Roanoke Forms

This form is used to accept admissions offer

The purpose of this form is to gather event information around Alumni Weekend or Family Weekend programs.  Please submit all the details of your event to Alumni & Family Relations staff.  If there are any questions, please contact 540-375-2338 or rcalumnievents@roanoke.edu.

Resource Development at Roanoke College is committed to the ethical collection and use of information in the pursuit of legitimate institutional goals. All individuals collecting and accessing this information are expected to respect our constituents and the fundamental right to privacy, and to follow basic principles regarding ethics and confidentiality.

Interest Form for Alumni Interest Chapters

Interest Form for Alumni Affinity Groups

Use this form to notify Resource Development of your intent to make a gift of stock.

The SAA is a student group on campus that is partnered with the Office Alumni and Family Relations. Students involved in this campus leadership group will strive to create and foster campus traditions and other engaging programs with alumni.

Nominate someone deserving Maroons by Choice Alumni by Choice nominations will be accepted each year through March 15 and will be considered for our Maroons by Choice Ceremony scheduled for Alumni Weekend in April. If selected, Maroons by Choice Honorees and their nominators will be notified in late March.

This form may be used by anyone to request Rooney at your event.

RSVP for the Suburban Wild Event at the Environment Center on June 27, 2024.

Form for Honors in Major application

Request to update a building.

This form is for RC Faculty or Staff to request a individual or department VISA card.

This form should be used for transferring expenses that have already been paid to a different account.

This form is used to report expenses for a previously issued General Advance.

This form is used for receiving an advance for non-travel related items. (i.e. having cash on hand for an event.)

This form is required of any new vendor providing a service or when requesting payment of a honorarium.  An updated W-9 form should be submitted for a vendor with any change in tax information/address.  A W-9 form ensures the collection of accurate/updated information that is signed/verified by the vendor.  Also, as yearly audit regulations become more extensive having this information will be pertinent to keep us in compliance with all accounting and IRS regulations. For further information please see our Roanoke College - W-9 Form and 1099 Tax Reporting Guidelines (this document is also accessible in the Policies section of the Accounts Payable and Purchasing Page).

This form is to be used to request payment for individuals performing a service for which an invoice will not be provided.

Per policy it is the Roanoke College VISA Cardholder's responsibility to obtain itemized transaction receipts from the vendor each time the credit card is used.  Cardholders must attempt to get the receipt from the vendor.  If the receipt is not available, the cardholder must attach a completed Missing Receipt Disclosure for each receipt missing.

Payment request link, authorized access only. If you are in a position that has access to a departmental budget, you should have access to the payment request system. If you do not have access to a departmental budget then you will not be able to request a payment and must submit the request to the Administrative Assistant who would normally process payment requests for the department that the budget you want to charge belongs to.

This requisition should be submitted for goods where the total purchase is $5,000 or more.  Requisitions must be submitted and approved before the goods are ordered. Please allow two business days after receipt in our office for the requisition to be processed and approved.  For full details please refer to the Roanoke College Purchasing policy.

Use this timesheet for student employees that will be paid from the "702002" Federal College Work Study Program.

Use this timesheet for student employees that will be paid from "702001". 

This form is used for the following purposes:

- Request reimbursement for travel expenses incurred.

- Report expenses for a previously issued Travel Advance.

This form is used for requesting money to take with you to cover business related costs while on your trip.  If you have already incurred expenses for your trip please fill out a Check Request to be reimbursed.

 This form must be completed for all staff travel/trips for conferences and professional development prior to commitment of College funds (travel for recruitment and fund raising do not need prior approval by your Vice President).  Allow at least two weeks for processing, prior to need for commitment of funds.  This form is in addition to the Travel Advance Request and/or Travel Expense Report.

Please complete this form to express interest in attending a First Aid, CPR and AED training class.  You will then gain access to the online module as well as receive more information on how to submit the $65 registration payment and schedule the in-person skills session.

Form that participants sign to use the fitness center, participate in intramural sports, club sports, and outdoor adventures.

This form is for Campus Recreation programs to request facilities for events.

This form is for Campus Recreation programs to request a hotel for events off-campus that require an overnight stay.

This form is for Campus Recreation programs to report injuries and other incidents that may occur.

This form is for Campus Recreation programs to request marketing efforts to advertise for upcoming events.

This form is for Campus Recreation programs to request a van from the college's motor pool for official events off-campus.

This form is for Club Sports to update their roster. It is due at the beginning of each semester.

This form is for Fitness Center employees to notify professional staff of fitness equipment in need of maintenance.

Outdoor Adventures is able to tailor an outdoor trip or teambuilding experience (or both!) that meets the needs and goals of your organization, club, or department. Based on experiential learning principles, we allow participants to engage with one another in unique settings to solve problems, build communication, and a variety of other objectives. Through action and reflection, we develop a space that allows participants to give meaning to their experiences. We believe that through this process, participants can better understand themselves, each other, and their world. These new understandings and appreciations can then be transferred by the participant back to their personal, professional, and academic lives.

Submitting this form does not ensure that we will be able to accommodate your request. Please submit the form at least three weeks before the desired start date. We will contact you within three business days to begin planning the details of your program.

Participant Agreement for Outdoor Adventures

Roanoke College Outdoor Adventures Trip Agreement

This form is used to fill out if interested in signing up for personal training sessions.  Please answer the following questions, so that we can find  you a personal trainer that fits with your goals and availability.

Basic information needed by Campus Safety for students, faculty or staff wishing to register their bicycle.

Faculty/Staff Vehicle Registration

For the request of keys through Campus Safety by Faculty and Staff.  Faculty and Staff can request keys for students via this form as well.

Silent Witness

Complete this form if you'd like to post an event that your department is hosting that has a focus on professional or career development.

Complete this form to post a NEW on-campus job opportunity available to students. Allow 3-5 business days for all requests.

Remember that all job postings must be active and available to students for 5 business days and that all students must submit a resume to fulfill on campus employment requirements.

Complete this form to RENEW a job posting that was previously available to students with minimal edits to posting.  Allow 3-5 business days for all requests.

Remember that all Job Postings must be active and available to students for 5 business days and that all students must sumbit a resume to fulfill on campus employment requirements.

secure online job and internship posting site for students

PLACE at Roanoke College in partnership with Academic Departments offers partial funding to qualifying students to help defray testing costs for a variety of graduate school test prep courses. Students select an on-line Kaplan Test Preparation course that best suits their individual schedule. Students apply through PLACE and each applicant must be approved through the academic department in which the test coincides. Roanoke College covers half of the cost of the test preparation course while the remaining balance will be applied to selected individual student accounts for processing and payment. If you are not selected to receive the grant, you may still enroll in the course at the discounted rate (you would cover 100% of the cost).

Use this form to sign-up to help the Roanoke College community with career assistance. Register now for either the alumni network or the family network.

Form used by students to sign up for the Maroon Mentor Program.

The PLACE invites current students to share noteworthy experiences, including internships, summer positions, mentoring opportunities, post graduate offers, etc. that you have participated in as an undergraduate student that influenced your purpose and professional goals.

By submitting this form, you are giving the college permission to utilize this information for marketing purposes.

Do you have a tip for current RC students that relates to professionalism or the first phase after graduation?  It can be profound or simple.  PLACE social media team will choose which tips to use for our Tip Tuesday series.

PLACE would like to know what experiences you are having to help you move towards your post-graduation plans.

PLACE would like to know how we can help as graduation is approaching.  While we know things may change in the next several months, we'd like to know your plans at this point in time.

PLACE would like to know what experiences you are having to help you move towards your post-graduation plans.

Rover project submission

Request student rovers.

Summer Internship Scholarship Application

Provide CLT with a copy of a test that a student has requested accommodations for.

This form is for students who are currently registered for Accessible Education Services.  For the current semester, AES will send your accommodation letter to your professors on your behalf, so long as you make this request.  You must make the request through this form in order for your letters to be sent to your professors.  Please contact Dustin Persinger at aes@roanoke.edu with questions.  

Request accommodations for taking a test via the CLT

Lecture Check-In

This is the reservation form that groups will use to send us information about booking their conferences, summer camps and retreats on our campus.

Information that you have about students who may be in distress, in need of medical attention, or who may pose a threat to self or others, should be reported to a member of the Care Team using this form. This centralized team will investigate the concerns you share and provide timely and appropriate intervention.

For use when a student wishes to request a withdrawal for health reasons (medical withdrawal).

Members of the Student Body can submit any questions, comments, or concerns about Roanoke College that they want addressed by Student Government.

The Student Emergency Fund will cover immediate urgent expenses that a student may incur due to an unexpected emergency. Only currently enrolled students qualify to receive this one-time award per semester.

Use this form to request catering.

Bast 109 is designed to accommodate a variety of group physical activity or exercise sessions and will be limited to such activities with a qualified Instructor. Completion of this form does not guarantee a reservation. Your request will be reviewed by the HHP Department Faculty Representative, and if approved, an email confirmation will be sent. Please allow 5 business days for the approval process. A $10 Room Use Fee will be assessed per session for room and equipment maintenance. Do you need a certified Group Exercise Instructor? Yes /no. If yes, there is an additional charge of $10-$13 for student instructor and $30 for faculty instructor

Attendance Policy Violation Notice

Corrective Action Form

To be completed when a work-related accident or injury has occurred. please complete forms within 24 hours of accident or injury and return to College Human Resources.

Complete these forms on or before your first day of employment at Roanoke College. Please contact Human Resources if you have any questions.

The Flexible Work Request & Agreement is required for any staff employee requesting to engage in partial remote work, involving a combination of remote and on-campus workdays, consistent with the Roanoke College Flexible Work Policy.

For exempt employees only. Submitted via Employee Self-Service.

Complete this form to update/change your beneficiaries for your Roanoke College sponsored Mutual of Omaha life insurance policies. Once completed, Human Resources will automatically receive a copy of the completed form.

This 3rd party form is used to apply for additional voluntary term life insurance outside of your initial date of eligibility. This form is used to start the medical underwriting process for voluntary term lifeinsurance. Please note: the link will send you to our 3rd part vendor Mutual of Omaha.

Please complete this form when hiring a new employee. Once completed, if applicable, please route to your divisional leader for signature. Human Resources will automatically receive a copy of the completed forms.

For other personnel/employment changes (pay change, terminations, etc.) please use the Personnel Action Change Form.

Complete this form to onboard a new unpaid volunteer or intern. Once completed, Human Resources will automatically receive a copy of the completed forms.

Please complete this form when completing personnel/employment changes. Once completed, if applicable, please route to your divisional leader for signature. Human Resources will automatically receive a copy of the completed forms.

For new hires please use the New Hire Personnel Action Form.

Used to make changes to the Roanoke College 403(b) Retirement Plan Account (SRA). Once completed, Human Resources will automatically receive a copy of the completed form.

Complete these forms on or before your first day of employment at Roanoke College. Please contact Human Resources if you have any questions.

Please complete this form and submit to your supervisor.  You may be asked attach supporting documentation to support your request. Staff development funds are limited and are not guaranteed.  If approved, a Travel Authorization Form should be completed by your divisional leader.  Please allow sufficient time for processing.

To be completed by the student via DocuSign. MUST be completed and returned to Human Resource BEFORE the student employee can begin work.  For Federal Form I-9 employees must present ORIGINAL documents.

Submit student hires.

Form to request Tuition Exchange

Form to request Tuition Remission

This form is used to order business cards from the print shop.

The Computer & Accessory Purchases (CAP) form is used to request the purchase of computers, computer accessories, software licenses, or other technology on your behalf.

Exam Work Schedule

FS Fun Walk Form

Use this form to request equipment for your classroom or academic needs. Please note that we need at least two weeks advance notice for your request to be honored. Submitting this form does not guarantee equipment availability.

ITSA Employment Application

Sign up for 1 hour training of Ingeniux, Novisign or WordPress.

Lab Reservation please submit 5 days in advance.

Hiring a new employee? Request permissions and technology needs here.

Request a move of offices.

Please complete all required fields to submit your request for assistance with connecting your device to the MaroonTVGaming Network. Please contact the Helpdesk at 540-375-2225 or helpdesk@roanoke.edu for additional assistance.

Form for end-users to request software installation that requires admin access.

Use this to make data requests to the Office of Institutional Research, Effectiveness, and Planning (IREP)

Nomination Form. The Office of Multicultural Affairs annually awards individuals, organizations and offices for their outstanding work and efforts in promoting diversity, inclusion, and equity. This individual, organization, and/or department also exemplifies leadership qualities needed to live, learn and work in an inclusive community. The Garren Excellence in Diversity Awards categories:

Use this form to add your event to the college web calendar. 

Graphic Design Request

The student evaluation form for student PR workers

May Term Photographer/Videographer Application

Photography Request

Do you want to be in the college's photos and videos for social media, the website and other promotional materials? Sign up here and we'll be in touch...

Web/Social Student Assistant Application

Use this form to request new websites and updates to existing pages.

Members of the Academic Integrity Council, both new and returning, should complete this confidentiality agreement each academic year.

This form is used by full-time faculty members at Roanoke College at the end of each academic year to provide an updated copy of their CV for the Office of Academic Affairs (or to indicate that no changes were made since the previous year).

The Eldridge and Margaret Greever Copenhaver Scholars-in-Residence Program provides funding for visiting scholars on a rolling basis each academic year. If your program wishes to host a scholar-in-residence, please complete this form. You may propose residencies of a week up to an academic year in duration. Proposals should focus on strengthening the educational experience of our students and enhancing the College’s intellectual environment. Seminars, classes, dialogues, performances, exhibits, and talks are the usual kinds of activities that might be planned, but residencies are not necessarily limited to these. Residencies should have a broad impact and so should be planned well ahead of time.

Use this form to request additional permissions or access to other Coursedog modules.

Program coordinators should use this form to provide additional useful information for a program in the online electronic catalog such as a description of the program for student and prospective students, program-level learning outcomes, and general career and/or graduate school options typical for students in the program.

During the rollout of Coursedog, use this form to report an error or typo that occurred during the process of converting from Word and PDF catalogs and handbooks to online versions with past history and workflow processes.

This form is for students to request money from the Dean's Travel Fund for presenting or attending conferences.  Students may request up to $500 when presenting at a conference and $75 when attending a conference but not presenting.

Faculty can request 1-2 Work Study Research Assistant students paid by the Office of Undergraduate Research.

Application for permission to use an independent study or research project to satisfy the IL requirement.

Application for permission to use an internship to satisfy the IL requirement.

Application for May Travel Courses

This form is used by department chairs to request a tutorial section of a regular course for a student.  The department chair of the faculty member teaching the course needs to submit this form.

Study Away Application

This is a temporary form to submit proposals to GEC and CC so that Dave can test Coursedog workflows and forms in our live environment with live data.

The Hill Scholarship supports student work that will be presented in a formal setting, to an expert audience. The moneys can be used for either 1. Defraying the costs of attending a conference or workshop where the student will present on a panel, participate in a round table, or exhibit in a poster session; 2. Supporting the research effort leading to a conference-ready paper. The Hill Scholarship is given to Public Affairs students, including majors, minors, and concentrators.

Students who have left Roanoke College for any reason may apply for readmission to return. This includes alumni, those who transferred to another institution, those who were withdrawn by Roanoke College, and those who withdrew voluntarily. Students wishing to return following an academic suspension must reapply at least one month prior to the beginning of the term in which re-instatement is desired.

Completion of this form is required for students who wish to initiate changes to their course schedule.  For students who have attended Roanoke for more than one term, changes to course schedules may be performed through Self-Service up until the last day to add a M/W/F course, after which completion of this form is required.  For students who are enrolled in their first term at Roanoke, this form is required for all scheduling changes irrespective of the date. 

Submit this form to the Associate Dean of Academic Affairs & Administration PRIOR to starting an Honors in Major project.

At the completion of an Honors in Major project, this form is submitted to the Registrar's Office

Order Replacement Diploma

Pass Fail Request Form

Declare or drop any major, minor, or concentration.

Request for Change of Grade

This form is used by department chairs or department administrative assistants to request that a course be moved from it's currently assigned room to another.  Submissions are sent to the Registrar's Office and Assistant Vice President for Academic Operations for approval.

Any student who wishes to enroll in a course or courses under the Hollins University/Roanoke College Reciprocal Agreement must apply through the Registrar's Office at her/his home institution. Arrangements are made between the Registrar's Offices at the two institutions. 

Request for Permission to Take Course Work at Another Institution

This form us used to request an exception to a major, minor, program, or concentration.

https://acaweb.roanoke.edu/audit

The Wortmann complex (Blue Ridge, Shenandoah, and Tabor Halls) are the only buildings where lofts are authorized. The College has a limited number of lofting kits available. These kits are issued on a first requested, first installed basis. Only one loft kit may be used per bed. Lofting is not available in single rooms. College provided bunk beds are authorized in all residence halls and Greek houses except for single rooms which only have one bed.

A student can request to be a commuter student if they meet one of the following criteria:  have lived in the Roanoke Valley (within 30 miles of campus) for at least 6 months preceeding the date of first enrollment and continue to reside with their parent/legal guardian are married are at least 23 years old (before December of the year they desire to live off campus) are a military veteran are or will be enrolled part-time during the term seeking off campus housing. are a 5th year senior Deadline to apply for commuter status is June 15th for the upcoming academic year for returning students. All students must re-apply each academic year. 

Request for Waiver of Residency Requirement for Medical Reasons

Request to Stay on Campus During Break Periods

Appeals will be looked at on a rolling basis to be considered for Fall 2024. Late appeals and incomplete appeals will not be considered. Students may appeal their residency requirement two times during the academic year (once in the fall and once in the spring) for financial and/or medical reasons only.  The submission of this form to Roanoke College does not guarantee off-campus release. Students are required to participate in housing selection unless approval is granted. All students must re-apply each academic year, and prior approval does not guarantee continued release.

The deadline for appeals to be submitted for Fall 2024 is February 8, 2024. Late appeals and incomplete appeals will not be considered. Students may appeal their residency requirement two times during the academic year (once in the fall and once in the spring) for financial and/or medical reasons only. The decision is final and cannot be appealed.The submission of this form to Roanoke College does not guarantee off-campus release. Students are required to participate in housing selection unless approval is granted. All students must re-apply each academic year, and prior approval does not guarantee continued release.

Respiratory Illness Relocation Survey

If you anticipate a credit balance on your account after all of your finanical aid has been applied, you are eligible to request a transfer of funds to your Maroon Card via this form.

Requesting a refund of credit on student account.

Excess credit funds on your student account may be transferred to the Maroon Card with permission from you and/or your parent instead of, or in addition to, receiving a Roanoke College issued refund check.

Monterey House Guest Room Reservation Request

Reserve a room on campus.

SGA Budget Request Form for Clubs

If you are a student organization putting on an activity or event open to all students and requesting the assistance of Stage Tech and/or Event Staff you must fill out this form. If your event is not in the Colket Center, or a Student Activity for all students, and you need tables, chairs, a podium, or stage, please visit Forms on Inside Roanoke and request a Shops Work Order. Please submit this form at least two weeks prior to your event and they will assist you, if available. The event planner or other designated members of the requesting organization are responsible for the event and must be present throughout the event, to help set-up and clean up immediately following the event.

To request funds through SGA and Student Activities for an upcoming event.

Borrow a card for purchasing items for your campus organization

About the program

Building on Diversity is a new student transition program that assists incoming students with their transition to college. The program is open to any newly enrolled students who want to learn and explore diversity, inclusion and multiculturalism. The incoming students are paired with a mentor that will guide their mentee through the transition process and navigate them to a successful college life experience.

Participants of the BonD mentoring program will:

• have access to a community of support and resources during key stages of their academic career
• receive support that aids in their personal and leadership development
• develop a greater sense of belonging to Roanoke College by engaging in the BonD community
• be exposed to diverse perspectives and experiences that affirms their cultural identity

The program will take place August 18, 2024 - August 24, 2024 prior to the beginning of fall semester.

Must Register by July 31, 2024

Form used for F1 students to register each semester