture, Arts, and Design, you’ll find a community that wants you to succeed. Faculty, academic advisors, and your classmates are here to help you navigate college life, overcome challenges, and feel a true sense of belonging.
Be sure to meet with your academic advisor at least once each semester. They’ll help you stay on track with your degree and connect you to resources across campus.
College is an exciting time, but it can also feel overwhelming, especially for first-generation students adjusting to a completely new environment. They’re managing classes, learning new subjects, meeting new people, and figuring out how everything on campus works — all while being away from home.
Through it all, your student is doing their best to grow and succeed. What they need most from you is support, encouragement, and patience. Knowing you believe in them, even when things get tough, gives them strength, confidence, and a deeper sense of belonging.
Your support truly matters. You're an important part of their college journey.
- Know what campus resources and services are available to your student, but they do need to be an advocate for themselves and ask for help.
- Remind your student to write down contact information, the date, and any notes when they speak with campus staff to streamline follow-up communications.
- Consider that your student may not have the same amount of time to devote to family responsibilities as they did before starting college.
- Remember that pursuing higher education does not mean that students will lose their family and personal values.
- Starting college is a major transition for both students and their families, so be sure to allow ample time and extra patience as you settle into this brand new experience together.
Info for all parents and families
As your student begins their journey in the College of Architecture, Arts, and Design, your support continues to matter more than ever. College brings big changes: new routines, greater independence, and more demanding academics.
For many students, it’s their first time managing daily responsibilities on their own and their first time living away from home. They’re meeting new people, adjusting to a new environment, and learning how to make important decisions for themselves.
This transition takes time, and your understanding, encouragement, and steady support help them find their footing and thrive. We’ll be here to offer that support, and we know you will too.
- Learn more about Virginia Tech and keep up with campus happenings. Take time to learn about college processes and resources in order understand what your student is experiencing.
- Bookmark AAD News and visit frequently to stay up-to-date and see the latest news stories and videos about academic life in the college.
- Follow us on social media. We recommend Facebook for parents and families, but we have a variety of active and engaging platforms. Find them at the bottom of our AAD homepage.
- Communicate with your student regularly in a way that works for them, whether it’s text, phone, or email.
- Encourage your student to visit their advisor regularly, at least once per semester.
- Encourage your student to take responsibility for academic and other decisions and support their accountability.
- Encourage your student to discuss any confusing policies or procedures with their advisor.
- Consult the university calendar before planning family activities. Pay particular attention to the final exam schedule. You can Access Dates and Deadlines published by the University Registrar.
- Encourage your student to visit faculty during their office hours.
- Encourage your student to utilize campus resources. These are services covered by your tuition and fees.
- Bookmark the Undergraduate Catalog so you can easily reference academic policies and procedures.