ConceptKCTCS/KCTCSConcept FAQs - Academics | Jefferson Community & Technical College

FAQs - Academics

Can I register/add/drop/ on the phone or the Internet?

  • Most students can register over the Internet.
  • Students must have completed an Academic Program Plan with an advisor to be eligible to register online.
  • Students who have completed an Academic Program Plan (APP) and have 60+ credit hours will be able to begin using their student self-service panel in PeopleSoft to register October 16 and students with fewer hours shortly thereafter.
  • If you have not completed an APP, see your academic advisor quickly to be able to choose the courses you want at the times you want.
    • Downtown students contact the Advising Center in the JEC building, room 606.
    • Southwest students sign up for a time in the Advising Center in the Student Activities Building.
    • Technical campus students contact Tony Leslie.
    • Shelby campus students see Betsy Langness.
    • Carrollton students can contact Heather Yocum.

How can I transfer credit from CLEP, AP, or Military experiences to Jefferson?

  • Credits earned through other education programs, such as credit-by-examination, CLEP, and military experience are reviewed by the Registrar’s Office and credit may be granted if applicable.
  • For a list of transferable scores from CLEP or AP please review the Academic Services section in the KCTCS catalog.

How do I add a class online using student self service (Peoplesoft)?

  • Directions for Online Registration Adding Classes. 
  • Log into Student Self Service/Peoplesoft
    • Login to PeopleSoft with the user ID and password you use to check your email
    • Once you have logged in, click “Self Service”
    • Click on “Student Center”. This is where you can search for classes
  • If you know the class number:
    • Select the “Add a Class” link under enrollment
    • Make sure you are enrolling in the correct term.
    • If it is the wrong term, you may select a new term from the drop down box.
    • If you know the class number, enter it in the “Enter Class Nbr” field, then press Enter.
    • Press the green “Next” button after you verify this is the correct class.
    • You will see a message near the top of the screen verifying that the class has been added to your Shopping Cart.
    • Continue this adding process until you have all the classes you need in your Shopping Cart
  • If you do not know the class number OR want the view all classes offered by KCTCS:
    • Select the “Add a Class” link under enrollment
    • Make sure you are enrolling in the correct term.
    • If it is the wrong term, you may select a new term from the drop down box.
    • Click green search button beside “Search for class”
    • Type the course number and the department letters in the “Catalog Number” field (ex. 101ENG).
    • If you do not know the catalog number, you may search for it using a portion of the class number
  • To find a Biology class for example, you can select the dropdown box and change the criteria from “Exactly” to “Contains”.
    • Enter a portion of a catalog number, in this case “bio”.
    • Select a KCTCS campus from the dropdown box marked “Campus” under Additional Search Criteria.
    • Press “Search” once you have chosen the appropriate campus.
    • Press the “Select Class” button for the class you want to add.
    • Press the green “Next” button.
    • Continue this adding process until you have all the classes you need in your Shopping Cart
  • Once you have added all of your classes:
    • Click “Proceed to Step 2 of 3”.
    • Review the class list to make sure they are correct and press the green “Finish Enrolling” button.
    • If there is a red “X” in the Status column, there is a problem preventing you from enrolling in this class.
    • Click on the “X” to view the error.
    • If there is a green check mark in the Status column, you have been successfully enrolled in that class and your enrollment transaction is complete.
    • At this time, you have added your classes and you are finished enrolling.
    • You now have the option to view your class schedule or make a payment.
    • Remember to logout when you are finished
  • Viewing Class Schedule
    • Login to PeopleSoft with the user ID and password you use to check your email
    • Once you have logged in, click “Self Service”.
    • Click on “Student Center”. Your class schedule will be shown here.
    • For a more detailed schedule, click on the “My Class Schedule” link on the left hand side.
    • The current term will automatically be displayed.
    • If you wish to view a schedule for a different term, change the term by selecting one from the dropdown box and click the “Change” button.
    • At first, all classes that you are enrolled in, dropped, or were waitlisted for will appear.
    • Review the Status column on the left to determine the status of each class.
    • You can choose which classes are displayed by checking or unchecking boxes in the “Class Scheduling Filter Options” section.
    • To view currently enrolled classes, uncheck “Show Dropped Classes” and “Show Waitlisted Classes”.
    • Press the “Filter” button.
    • Change the Display Option to “Weekly Calendar View” near the top of the page.
    • You may use the Printer icon on the Internet Explorer toolbar to print your schedule.
    • Remember to logout when you are finished.

How do I drop my classes using student self service (Peoplesoft)?

  • Directions for Dropping Classes
    • Login to PeopleSoft with the user ID and password you use to check your email
    • Once you have logged in, click “Self Service”
    • Select “Student Center”, then select “Drop a Class” from the left hand side.
    • Review the list of the classes you are enrolled in and check the class you want to drop in the “Select” column.
    • Press the green “Drop Selected Classes” button.
    • Make sure you have selected the correct class to drop and press the “Finish Dropping” button.
    • Review the message given to make sure you have successfully dropped the class.
    • Click the “My Class Schedule” button to view your new schedule and confirm the drop.
    • At this time, you have finished dropping your desired class.
    • Remember to logout when you are finished.

How do I submit my official transcript?

  • In order for your admission packet to be complete and before any of your transfer coursework will be evaluated, Jefferson’s Admissions Office must receive an official transcript from each institution you have attended.
  • The official transcript must list final grades and have a print date of less than six months old. 
  • Official transcripts maybe sent directly to Jefferson from your previous school, or you may submit transcripts yourself in a sealed envelope provided by your previous college or university.
  • The college reserves the right to request an official transcript be sent directly by previous institutions.
  • Military transcripts must be sent directly to Jefferson from the military.
  • Please mail transcripts to:

Jefferson Community & Technical College
Admissions
109 E. Broadway
Louisville, KY 40202

  • To ensure you are not blocked from any courses that require prerequisites, you must submit transcripts prior to enrolling.
  • All transcripts received become the permanent property of the college.

I have a hold on my account what does this mean and where do I go?

  • Holds (Service Indicators)
    • You can learn if and why there is a hold on your account and how to correct it by going to the "Campus Personal Information" link on the main "SA Self Service" page. Then click on the "Holds" tab to review any holds that may have been placed on your account.

  • Below is a list of holds that you may see with the information on who to contact if you have a question or concern.

    • ADV: 
      • Usually this hold, or the comment "must see an advisor", means you need to attend an Orientation.
      • No registration is permitted until this is removed.
      • If you have already attended orientation or have questions please contact the Advising Office on your campus.
    • ADM: 
      • This can be a hold for a transcript, a visiting student letter, a new application to be submitted or other specified requirements.
      • Contact the Information Line 502-213-4000 with questions.
    • FIN: 
      • A financial hold means the student owes the college money.
      • CONTACT: the Cashier's Office with questions 502-213-2553
    • WRO:
      • A Write Off means the student owes the college money
      • CONTACT: the Cashier's Office with questions 502-213-2553.
    • COL:
      • Means that the students' financial obligation has been sent to collections
      • CONTACT: the Cashier's Office with questions 502-213-7203.
    • NOC:
      • These are not holds, just notices and will not stop the student from registering
    • OLO/KYVU:
      • Not a hold, but a notice that the student completed the online orientation
    • LIB:
      • This is a library hold.
      • You should speak with someone at the circulation desk to resolve this issue.
      • Contact the Library
  • Be sure to note the effective term for the hold!
    • If the hold is for a past semester or for summer or fall 2008 then it must be taken care of prior to registering
    • If the hold is for spring 2009 you can register for summer and fall and the task must be done before registering for spring

I tried registering myself and received an error. What does that mean and what do I do?

  • If "Error" appears, this means you are NOT admitted into the class.
  • By clicking on the error you can find out more and then compare the note you received with the information below.
    • The class is full .
      • Click on "Cancel" to return to the "Add Classes" page and select another class that suits your schedule.
    • Requisites not met:
      • This means one of three things:  Your placement scores are not high enough to permit you in the class.
      • You must select a lower level class.
      • You are not currently enrolled in a pre-requisite class required for the class for which you tried to register.
      • You have not previously completed the pre-requisite class.
      • If you have successfully completed the pre-requisite class at another institution, seek assistance in the Records office on your campus 502-213-4000.
    • Hold on Student Record .
      • You can learn why there is a hold on your account and how to correct it by going to the "Campus Personal Information" link on the main "SA Self Service" page.
      • Then click on the "Holds" tab to review any holds that may have been placed on your account.
    • Departmental/Instructor permission required.
      • You must get permission to register for this class.
      • Here is a list of classes that can be permission only and the department you must contact.
      • If your class is not listed below please contact the Answer Center at 502-213-4000.
      • Interdisciplinary Student classes:
      • English as a Second Language classes:
      • Anatomy & Physiology I & II:
        • Combined/accelerated course:
        • Please contact Kay Arterburn at 502-213-5015 or for enrollment
    • Selective Admission Courses.
      • You may not be able to register in certain selective admission courses such as LPN and RN, Radiography, or PTA without prior approval from the department.
      • You will need to contact your faculty advisor for additional help.
    • Class Link.
      • There is a lab or discussion component related to this class.
      • You must register for both parts before your enrollment is successful.

What do I need to start classes?

  • Every new student needs to complete an application for admission.
  • If you have had any previous college, we will require official transcripts to be sent to the college.
  • All transferring students must contact their former college or university to have an OFFICIAL transcript mailed to and received by Jefferson no later than 30 days after the beginning of the semester.
  • Transfer students should plan to have copies of all college transcripts (unofficial transcripts) or grades for advising and registration.
  • For detailed information on how to get started at Jefferson, visit the Admissions page on our web site.

When can I enroll online using student self-service?

  • Students who wish to register online but do not know what courses are needed for their major, MUST first meet with an academic advisor to complete an Academic Program Plan (APP)
  • Please contact an advisor on your campus about completing the APP. 
  • We strongly encourage every student to have an academic program complete before you enroll for classes using student self-service.
  • Visit the Academic Calendar page on our website to find out when registration begins, registration dates, academic calendars and course offerings.
  • Online registration begins March 1st for the Summer & Fall semesters, and October 1st for the Spring semester.

When will I have access to my KCTCS email account?

  • A student gets email access 24-48 hours (2 business days; weekends and holidays are excluded) after enrolling in a regular college credit class. 
  • Before that they have access to student self-service (aka Peoplesoft or PS).

Where can I go for help or to use the computer?

  • Carrollton Campus:
    • Library (second floor)
  • Downtown Campus:
    • Library (1st Floor),
    • JEC 1st Floor,
    • Advising Information Center (JEC 606, limited computers available and not on in-person registration days)
  • Shelby County Campus:
    • Library (Room 106) or
    • Student Services (Room 104)
  • Southwest Campus:
    • Library or Advising Center (Student Community Building)
  • Technical Campus:
    • Library (Bldg. B, 1st floor) and
    • Student Services has two computers available during office hours (Bldg. B, room 109)

Who completes my transcript evaluation?

  • Once you have registered and started your coursework at Jefferson a member of the Registrar’s Office staff will complete your transcript evaluation.
  • Once the evaluation is finalized and posted to your student account, your KCTCS student email account will be notified of the records update.
  • Transcripts received after a student’s first semester of enrollment will be evaluated as time permits.

Will my GPA from my previous college or university affect my Jefferson GPA?

  • Your previous grade-point average (GPA) will not transfer, but the grades you earned will be notated on your Jefferson record.
  • The amount of credits you earned will calculate into your Jefferson cumulative earned hours and will count towards hours for Online Registration.

How do I order a transcript or have a copy mailed to another college?

  • If you have an outstanding debt to the College no official transcript can be mailed.
    • Transcripts will not be released if a financial hold has been placed on a student account.
    • This hold must be resolved (paid in full) before the transcripts will be processed.
  • Payments must be made by cash, Visa, MasterCard, Discover, or money order (no checks).
    • Failure to pay by a method listed above will delay processing of your transcript request by at least three weeks.
    • Possible delays:
      • Histories or transcripts of students who were enrolled prior to Summer 1987 may take 10-12 business days to process.
      • In 2009, Jefferson Community and Technical College's Downtown Campus suffered a flood that caused considerable damage on the lower levels of two buildings.
        • One of the buildings housed student records from 1968 to 1986.
        • These records were underwater for several hours.
        • Most student records were recovered however, processing a request for this timeframe can take longer (up to 10 days).
        • If your records were damaged the College will supply you with an official letter to share with the agency requiring a transcript.
        • This letter will document as much information as we are able to provide.
  • Online Request (Preferred method):
    • Jefferson Community & Technical College has authorized the National Student Clearinghouse to provide transcript ordering via the web.
    • You can order transcripts using any major credit card.
    • Your card will only be charged after your order has been completed.
    • Your order is trackable through the JCTC process.
    • To order an official transcript (s), login to the Clearinghouse secure site.
      • The site will walk you through placing your order, including delivery options and fees.
      • You can order as many transcripts as you like in a single session.
      • Base cost is $5.00 per transcripts with a $2.25 processing fee per order (not per transcripts).
      • Transcripts will be processed by our Office 3-5 days after the order is received from the Clearinghouse.
      • Order updates will be emailed to you.
      • You can also check order status and history online.
  • In Person Request:
    • To be mailed in 3-5 business days:
      •  Transcripts can be requested in person by coming to the Registrar’s Office on your campus.
      • There is a $5.00 charge for each transcript requested.
        • (Please be prepared to pay only by credit/debit & pay additional $2.25 processing charge at Carrollton & Bullitt.)
      • Please plan accordingly to your deadline to your outside organization.
      • We accept debit/credit cards, cash or you may bring a money order made payable to Jefferson Community & Technical College.
      • You may opt to mail to your own home OR pick up at Downtown, Southwest & Technical Campus-- not a college or organization however, it will be stamped issued to student.
  • On Demand Option:
    • Transcripts requested in person can be picked up at the time they are ordered at our Downtown, Southwest and Technical Campus in some scenarios.
    • There is a $7.00 charge for this service and that must be paid in full by cash, debit/credit or money order (no checks).
    • Not every student’s record or every order can be fulfilled in this manner.
    • If you choose this option please know the transcript will be stamped ISSUED TO STUDENT.
    • This service is only for transcripts that are to be picked up.
    • We do not offer this service for mail out including overnight mail service options.
    • You may wish to check with your receiving organization to see if that will fit their needs.
    • If this is not an option for your record you will only be charge the $5.00 charge and your record can be picked up or mailed based on your preference.
    • Please plan accordingly to your deadline to your outside organization.
    • We accept debit/credit cards, cash or you may bring a money order made payable to Jefferson Community & Technical College.  

How do I change my major?

  • See your advisor or stop by the Student Information Center on the Southwest Campus or the Jefferson Educational Center Building First Floor on the Downtown Campus to complete a “change of major” form or email jf-records-office@kctcs.edu from your KCTCS student account.
  • If emailing, include your Student ID number.