Graduate College Students How To...
In order for courses to be added to your WWU academic record, ALL transcripts MUST be officialcopies sent directly to WWU from the sending institution. When requesting transcripts from other schools, be sure to designate them to be sent to the Graduate College of WWU. Our basic transfer policy is that we accept college-level work that has earned a minimum grade of C from regionally accredited institutions. We are limited to accepting 70 hours from community colleges and a total of 90 hours from all institutions. If you have questions regarding transcript evaluations, contact Colette at x1148.
Maintain Student Database
In order to get information to you regarding class cancellations, changes in class times, books, syllabi, graduation, etc. it is imperative that we always have current address information for you including phone numbers and e-mail addresses. If you are making name changes, a copy of the legal documentation is required (i.e. marriage license). Please send all changes to our office immediately. We will notify all other campus offices. This information may be sent by e-mail or fax. *You may also submit address, phone and email changes via Owlnet.
Enter Special Credt such as CLEP/Life Learning
Our office enters credit for special items such as CLEP and experiential learning. There is a per-credit-hour transcription fee for this credit based on the type of credit. Your account will be billed once the credit has been entered into your academic record.
Process Registrations, Schdule Changes & Withdrawals
If it becomes necessary to change your schedule of classes, please notify Your Advisor (Martha, Diane, Tom) or Colette in writing (fax or e-mail will suffice) immediately so that appropriate paperwork can be completed.
If you find it necessary to withdraw from a class, you also need to notify us in writing. If you attend the first class of a course, you are financially responsible for the tuition fee. Failure to formally withdraw from a class will result in a grade of “FN” (Failure for non-attendance) being recorded on your academic record and is computed in your cumulative GPA. Notifying instructors is not adequate. Please notify Your Advisor or Colette in writing (either by fax or e-mail). If you find it necessary to withdraw from the university, our office must be notified in writing immediately. Fax numbers and e-mail addresses are listed below.
Approval of Off-Campus Course Work
All courses taken at institutions other than WWU need PRIOR approval to be sure they fit within your academic program and are not repeats of previously completed work. Please contact our office prior to registering for off-campus courses. You may contact Colette at x1148.
Our office provides enrollment information for financial aid programs. Every other month we electronically report to the National Student Loan Data System all student enrollments at that specific time. We also complete all individual deferment forms that come to the university. If you have questions or problems with your deferment forms, please contact Joyce at x4248.
Department of Education Certification
Recommendations for certification are prepared by our office. Forms need to be sent directly to Tara who will complete and send to DESE. We also send official transcripts with the applications but you do not need to request or pay for these copies.
Enrollment must be verified on a semester or term basis. The appropriate form will be completed and submitted for you. The school certification officer will submit your enrollment certifications for four courses at a time. Based on VA definitions a 5 or 6 week, 3 credit course is considered 3/4 time. Please contact Tara at x4251, inform the university that you are seeking VA education benefits or with any VA related questions/concerns.
Grades and Grade Reports
Faculty have 2 weeks from the date a class ends to submit grades on OwlNet. If you need to know your grade earlier than this time, please contact the instructor directly or check OwlNet. Grades may be viewed on OwlNet immediately after faculty has entered them. You may print an unofficial transcript from OwlNet to use for reimbursement and all other personal uses. Our office does not give out grades over the phone. For all other questions, please contact Charles at x4253.
Audits will be completed on students approximately 6 months prior to the graduation date. Letters will be mailed to students indicating their status: OK to graduate, short hours or requirements, or not eligible for graduation.If short or not eligible, students will be told what is still needed to complete. If ready to graduate, an “OK” letter will be sent.The names of the "short" and “OK” students will be given to the Academic Dean’s office who sends out graduation/regalia information.
All requirements must be completed prior to the commencement date.Courses completed off campus must be documented by the first day of the month, 2 months prior to the commencement month (IE: March 1 for May graduation).
A second audit letter is sent approximately 3 months prior to the commencement date and any deficiencies are identified again. Once the deadline is reached, students who were “short” and have not met their requirements will be moved to the next commencement date.
Complete Transcript Requests
When you graduate, our office provides a complimentary “official” copy of your transcript; it is mailed with your diploma. If you need a transcript prior to receiving your diploma, you need to request one in writing from our office; the fee is $10 per transcript. It is important that you tell us in the request whether you have undergraduate or graduate credit or both. The processing time for transcripts is 3-5 working days after clearance from the Office of Student Financial Services. If you have questions about requesting a transcript, contact Joyce at x4248. Transcript requests may be faxed if the fee is charged on a credit card, but the processing time does not change. Since a signature is required on all requests, e-mail transcript requests are not acceptable.
Our office is here to assist you in any way we can. Directly contacting the appropriate person who handles the request will result in faster service. If you have questions or problems dealing with records or registration, please contact me directly.
Tara Deierling, WWU Registrar
Office hours are 8:00-4:30 Monday-Friday
Fax Number: 573/592-1158