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Office of the Registrar
Hours: 8:30 AM - 4:30 PM
Monday through Friday
All requests to the registrar can be sent to the ticketing system managed via registrar@washcoll.edu.
When it comes to navigating the online registration process, the staff in the Registrar’s
Office are here to help! Our mission extends beyond enrollment management. We track
the completion of graduation requirements and distribution requirements in order to prepare students for Commencement. We record advancement standing credits and transfer credit for courses taken elsewhere. Finally, we are the office chiefly responsible for collecting,
maintaining and releasing academic records for all Washington College students, past and present.
Registrar Quick Links
This link will take you directly to our online transcript ordering site. Please note, as the Office is working remotely, transcript requests will be fulfilled at least once a week.
*Please note, beginning July 1, 2019 the fee per transcript will be $8.00.
Transcripts are the primary credential used by graduate schools and many employers when verifying that a student is making progress or that a graduate has completed a degree at Washington College. The Registrar’s Office maintains the integrity of each student’s academic record, and also tightly controls who may access these records. By federal law, transcripts cannot be released to anyone without prior written authorization from the student. Telephone requests can not be honored. To learn more about the College’s record release policy, click here.
Official Transcripts
Order Transcripts Online
Washington College has retained Parchment to accept online transcript orders. Please
click on the link below to begin your order.
Click HERE to order your transcript.
You must always submit an authorization form in order for the Registrar’s Office to
view and process your order.
Click HERE to review how to order your transcript online.
Unofficial Transcripts
This option is only available to students and alumni who have access to the Student Planning module within Self Service.
Unofficial transcripts carry neither the Registrar’s signature nor the College seal and are not official College documents. They are printed on plain paper. A summary of the academic transcript can be printed directly by the student through Student Planning by clicking on the Unofficial Transcript link from the Student Planning drop down menu.
Release of Unofficial Transcript to Faculty Members for Letters of Recommendation
Students or alumni who wish to release their unofficial transcript to a Washington College faculty member for purposes of writing a letter of recommendation may either (a) download a copy from Self Service and send it directly to the faculty member or (b) complete the Transcript Release Form (for Letters of Recommendation) and submit it to the Registrar’s Office.
Please note: If the Washington College Business Office, or another administrative office, has placed a “hold” on your student record, you must settle the account before the Registrar’s Office will produce your official transcript.
Students frequently need to share their semester enrollment status with their loan lenders, scholarship granting organizations, insurance carriers, employers and family members. Similarly, graduates often need a method to confirm their degree credentials to these same third-party organizations.
Since enrollment and graduation data is defined as Directory Information at Washington College (click here for more information), the College has established a relationship with the National Student Clearinghouse (a non-profit resource funded by the Department of Education) to help respond to student enrollment verification and degree completion requests automatically.
The NSC processes semester enrollment verification for more than 94% of higher education institutions in the United States. It is the official method by which all schools that offer Title IV funds (Pell Grants or Direct Loans) must transmit enrollment information to the National Student Loans Data Service (NSLDS). Most third-party organizations already use the Clearinghouse’s reporting service to track students’ progress through their degree program.
Occasionally, a third-party organization contacts Washington College directly for an enrollment verification or to confirm a student’s degree. When this happens, we direct them to use the Clearinghouse’s service at www.EnrollmentVerify.org, which charges a nominal fee for the service. Students may use the same website to request their own verification information.
Alternately, current and past students at Washington College may wish to request that we create an enrollment verification letteron their behalf instead of using the NSC service. This request is made by completing the Enrollment Verification Request form. There is no charge for this service, and the letter can be tailored to state the exact information you need for your verification, provided it is factually accurate. This letter will be signed and stamped with the Washington College seal and will bear the signature of the Registrar to prove its authenticity. A sample letter looks like this.
Got high test scores? You can get college credit! Go to this page for more information about advanced standing credits.
Ready to get started with Student Planning? This page contains the information you’ll need to get logged in and begin using our new registration and degree audit system.
Here you can find a PDF version of the upcoming semester course schedule and other related information. If you have questions about the schedule please contact the Registrar’s Office.
Course Schedules
Click HERE to view the upcoming, current, and past course schedules.
Interdisciplinary Programs
Looking for courses counting towards your interdisciplinary major or minor? Look at
the links below!
COURSE DESCRIPTIONS & PREREQUISITE INFO
Looking for course descriptions and other information about the courses being offered?
To view course descriptions and prerequisite information, please visit Self Service. Click here to learn how to search for courses in Self Service.
Click above to view courses that count toward the American Studies major, International Studies major, Gender Studies minor, and more!
CLASSROOM INFORMATION
Detailed classroom information can be found here. This would primarily be used for faculty, but may be helpful for student organizations that need to book a room.
More Registrar Links
Q. How do I check my grades?
Midterm and final grades are posted on Self Service after the midterm grading period and after final exams, respectively. Students may
see their grades by term using the “Grades” link, or view all grades posted on their
WC transcript using the “Unofficial Transcripts” link.
Q. What are the College-wide general education requirements that I must complete?
The College’s general education requirements, also called the “distribution,” are
a series of breadth requirements that all students must complete along with their
major. Although these requirements do not change much from year to year, each entering
class should review their specific requirements on the Distribution Requirements page.
Q. How does Washington College calculate my GPA?
WC uses a four-point scale to calculate a student’s term and cumulative GPA. More
information about GPA calculation is available on the GPA Calculation page, including a web-based calculator where students may explore various scenarios
for how expected grades may impact their cumulative GPA.
Q. How do I declare or change my major, minor or concentration/specialization within an existing major?
The Major-Minor Declaration Form is available from the Registrar’s Office. Complete this form with your name and obtain the required signatures as specified. Submit this form to the Registrar’s Office. Any addition or subtraction of a major, minor or concentration/specialization requires completion of a new form, although signatures are not required for additions that have previously been approved. Note: Forms will not be processed in the period just before the registration period to ensure that students can make their advising appointments with their current advisor. Check the Academic Calendar for specific deadlines.
Each student is assigned a faculty advisor to assist with program planning and course selection. First-year students will be assigned their advisor and may remain with that advisor until they are ready to transfer to an advisor from the major department. Once a student has declared a major, their advisor will be the chair of the department or someone designated by the chair.
A student may declare a major offered by the College after completing sixteen credits (or the equivalent of one full-time semester). They must declare a major no later than the time they begin their fifth semester.
Students receive a major/minor declaration letter from the Registrar’s Office after
accumulating a certain number of credit hours. This letter reminds them that they
must still declare. They should then meet with their current (first-year) advisor
to discuss their options for declaring a major. Students may declare more than one
major, or a major and a minor, by using the form above.
Q. Where/how do I change my advisor?
Undeclared students may request a change of advisor in writing to the Associate Provost
for Academic Services, Dean Harvey. Students who have already declared a major should contact their major’s department
chair to request a change of advisor.
Q. Where/how do I change my address/phone number?
Students wishing to change their address should fill out a Change of Address form
in the Registrar’s Office. Alumni with an address change should send the change to
the Alumni Office.
Q. Where/how do I notify the College of a chosen or legal name change?
Students can update their chosen name and their pronouns on the Chosen Name Form here.
A current student whose name has legally changed should immediately notify the Registrar’s Office in writing. Legal proof of this name change must accompany the request. Alumni with a name change should send the change to the Alumni Office along with official verification.
Note: The Registrar’s Office cannot change the name of an alumnus/alumna on their transcript after the student has graduated or withdrawn from the College. For legal reasons, owing to the fact that the transcript is the official credential of a student’s completion of coursework, the name on the transcript must be the same name as was used by the student while they matriculated. However, it is possible to request a name change on a diploma since this is only a ceremonial document.
Q. Where/how can I get proof/verification of enrollment?
The Registrar’s Office issues proof of enrollment. More information is available on
the Enrollment Verification form.
Q. How do AP, Cambridge/CIE, CLEP, or IB scores transfer?
Click here for an exhaustive list of the advanced standing equivalency available to incoming
students.
Q. How do I get approval to register for courses to be transferred to Washington College from another college/university?
Students wishing to register for courses at an accredited college or university with
the intent of transferring these credits back to Washington College should fill out
a Transfer Credit Request Form. All courses must be pre-approved by both the student’s
faculty advisor and any relevant department chair(s) to guarantee transfer. Although
grades from other institutions are not calculated in the Washington College GPA, students
must earn a “C-” or better for a course to be considered eligible for transfer. Where
the final grade is lower than a “C-” or the course was taken on a Pass/Fail basis,
the corresponding credits are not transferable. More information on transfer credit
policies and procedures may be found on the Transfer Credit page.
Q. Who should submit a graduation application?
Although Washington College only conducts one Commencement ceremony each academic
year, in May, there are three diploma conferral dates throughout the year. Any undergraduate
or graduate student with enough accumulated credit hours to consider graduating within
a given academic year (which includes the fall and spring semesters as well as the
subsequent summer term) should submit a graduation application to the Registrar’s
Office. This application notifies the Registrar of the student’s intent to complete
all graduation requirements within the current academic year. The deadline for this
form is October 15 (or the following Monday if this date falls on a weekend) of the
year in which the student intends to graduate. The Registrar’s Office will acknowledge
receipt of this application and begin to provide further information to pending graduates
(also known as graduands) including a “graduation clearance” letter. Further information on the graduation
process may be found on the Graduation Requirements page.
Q. How do I contact the Registrar’s Office?
You can email the staff of the Registrar's Office to this email and someone will reach back to assist you: registrar@washcoll.edu
You can email the staff of the Registrar's Office to this email and someone will reach back to assist you: registrar@washcoll.edu
Q. How do I contact the Registrar’s Office?
You can email the staff of the Registrar's Office to this email and someone will reach
back to assist you: registrar@washcoll.edu
Q. How do I order an official transcript?
You can order an official transcript online by visiting this TranscriptsPlus link.
Q. Where/how do I notify the college of a name change?
A current student with a name change should put the change in writing along with official
verification from the state (for example a copy of a marriage certificate) and drop
it off or mail it to the Registrar’s Office. Alumni with a name change should send
the change to the Alumni Office along with official verification.
Q. How do I order a replacement diploma?
Please print out the replacement diploma request form (PDF).
If I return to Washington College and need only to complete my thesis, what will it
cost?
Q. Students whose graduation requirements include completion of an SCE.
If a student has completed all graduation requirements except the senior capstone
experience (SCE) and has not previously taken an SCE, the fee for the SCE will be
the same as the fee for one four-credit course.
If a student has completed all graduation requirements except the SCE and has taken
but not successfully completed (failed or withdrawn from) an SCE, he or she will have
to register for and successfully complete a second SCE in order to graduate. For students
who register for the second SCE within one or two semesters of not successfully completing
the first, the fee for the second SCE will be $1500.00.
If a student has completed all graduation requirements except the SCE and has not
been enrolled at the College for more than two semesters, that student must register
for and successfully complete an SCE in order to graduate. The fee for that SCE will
be the same as the fee for one four-credit course, regardless of whether the student
has previously taken an SCE.
Q. Students whose graduation requirements include completion of the Senior Obligation.
If a student has completed all graduation requirements except the Senior Obligation,
that student must register as an auditor for and successfully complete an SCE (which
replaced the Senior Obligation in Fall 2006) in order to graduate. The fee for that
SCE will be $300.00.
Q. Incomplete grades in SCE
Faculty may assign a grade of incomplete to a student taking an SCE, subject to the policy on the incomplete in the College Catalog (2008-09 catalog, page 44). Students whose SCE incomplete becomes a grade of F (on Friday of the third week of classes) may register for a second SCE by Friday of the following week (the fourth week of classes) in that semester. The fee for that SCE will be $1500.00. Only under extreme extenuating circumstances will students be allowed an extension of their incomplete for an SCE.
Q. When is/was the last day for a refund?
Appropriate refunds of tuition will be made in the following percentages:
- before the 1st day of classes - 100% refund
- during the first two weeks of classes - 75% refund
- during the third week of classes - 50% refund
- during the fourth week of classes - 25% refund
Fees are generally not refundable after the start date of the semester.
Residence hall spaces are assigned for the full semester; therefore no refunds or credits for rooms are given for a student withdrawing after classes begin.
Board refunds or credits will be determined on a pro-rata basis.
Q. Where/how do I change my advisor?
To change your academic advisor, bring a letter to the Registrar’s Office with both
the new and old advisor’s signatures on it, both approving the change.
Q. How do I log in to clear a student to register?
1. Click “Approve Advisees” on the Advisors section of WebAdvisor
2. Select the current term from the drop down box
3. Check the box next to “Approve for Registration”
4. Press submit and you will return to your Advisor homepage
5. To see which advisees you have already approved click “Approve Advisees” and there
will be a “Yes” in the “Already Approved” box
Q. How do I check my waitlist?
To view those students waitlisted for your course: 1. Login
2. Choose the Faculty Option
3. Choose the Class Roster Option
4. Choose the class you wish to view
5. Click the box at the bottom “Show Waitlisted Students”
Q. How do I view information about my student’s record online?
If your student has granted you access to view their educational record, you can find
this information by logging into Self Service.
PLEASE NOTE: If your student has granted you permission to view information about
their record, you will need to toggle over to their name once you have logged in to
Self Service.
Please review the Record Release Policy page for further information.
Q. How can I get proof/verification of enrollment for my student?
The Registrar’s Office issues proof of enrollment by request of the student. The
student can stop in to the Registrar’s Office during office hours, or send an enrollment
verification form to registrar@washcoll.edu. The student will be notified when the letter is ready. Verification of enrollment
for loan deferments are done by the Financial Aid Office.
Q. When is graduation?
Graduation information can be found at: https://www.washcoll.edu/campus-events/commencement/general-info.php
Q. When is/was the last day for a refund?Appropriate refunds of tuition will be made in the following percentages:
- before the 1st day of classes - 100% refund
- during the first two weeks of classes - 75% refund
- during the third week of classes - 50% refund
- during the fourth week of classes - 25% refund
- After the fourth week of classes there will be no tuition refund.
- Fees are generally not refundable after the start date of the semester.
For more information, please review the Fees and Expenses section of the Washington College catalog.
Veterans of the United States military, their spouses and dependents are often eligible for educational funding through the Montgomery G.I. Bill®
(Chapter 30), the Post-9/11 G.I. Bill (Chapter 33), the Survivors’ and Dependents’ Education Assistance Bill (Chapter 35), the Reserve Educational Assistance Program (REAP, Chapter 1607) and other programs sponsored by the Veterans Administration.
Students who believe they are eligible for these benefits while a student at Washington College should contact the Office of the Registrar for more information about establishing a file and verifying their enrollment to the VA. Each eligible student must supply a Certificate of Eligibility before the College can certify semester/term enrollments. This Certificate must be requested by the student through the VA’s website at www.gibill.va.gov.
For more information about Veterans Benefits at Washington College please visit the Veterans Admissions page.
GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government Web site at https://www.benefits.va.gov/gibill.