Requesting a Reduced Course Load
What is a Reduced Course Load Request?
International students must maintain proper enrollment in the minimum number of credits each spring and fall semester. In some cases, students need to enroll in less than the required number of credits based on their academic circumstances. The Reduced Course Load Request provides approval from the Academic Advisor and the ISSS Team to the student for less than fulltime enrollment in a particular semester.
The Reduced Course Load Request for Final Semester Enrollment must be approved by ISSS prior to the student enrolling less than fulltime. The request is processed within the Workday System.
ISSS typically begins processing RCL requests about 30 days prior to the semester start date.
*Students requesting a reduced course load due to an Academic Difficulty(please see below) or Medical reason should contact ISSS directly at isss@stevens.edu for requesting and processing. Academic Difficulty and Medical Reduced Course Loads should not be requested within Workday and are processed separately in the ISSS Student Portal.
What are the fulltime enrollment requirements for F-1 or J-1 Students?
F-1 Graduate Students must enroll in at least 9 credits each spring and fall semester. Only one course of the required enrollment may be web campus or hybrid. F-1 Undergraduate Students must enroll in at least 12 credits each spring and fall semester. Only one course of the required enrollment may be web campus or hybrid.
J-1 Graduate Students must enroll in at least 9 credits each spring and fall semester. All required courses must be in person. J-1 Undergraduate Students must enroll in at least 12 credits each spring and fall semester. All required courses must be in person
How does the Reduced Course Load approval impact fulltime enrollment?
Once approved by ISSS, international students may enroll below the required number of credits listed above. However, students must maintain their on campus presence by enrolling in the correct number of on campus courses:
F-1 Students enrolling in one course must take this course on campus. If an F-1 student is enrolling in two courses, one course is permitted to be web campus/hybrid and the other must be on campus. If an F1 student is enrolling in three courses, two courses must be on campus and one may be web campus/hybrid.
J-1 students must take all required courses on campus. Students completing degree requirements in the summer must also maintain their on campus presence by following these requirements
Enrolling in courses before submitting the Reduced Course Load Request:
Students should be enrolled in their required courses before submitting the reduced course load request. Once ISSS has approved your Reduced Course Load Request, you will no longer be able to adjust your course schedule for the given term.
A hold will be placed on your account confirming that ISSS has approved your reduced course load schedule. This hold will not impact your ability to continue with your courses or program.
If you need to adjust your course after your Reduced Course Load request has been processed, please contact isss@stevens.edu for assistance.
Students who enroll in courses additional to their required courses will need to have the Reduced Course Load Request approved by ISSS prior to dropping the nonrequired course.
Students should indicate in the comment section of their Reduced Course Load Request which nonrequired course they plan to drop. When adjusting the course schedule, please keep in mind the F-1 Enrollment Requirements for students in their final semester. Please remember that as an F-1 Student, it is the student's responsibility to remain in compliance as per the visa requirements and to maintain the course schedule in such a way that the student will be able to graduate in the current term.
Reduced Course Load Types
Final Semester Reduced Course Load
This request is for students who will be graduating in the current semester and have less than the required number of credits remaining in their program.
This request is completed in Workday under "International Student Reduced Load Request". Reason: Final Semester.
Please ensure that your remaining courses fulfill the Enrollment Requirements for F-1 Students in their Final Semester.
Qualifying Exam Reduced Course Load
This request is for students preparing for the qualifying examination and will be taking a 3-credit load reduction to prepare for the exam. Students must enroll in 6 credits prior to requesting this RCL.
This RCL is completed in Workday under "International Student Reduced Load Request". Reason: Qualifying Exam.
Next Semester D-999
This request is for Masters or PhD Students who are completing their coursework in the current semester and will be enrolling in the D999 course the following semester to begin thesis/dissertation status
For example, if you are a student who is completing their final 2 courses (6 credits total) in the Fall 2023 semester, who will then begin their thesis/dissertation and enroll in D-999 in Spring 2024, the RCL form will be submitted at the beginning of the Fall 2023 semester. Students enrolling in D999 are not required to submit the RCL Form.
Academic Difficulty Reduced Course Load Request
The deadline to submit an Academic Difficulty RCL Request is 30 days after the semester start date.
This request is for students who are seeking a reduced load due to academic difficulties.
The Academic Difficulty RCL is submitted via the ISSS Student Portal.
Students are permitted to reduce a course load for academic difficulties only for limited reasons:
Academic Difficulty Reduced Course Load Request Types:
Initial Difficulty with the English Language (first semester only). Student must have demonstrated language based difficulty in understanding course material and the English Language Communication department must evaluate the student’s English proficiency. Poor performance in one course does not necessarily demonstrate difficulty with the English language. Additional English language instruction may be required as a condition of reduced course load.*
Initial Difficulty with the American Academic system (first semester only). Student must have demonstrated difficulty across all courses. Poor performance in one course does not demonstrate difficulty with the American academic system.*
Initial difficulties with reading requirements (first semester only). Student must have demonstrated difficulty, despite best efforts, with required reading for courses. Failure to attempt assigned readings does not demonstrate difficulty with reading requirements. Additional English language instruction or tutoring may be required as a condition of reduced course load.*
Improper course placement (one time only). Student must demonstrate a legitimate reason why s/he is unable to continue in the course despite best efforts. Examples include being placed in a course without the required/recommended prerequisites or academic background. Performing poorly in a course alone is not a legitimate reason for an Academic Difficulty Reduced Course Load Request and the request will not be approved by ISSS.
*Note: Students who transferred from another U.S. institution to Stevens, and who completed one academic term at their previous school are not eligible for an RCL based on initial English language difficulties, difficulties with the American academic system, or difficulties with reading requirements.
Reduced Course Load Request Due to a Medical Reason
Students seeking a Medical Reduced Course Load Request should contact the ISSS Office Directly for next steps.
The Medical RCL Request is submitted in the ISSS Student Portal. An academic advisor signature is not required for a medical reduced course load.
Medical documentation is required as part of the Medical RCL Request submission. The medical documentation should be a letter from a licensed medical doctor, doctor of osteopathy, or licensed clinical psychologist on letterhead documenting the illness or medical condition, and recommending that the student be either part-time or not enrolled due to medical circumstances. The letter must be on letterhead and signed. The letter must be from a doctor or licensed psychologist in the United States and in English.
Submitting Reduced Course Load Requests in Workday
Where to Submit your RCL
Submission Instructions
RCL Type | Submission Platform |
|---|---|
Final Semester RCL (you are graduating and enrolling in your remaining credits, leaving you less-than full time) | Workday Request type: International Student Reduced Load Request Reason: Final Semester |
Qualifying Exam (you are enrolling in 6 credits and will complete your Qualifying Exams this semester) | Workday Request type: International Student Reduced Load Request Reason: Qualifying Exam |
Next Semester D999 (you are completing your remaining course work credits this semester, and next semester you will enroll in D999 to begin your dissertation/thesis) | Workday Request type: International Student Reduced Load Request Reason: Next Semester D999 |
Academic Difficulty (please review the eligible reasons above. Not doing well in a course is not eligibility for Academic Difficulty) | |
Medical Reason | Please contact isss@stevens.edu prior to submitting your request. |
Submitting the RCL Request in Workday
Step 1:
Enroll in your required courses for the semester. Students should be enrolled in their required courses by the semester start date. Review the RCL Request Types, and be sure of the request type that best suits your situation
Step 2:
Select Requests located in the Applications section of your Workday homepage.
Step 3:
Select Create Request located in the Actions section.
Step 4:
Enter, Search, or Select All to view and select Request Type: Reduced Load for International Students, then select OK.
Step 5:
Review the available RCL Types and complete the Request Form.
Step 6:
Select the RCL Request Type you are applying for and select Submit.
What's Next:
After your Reduced Course Load Request has been submitted, it will be sent to your academic advisor. Your academic advisor will review your request and your current course enrollment. If your enrollment meets the RCL requirements based on your request, your request will be approved by your Academic Advisor and will be forwarded to the ISSS Team.
If additional information is needed, the request will be sent back to you and you will find it in your Workday Inbox. Students should not change their course schedules after submitting the Reduced Course Load Request.
If adjustments need to be made to schedules after Reduced Course Load Request submission, students should contact their Academic Advisor and isss@stevens.edu to discuss the change.
Academic Difficulty RCL
The Academic Difficulty RCL must be submitted for one the above listed eligible reasons. The RCL will be submitted in the ISSS Student Portal. Academic and/or Course Faculty Approval will be required as part of the submission.
Reduced Course Load Requests due to a Medical Reason
Students requesting a reduced course load due to medical reasons should reach out to isss@stevens.edu directly to discuss the request. The Medical RCL will be submitted in the ISSS Student Portal.
The "RCL Approved" Hold Type
Once ISSS has approved your Reduced Course Load Request, you will no longer be able to adjust your course schedule for the given term.
A hold titled "RCL Approved" will be placed on your account confirming that ISSS has approved your reduced course load schedule. This hold will not impact your ability to continue with your courses or program. This hold will not impact your ability to pay tuition fees, apply for graduation (Application for Candidacy/Program Completion) with the Office of the Registrar, etc. The hold will remain on your records as an indicator that you are approved to enroll below full-time.
Students who enroll in additional courses and wish to adjust their schedule should indicate in the comment section of their Reduced Course Load Request that they wish to do so. If you need to adjust your course after your Reduced Course Load request has been processed, please contact isss@stevens.edu for assistance. If changing your schedule after your RCL has been approved, please note that it is the responsibility of the student to maintain their F-1 Visa as per the enrollment requirements and to confirm with their Academic Advisor that the course change will still allow them to complete their program on time.
Students who have previously been approved for an RCL and now need to enroll in the Practicum Course, will be able to indicate this request on the CPT Request Form. ISSS will override the student's hold to allow for completion of enrollment.