Frequently Asked Questions

Academic Information

How do I request an official transcript?

Information on requesting an official transcript can be found on the Registration and Records website.

When ordering online, you can place a hold on your official transcript until your degree is conferred but please be aware of the 30 day window. After 30 days, your order will be canceled. The registrar’s office recommends using the transcript request form to place orders for official transcripts with holds for degree conferral (or requests greater than 30 days): http://ncsu.edu/registrar/forms/pdf/transcript.pdf

You can fax this request directly to their office.

Where do I find information about graduation?

There are two events associated with receiving your Doctorate of Veterinary Medicine, the Oath and Hooding Ceremony and the University Commencement.

Core Electives

What are core electives?

During the third year, students are required to take a minimum number of core elective credits in the fall and the spring. Only elective courses specifically approved by the Faculty Committee on Curriculum and Course Evaluation (FCCCE) will count toward this core elective requirement.

What is the purpose of core electives within the curriculum?

Core electives expose students to veterinary materials at a slightly more advanced or in-depth level within the third year curriculum. These electives will remain relatively broad and are meant to run concurrently with and to complement core courses by offering species-specific and skill-specific material to complement what is taught within the core.

How are core electives different from other electives?

Core electives are courses meant to run concurrently with and to complement core courses as indicated in the question above. Other electives can be taken whenever offered during the first three years, and do not run concurrently with any specific course and are not directly affiliated with any core courses. While some non-core electives may be required among options for certain focus areas, they are not required for all students like the core electives.

How many core electives do I need to take in fall and spring of third year?

In the fall semester, third year students are required to take 2 credits. In the spring, students must take 4 credits. Students may take additional credits if their schedules allow, and there is room in the elective.

Can other elective courses open to DVM students, but not listed here, be used to fulfill the core electives requirement?

No, only the courses approved by the FCCCE for the purpose of core elective courses will count towards this requirement. Students may still take other elective courses as their schedules permit, but they will not count towards the credit hour requirements. Visit here for a list of non-core electives.

If I take more credits in one term than is required, can I count that toward my core electives credits?

No, you need to take at least 2 credits in the fall and 4 credits in the spring. Any additional credits in each respective term cannot be used to count toward the 6 total required credits.

What electives are available in each semester and what are the course descriptions?

The following courses will be available starting in Fall 2016; each third year student must register for 2 credits (view here for catalog details):

VMC 901 Advanced Small Animal Medicine, 2 credits
VMC 903 Advanced Equine Surgery and Lameness, 1 credit
VMC 900 Advanced Equine Medicine, 1 credit
VMB 900 Veterinary Pain: Physiology and Clinical Problem Solving, 1 credit

The following courses will be available starting in Spring 2017; each third year student must register for 4 credits (view here for catalog details):

VMC 908 Advanced Small Animal Surgery, 2 credits
VMB 909 Case Based Radiograph Interpretation, 1 credit
VMB 901 Molecular Medicine, 1 credit
VMC 906 Equine Field Skills, 2 credits
VMC 901 Advanced Equine Theriogenology, 2 credits
VMC 905 Advanced Topics in Small Animal Dermatology, 1 credit
VMP 906 Bovine Assisted Reproduction Techniques, 1 credit
VMP 907 Cancer Pathogenesis and Diagnosis, 1 credit
VMP 908 Advanced Ruminant Medicine and Surgery, 2 credits
VMC 909 Feline Medicine, 1 credit

What will the schedule look like? Will electives be scheduled opposite of each other?

The schedule for fall and spring, when approved, will be posted here. Unfortunately, due to space limits within the schedule, some electives will be scheduled opposite each other, so students will have to choose between courses.

Will there be any limitations to what courses I can sign up for (based on schedule, focus area, experience, enrollment caps)?

There will be schedule limitations with some electives scheduled opposite other electives. There will be no limitations or priority enrollment given based on focus area or experience. Laboratory based electives or courses not focused strictly on lecture may have enrollment caps due to class structure or limited resources involving facilities, faculty/staff and animals.

For electives with enrollment caps, how will enrollment occur?

Toward the beginning of the fall semester, students interested in taking any of the three spring courses with enrollment caps will need to declare their interest. Student Development will alert students to when and how this process will occur. Those declaring an interest will be assigned a random lottery number.

Students will then be live registered for these three courses in the order of the lottery, and may only choose one course to which to enroll. At the end of the lottery, if there are remaining slots, students will go through a second round of enrollment in reverse order.

Some of the electives are scheduled opposite of required core course labs, how will this work?

Two of the electives with enrollment caps are scheduled opposite core courses that run divided labs. Once enrollment has been completed, instructors in the core courses will be given a list of students in the elective and will ensure that those students are scheduled for the laboratory session that is not on the same day as the elective.

Some of the electives are scheduled opposite of required core course labs, how will this work?

What if I cannot attend registration or miss the submission deadline?

Registration will either occur via an online form or live registration. You are required to participate in registration and must qualify for and receive an excused absence from the Office of Academic Affairs if you are ill or otherwise unable to attend and/or meet the deadline. Fall registration historically has been through a form. Spring registration will decided after consulting class leadership.

If there is live registration and there is a chance of missing live registration, we suggest you seek out a classmate to register for you. We recommend giving them explicit directions and to provide them a precise and lengthy list of your choices and copies of any instructor permission so there will be no confusion.

Please let the Registrar know in advance who your surrogate will be by emailing them at CVM-Registrar@ncsu.edu.

Can I switch courses after registration?

No. Faculty may need to prepare for the class based on enrollment and allowing flux could impact preparations. Additionally, dropping core electives could create a domino effect, particularly with those with enrollment caps.

Can I add an elective that is at its maximum enrollment if I obtain instructor permission?

No, all students must follow the elective guidelines that have been set forth with the priority system. Obtaining instructor permission to add a core elective that is closed is unfair to your classmates who have abided by the priority system rules.

Can I switch my elective with another student?

No, all students must follow the elective guidelines that have been set forth with the priority system. Switching electives with another classmate is unfair to other students who have abided by the priority system rules.

If I am taking more than the core electives credits for that term, can I drop the extra credit(s) and, if so, what is the last date by which I can drop?

Maybe. While dropping a course is not recommended, if you find that the additional elective credit is too much for your schedule, you can petition to drop your course. However, you must contact Student Development at cvm-registrar@ncsu.edu and Academic Affairs prior to end of the second full week of classes. In reviewing the request, considerations will be made if one of your courses was added after initial registration.

Courses with limited enrollment cannot be dropped.

Can I add an elective after initial registration and what is the last date by which I can add?

Yes, should space exist in a core elective that does not have an enrollment limit, you can email Student Development at cvm-registrar@ncsu.edu to add this elective. However, you cannot add a new elective after the first day of class as any missed class could irreparably put you behind.

If someone drops an elective with limited enrollment, can I request to take this spot?

No. As core electives with limited enrollment cannot be dropped, slots should not become available. But, in the unusual instance that this occurs, movement into the course will not be allowed.

Do core electives factor into my GPA and my academic performance?

They do. As these are graded and required courses, they will be part of your cumulative and term DVM GPA. Additionally, the grades from these courses will be subject to the academic standards policy outlined in the academic handbook found here.

Selectives

What are selectives?

Selectives are special topic courses that are one or two weeks in length. One week of a selective corresponds to one semester hour of credit. Selectives expose students to areas of veterinary medicine with which they may be less familiar and allow students with a clear interest to gain expertise in their chosen field.

When are selectives instructed?

There are two weeks at the end of each semester that are reserved for the instruction of selectives. Selectives are instructed during the two weeks after final exams end.

What is the grading method for selectives?

Selectives are graded by the Satisfactory/Unsatisfactory method. The grade will appear as an “S” or a “U” on your official university transcript.

How am I informed about selectives and registration?

Early each semester, you will receive an email from Student Development directing you to the selective catalog for that semester and advising you of your randomly generated selective registration number for your class. The Selectives Catalog for the current semester is available here.

Selective registration is done on a priority system rather than a first come first serve basis. Third year students register first, second year students register second, and first year students register third. Furthermore, each student is assigned a random order number within their class. Students are registered according to the randomly assigned order number within their class (e.g., the student with #1 will register first, followed by #2, #3, etc).

How do I register for selectives?

Registration will happen at lunch on different days for each class. Student Development will notify you by email of what day and time your class will register for selectives and in what room. On that day, you will lineup in order of your registration number and will proceed with registration. Be prepared with many choices and backup choices as registration will need to move swiftly and selectives can fill up quickly.

When you approach the person with whom you will register, make sure to say your last name followed by your first name. Then give the class you want to take by course name. If the course is offered in multiple week options, please give the section number and/or week desired. Have instructor permissions handy, if needed.

How will I know which selectives are available/closed when I register ?

Along with the selectives catalog link, you will have access to a dynamic link that will show you open seats for selectives. Even in line, you can monitor real time selectives availability. This will allow you to adjust your choices dynamically. A screen will be available during registration to monitor class status.

What if I cannot attend registration?

You are required to attend registration and must qualify for and receive an excused absence from the Office of Academic Affairs if you are ill or otherwise unable to attend. If there is a chance of this happening, we suggest you elect a classmate to register for you. We recommend giving them explicit directions and to provide them a precise and lengthy list of your choices and copies of any instructor permission so there will be no confusion. Please let the Registrar know in advance. Students missing registration without an excused absence from the Office of Academic Affairs will be registered in remaining selectives after the process is complete.

If I want to register for an extramural or professional meeting, do I have to attend registration?

Yes. Everyone must attend registration and go through the registration process.

Unless the extramural requires instructor permission, you don’t have to turn in your extramural registration form or professional meeting form at registration (although it is encouraged, if possible). These registration forms will be required these at least 30 days prior to the selective for an extramural and at least 7 days prior for a professional meeting.

How are the priority order numbers generated?

The random order generation tool is used through a data analysis software program. The tool randomly assigns each student within a class a different number each time the program is run. Order numbers are never reused.

How do I receive consideration for selectives required by my declared focus ?

Focus area priority is no longer granted for selectives in most situations. However, if you have declared a focus area prior to the term deadline, AND the course is required (not just recommended) by your focus area (e.g., Equine Dentistry for the equine focus area), AND this is your last opportunity to take the course, you can request pre-registration for this course. Email the Registrar at CVM-Registrar@ncsu.edu Student Development at least 1 week prior to 3rd year selectives registration for consideration. Please review the focus area webpages to see what courses are required—they can be found at DVM Program Focus Areas.

What is the penalty if I have declared my focus area and I would like to change it to a different focus area?

Students who switch from one focus area to another will be given priority behind other students in that focus area. The last date a student can switch focus areas is September 15, third year. Changing focus areas is not encouraged and must be approved by the Office of Academic Affairs.

Can I register for a course requiring Instructor Permission prior to receiving permission ?

No. You must have written permission from the instructor present in order to register for a course that requires instructor permission. Please bring this with you in printed form. You can print a faculty email and/or receive written permission from the faculty member.

Should I obtain Instructor Permission for courses that are not my first choice?

Definitely. As selectives are competitive, many of your top choices could be gone once you register. It is better to have permission and not need it then to need permission and not have it.

Can I switch courses after registration?

No. Selectives are often small, intimate experiences, and seats are at a priority. If you vacate a seat, it might mean a course not making, someone not being able to take that course that you occupied or create a domino effect. This is why it is essential to be ready for backup options during registration and to monitor options.
Only if there are extenuating, unanticipated circumstances, can you contact the CVM registrar at
cvm-registrar@ncsu.edu to see about options.

How many credits of selectives do I need?

It is mandatory that each student earn 12 selective credits before they begin their fourth year clinical rotations. Therefore, each student needs to take (2 credits) of selectives each semester during the first, second, and third years.

Can I earn selective credit for extramural experiences in the summer and break?

No, students may not pursue more than (2 credits) of selectives in a semester, and these must be completed during selective weeks with the exception of NCSU faculty sponsored international trips and Professional Meetings. If a student completes an international extramural experience in the summer (with prior approvals, etc), he or she can apply for elective credit but would need to pay summer tuition. If the international experience occurs over fall, winter, or spring break (with prior approvals, etc.), he or she can apply for elective credit for the current semester or the semester immediately following the experience depending on the timing of the experience. The student must still complete two selective credits in that semester. “Banking” of selective credit is not allowed.

What are professional meetings?

There are a wide variety of professional meetings, conferences, and conventions that veterinary related associations conduct each year. DVM students are invited to attend these meetings and may be eligible to get credit for their attendance. Students must follow the Professional Meeting Guidelines set forth here in order to receive credit for their attendance at a professional meeting.

What is an extramural experience?

An extramural experience is when a student sets up a visit with an outside veterinarian or a practice/clinic to gain further clinical skills. Students do not have to have a practice experience arranged before registering but must complete the extramural registration form with signatures and turn in to Student Development at least one month prior to selectives. The student evaluation, which is to be completed by the supervising veterinarian, and the student report are due in student development within one month of experience.

Extramural Paperwork is available on line.

Why do we register for selectives so early?

Selective registration occurs early so that instructors can commit to their schedules, finalize their selective budgets and acquire the appropriate textbooks and/or supplies for the selective.

Do the selectives have course descriptions?

Yes. Each year a selective catalog is created. The selective catalog can be viewed online.

Why are there minimum and maximum enrollment numbers for selectives?

It takes a budget to run each selective. A minimum enrollment number is put in place to justify the cost of conducting the selective. A maximum enrollment number is put in place to limit the amount of students registered for a selective. We need to consider room space and van rental space. Additionally, it ensures that each student will have a unique learning experience. Once a selective reaches maximum enrollment, it will be closed to other registrations.

What happens when a selective does not reach minimum enrollment?

The selective is cancelled, as we could not justify the cost of running the selective without minimum enrollment. If a selective is cancelled, Student Development will contact each student enrolled.

Can I add a selective that is at its maximum enrollment if I obtain instructor permission?

No, all students must follow the selective guidelines that have been set forth with the priority system. Obtaining instructor permission to add a selective that is closed is unfair to your classmates who have abided by the priority system rules.

Can I find a fellow student who is willing to switch selectives with me?

No, all students must follow the selective guidelines that have been set forth with the priority system. Switching selectives with another classmate is unfair to other students who have abided by the priority system rules.

Do I have to do a course evaluation form for selectives?

Yes. The Academic Affairs Office will send you an online link to the course evaluation form you’ll need to complete. Additionally, course evaluation forms will be placed in the student mailboxes. All course evaluation forms are to be returned to the Academic Affairs Office.

Can I take a selective more than once?

It is common for students to take extramural experiences more than once. There are a few instances in which students would like to take a selective again; however, the permission of the selective instructor is required. Some selectives are not repeatable.

Can I get paid for my extramural experience selective?

Yes, students can accept a stipend if offered as well as housing/lodging and/or reimbursements.

Can I split the weeks of VMC 992 – Active Learning in the VHC like we can split the weeks for practice experience selectives?

Typically no. However, a few Active Learning experiences can be taken first week or second week. These exceptions will be indicated in the catalog as 1 week selective options. Other than these exceptions, students cannot split the weeks of the Active Learning in the VHC. Active Learning in the VHC is on a block clinical schedule and the clinical coordinators only approve students for two consecutive selective weeks.

Can I switch my selective with another student?

No, students cannot switch their selective with another student. Switching defeats the purpose of having the order number system and would be unfair to those students who had the next order number to take the selective.

Why do some courses appear multiple times in the catalog with different section numbers?

The first digit of the three digit section number indicates what week the selective is offered. If it is offered in Week 1 for 1-credit, it will begin with a 1; if it is offered in Week 2 for 1-credit, it will begin with a 2; and if it is offered for both weeks for 2-credits, it will begin with a 3. Please make sure to select the correct section number when registering–this is often true for extramurals and other external experiences. The last two digits of the section number indicate the unique topic number for each selective.

Personal Information

Where do I find information on student medical insurance?

Student Health Services has the information you need about Student Health Blue.

What are the guidelines for pregnant veterinary medical students?

The potential for human injury always exists in the practice of veterinary medicine, and it increases whenever an involved person is pregnant. Undoubtedly, the greatest hazards are accidents which can occur while working with animal patients and which might cause physical trauma to the pregnant woman and/or her unborn child. Added hazards exist through exposure to toxic drugs, infectious agents, inhalation anesthetics, radiation and other agents.

The pregnant student is advised to:

Contact her individual instructors for specific information on the types of toxic, infectious, radiation and other hazards to which the student may be exposed.

Contact her treating physician/obstetrician immediately to obtain recommendations for a plan to minimize exposure to the hazards that may be associated with a veterinary student’s clinical assignments.

Provide a signed statement from the treating physician/obstetrician, which defines permitted limits of exposure to possible hazards during the pregnancy.

Inform administrators in the College of Veterinary Medicine of the pregnancy as early as possible in order that steps may be taken to assist the student in conforming to the plan developed by the treating physician/obstetrician.

Options for The Student:

Withdrawal as a student. The pregnant student may consider withdrawing as a student and plan to be readmitted to graduate with the next class This option minimizes risks, but delays graduation.
Continuation as a regular student with some schedule and assignment changes. This option may not delay or only slightly delay the time of graduation. This option may not be without risks. It is dependent upon: The College’s ability to make changes in an individual’s schedule of assignments which are prepared in advance for an entire calendar year; and the willingness of classmates to exchange schedule assignments with the pregnant student.
Leave of absence: A student who wants time off but does not want to withdraw and re-enter with the next graduating class, may obtain a leave of absence for the time period deemed medically necessary by her physician. (This option is particularly suited to the fourth year of the veterinary program.) It will be the student’s responsibility to make up assignments or courses missed during the leave of absence. A fourth year student may be extended four blocks without having to paying any extra tuition. They may walk at the Oath & Hooding Ceremony and participate in the graduation on Saturday morning but will not receive their diploma until they have finished and passed all senior rotations. The Associate Dean of Academic Affairs may administer the Veterinarian’s Oath to them at a later time. There is no assurance that the College will be able to reschedule assignments or courses for the first, second, and third year student’s convenience.
Continue as a student with no schedule or assignment changes.

Rights and Responsibilities:

It is recognized that the pregnant woman has rights and the responsibility for decisions
concerning her pregnancy. No one acting on behalf of the College of Veterinary
Medicine may discriminate against a student on the basis of pregnancy. She should
expect due consideration from everyone associated with her during her pregnancy
whatever her decision may be.

At the same time, any pregnant student is expected to complete each and every requirement of the Veterinary curriculum by a schedule or plan that can be reasonably implemented and
under which risks are deemed acceptable by her and her physician.

Copies of all documents pertaining to a pregnant student’s assignment must be
maintained in the student’s file.

Adopted by the CVM Cabinet, June 1, 1983
Revised on December 1, 2008

How do I obtain a copy of my medical records?

To obtain a copy of or allow your parents or guardians access to your medical records or have them sent to a third party:

Download the “Authorization to Release Protected Health Information” form.
Indicate to whom you are authorizing release of your medical record.
If you need immunization records only, indicate this on the form.

Options to turn in the form:

Bring the authorization form to the Medical Records department.
Fax requests for records to 1-877-221-6278 (NCSU).
Mail the authorization form to:NCSU Student Health Services
Medical Records Department
2815 Cates Avenue
Box 7304
Raleigh, NC 27695-7304

How do I request a privacy block to suppress directory information?

The Registration and Records Office maintains a link with information concerning procedures for privacy blocks.

How do I submit a name change request?

The Registration and Records Office maintains a link with information concerning procedures for name change requests. You should also inform the CVM Registrar by e-mail for internal updates. To review the CVM Legal and Preferred Name Policy, you can review the official document here.