Office of the MD Registrar

The Office of the MD Registrar functions as a service office to provide students, alumni, faculty, administrators, and other institutions with the necessary support as we maintain each student's academic record with integrity, respect and confidentiality. We comply with all federal, state and University rules and policies with regard to privacy.

We are the center of the registration process at the SMHS, investigating and finalizing details as to when and how registration will proceed, compilation of students' schedules, and assisting students in all aspects of registration. We facilitate students’ journey from enrollment to graduation through our student-centered philosophy. We provide the highest level of customer service, professionalism, courtesy, and efficiency in responding to your requests.

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Curriculum & Catalogs Academic Records & Transcripts Graduation & Diplomas Forms & FAQs Current Student Services Faculty/Staff Services Certifications & Verifications Alumni Services Contact Us

Curriculum & Course Catalogs

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Academic Records & Transcripts

Academic Records

The Family Educational Rights and Privacy Act of 1974, as amended, seeks to guarantee both a student’s right of access to records and the confidentiality of student information. Institutions may not disclose information contained in education records without the student’s written consent except under certain conditions. A student’s record may be released to parents only if one of the following conditions has been met:

Through the written consent of the student; or
By submission of evidence that the parents declared the student as a dependent on their most recent Federal Income Tax form, as defined by the Internal Revenue Code of 1986, Section 152.

“Students have the right to request a copy of their education records by submitting this Google Form, to the Office of the MD Registrar. FERPA requires that educational agencies and institutions comply with a request by a parent or eligible student for access to education records within a reasonable period, but not more than 45 days after receipt of a request.”

Students have the right to instruct the SMHS to withhold even “directory information” (except name, school, and dates of attendance). A Disclosure of Student Information Form must be submitted to the Office of the MD Registrar (registrarmd@gwu.edu) to instruct the SMHS to withhold “directory information.”

Transcripts

A transcript is a certified record of a student throughout study having full enrollment history including all courses attempted, grades earned, and degrees and awards conferred.

Both the official and unofficial transcripts contain the same information about a student’s academic record: a list of classes, grades, and credits. Only an official transcript includes the GWU Registrar’s signature and the college seal. An official paper transcript may not be opened by anyone except the addressee (i.e. an admissions office, employer, etc.).

All M.D. program courses on the transcript are preceded by either a 6 or an 8-number digit, which is simply a numerical series designed for M.D. and other graduate degree courses in the basic sciences. The current transcript key is available for download.

OFFICIAL TRANSCRIPTS must be ordered online, through the main University Registrar’s Office. The George Washington University has contracted with Parchment Award Transcript Services to manage all online orders. Ordering instructions can be found on the main University Registrar’s Office webpage.

Important notes about ordering transcripts:

Only complete records of all coursework at GW will be provided.
No transcripts (either official or unofficial) will be issued to students who have outstanding financial obligations to the university.
Transcripts ordered directly through GWeb will not require additional authorization.
Transcripts requests that cannot be processed due to a hold will be canceled after 30 days and will result in a credit to your Parchment account.
Notarized transcripts may be ordered through Parchment for an additional fee. Notarized transcripts are typically required only for employment and/or universities outside of the United States. Accredited educational institutions and medical verification services within the United States do not require an official transcript to be notarized.

Current students should request official transcripts directly through GWeb.

UNOFFICIAL TRANSCRIPTS can be viewed through GWeb.

Grades

Grades shall be assigned to any individual student registered in the student information system based on the instructor's professional judgment of the student's scholastic achievement. The instructor should provide syllabi notification of the basis for grades to the students on or before the first class meeting. Any changes on that basis should likewise be presented to students in writing. Issuance of the final grade will be submitted by the lead instructor and/or designated administrator assigned by the academic program on the course section.

Final grades must be submitted to the Office of the MD Registrar by the lead instructor and/or designated administrator. Grading is open when courses come to completion and must be submitted within six weeks of course completion to ensure academic review and graduation clearance.

Definition of Grades: the following scale is used for all academic levels.

Letter Grade	Definition
F	Fail
P	Pass
HP	High Pass
H	Honors
CN	Conditional
CNF	Conditional Fail
CNP	Conditional Pass
W	Withdrawal
AU	Audit
CE / LA	Continuing Education / No Grade

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Current Student Services

Course Registration

Course Registration for the Pre-Clinical years (M1-2), through the Office of the MD Registrar, occurs by cohort based on program requirements.

Course Registration for the Clinical year (M3): Class Registration for the Clinical year will occur in collaboration with the Office of the MD Registrar. The Office of the MD Registrar will communicate the exact dates and details for registration with students.

Rising MS3 students will participate in a multi-round clerkship course lottery from January – March. This lottery will determine the cohort/order in which the core clerkship courses are taken; the sites/locations in which those courses are taken; and enrollment in electives. Registrations will be processed by the MD Registrar in March. Students will be notified once the lottery results/registrations are available. Once those results/registrations are released, students will use this form to request any course adjustment. MS3/Clerkship courses begin May 1st (week 45).

Class Registration for the 4th-year/post-clinical year (M4): Class Registration for the 4th-year/post-clinical year will also occur in collaboration with the Office of the MD Registrar. The Office of the MD Registrar will communicate the exact dates and details for registration with students. Similarly, requested changes to any course registrations should be received by the Office of the MD Registrar for processing within the Student Information Systems (SIS).

Rising MS4 students will participate in a post-clerkship course lottery from January – April. Registrations will be processed by the MD Registrar in April-May. Students will be notified once the lottery results/registrations are available. Once those results/registrations are released, students will use this form to request any course adjustment. MS4/Post-clerkship courses begin July 1st (week 1) – students may take MS4 courses starting May 1st (week 45), with approval.

Current M4 students will make any schedule adjustments for their MS4 post-clerkship elective courses using the add/drop form.

Changes in Student Record

Request for Leave of Absence/Change in Student Status

All students in the M.D. program must request a change in student status request for any fall/spring semester during which they cannot enroll. Students will meet with the Associate Dean for Student Affairs to discuss the nature of their student status change request; and submit a change via the Request for Leave of Absence form to initiate the process officially. Once a change in student status is approved officially, it will be processed in the student information systems accordingly.

All students who are placed on a ‘leave of absence’ will be contacted starting three months before the anticipated date of return/beginning of the semester scheduled to return, to begin the return process.

Name & Biographical Changes

Name and Biographical information changes must be submitted through the main University’s Registrar’s Office form. All requests must be accompanied by a legible copy of government-issued photo ID. If you have been employed by the university in the last two years, name changes must be made at the Faculty & Staff Service Center, University Student Center, Suite 242. Once you have submitted the Biographical Update form, please email the MD Registrar’s team to process your change(s) in the SMHS systems.

All student, faculty, and staff can update their chosen name, gender identity, and personal pronouns through the Personal Information tab of GWeb at any time. For more information about chosen names, gender identity, and personal pronouns, please visit the Chosen Name, Gender Identity & Pronouns page of the office of Diversity, Equity, and Community Engagement site.

Emergency Contact information changes can be submitted through the Office of the MD Registrar. Requests to update this information can be emailed to registrarmd@gwu.edu.

Grades

Conditional Grade Workflow Visual

This visual outlines the final conditional grade and grade change workflow for preclinical and clinical students.

Grade Appeal Processes

MS1 and MS2 Student Grade Appeal Process:

A student who wishes to appeal any component of a grade in a first- or second-year block must submit an Initial Grade Appeal Form within fourteen (14) calendar days from the date on which the final block/course grade was received. The form must be submitted to,

the Block Director; with a copy to
the Associate Dean for Student Affairs (rmgoldb@gwu.edu); and
the Office of the MD Registrar (registrarmd@gwu.edu)

The student is deemed to have received the final block/course grade on the calendar day immediately after it is posted, in any format. The student will receive an appeal determination from the Block Director within 14 days.

To further appeal an initial appeal decision, the student has fourteen (14) calendar days from the date of receiving the initial appeal decision to submit, in writing, a second appeal to the Sr. Associate Dean of Students. This second appeal should be submitted to,

the Senior Associate Dean of Students; with a copy to
the Associate Dean for Student Affairs (rmgoldb@gwu.edu); and
the Office of the MD Registrar (registrarmd@gwu.edu)

The decision of the Senior Associate Dean of Students is final.

In the event a grade appeal is approved or any portion of a grade changed, a Grade Change Form (Grade Form 2300-GC) must be submitted to the MD Registrar (registrarmd@gwu.edu) for processing.

MS3 and MS4 Student Grade Appeal Process:

A student who wishes to appeal any component of a grade in a third- or fourth-year clerkship/course must submit an Initial Grade Appeal Form within fourteen (14) calendar days from the date on which the final clerkship/course grade was received. The form must be submitted to,

the Clerkship/Course Director; with a copy to
the Associate Dean for Student Affairs (rmgoldb@gwu.edu); and
the Office of the MD Registrar (registrarmd@gwu.edu), and

The student is deemed to have received the final course/clerkship grade on the calendar day immediately after it is posted, in any format. Students may not challenge their grade directly with their preceptor or attending or any individuals other than the clerkship/course director and all appeals must follow the appeal process. The Clerkship/Course Director will have 30 days to respond to the appeal. The student will receive an appeal determination from the Clerkship/Course Director within 30 days.

To further appeal an initial appeal decision, the student has fourteen (14) calendar days from the date of receiving the initial appeal decision to submit, in writing, a second appeal to the Department Chair. This second appeal should be submitted to

the Department Chair; with a copy to
the Associate Dean for Student Affairs (rmgoldb@gwu.edu); and
the Office of the MD Registrar (registrarmd@gwu.edu)

The Department Chair shall conduct a review consulting as appropriate with other faculty, staff, and the student, and convey a determination to the student in writing, with a copy to the Clerkship/Course Director, the Associate Dean of Students, and the MD Registrar. The Department Chair has 30 days to respond to this second appeal.

If the issue is not resolved to the student’s satisfaction within 30 calendar days after the second appeal decision is received, and the student wishes to appeal it further (for a third-final time), the student has fourteen (14) calendar days to do so in writing to

the Senior Associate Dean of Students; with a copy to
the Associate Dean for Student Affairs (rmgoldb@gwu.edu); and
the Office of the MD Registrar (registrarmd@gwu.edu)

In considering the student’s third appeal, the Senior Associate Dean of Students is limited to determining whether or not the grading procedures used were essentially the same as those used for other students in that clerkship/course; and, independent of that conclusion, whether or not there is sufficient evidence of unjust or erroneous evaluation to warrant changing the grade. In carrying out this task, the Senior Associate Dean of Students may, at their sole discretion, seek advice from any other individuals. Should the Senior Associate Dean of Students find that the grade or evaluation is unjust or inaccurate, they will, in consultation with the Department Chair, determine an appropriate revaluation procedure and/or grade for the student. The decision of the Senior Associate Dean of Students is final. Failure of the student to comply with these procedures within the stated time limits shall be deemed acceptance of the grade.

In the event a grade appeal is approved or any portion of a grade changed, a Grade Change Form (Grade Form 2300-GC) must be submitted to the MD Registrar (registrarmd@gwu.edu) for processing.

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Certifications and Verifications

Current Students

Current students can request a Letter of Good Standing (LOGS), Enrollment Verification, and/or any other Certifications from the George Washington University School of Medicine and Health Sciences medical (MD) program through this google form.

In certain circumstances, you may have an actual form that needs to be completed by the Office of the MD Registrar which you will be able to upload through the google form. If at any point while submitting this form, you have questions or issues with uploading specific forms, please email the Office of the MD Registrar at registrarmd@gwu.edu.

This form should NOT be used if you need a license verification form submitted - expected graduates and/or alumni should read the next respective sections for additional information.

Graduating Students

After graduating students match (if matched to a residency program), students will receive communication from their residency program regarding licensure application documentation and requirements. Please read through your licensure applications carefully before asking the Office of the MD Registrar to complete any verifications on your behalf.

For licensure applications that state an option for verification of intended graduation, or a limited licensure application, these can be processed by the Office of the MD Registrar before graduation. These requests, including the actual form (if applicable), should be submitted to registrarmd@gwu.edu.

Please note that the period of April – May is extremely busy for the Office of the MD Registrar – your submitted request will be added to a processing list for timely completion. Additionally, these applications may require verification of degree completion and conferral after graduation as well. In this case, there will be no need to re-submit a verification request/form after graduation.

For licensure applications that state verification of degree completion and conferral is required, these will not be processed until after graduation. Your submitted request will be added to a processing list for timely completion after graduation.

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Faculty & Staff Services

Final Grade Submissions

Per LCME grade submission standards and the MD program’s initiative of Dean Bass, all final grades and narrative evaluations are to be released to students and sent to the Office of the MD Registrar for posting to student records within four to six weeks from course completion, with an emphasis to submit grades within four weeks.

Email notifications of final grades to the Office of the MD Registrar are no longer accepted – please reach out to the Office of the MD Registrar to obtain a link to a BOX folder where either individual final grade evaluations or course spreadsheets/rosters with final grades can be submitted.

Grade Changes

The course director and/or designated administrator is authorized to submit a change of grade using the Grade Change Form (Grade Form 2300-GC) to correct a mistake in calculating or recording a grade for a particular student. No grade changes will be permitted after a student has graduated.

Conditional grades also require a Grade Change Form (Grade Form 2300-GC) to be submitted.

Blackboard and MedHub Teaching Platforms

The SMHS utilizes Blackboard as the learning management system for its MD program. GW's Instructional Technology Lab provides numerous resources to faculty, with both online and face-to-face tutorials.

The Office of the MD Registrar must know if you plan to use Blackboard for any given academic semester. If you have questions about Blackboard or are experiencing issues with accessing your Blackboard dashboard, please contact the Office of the MD Registrar at registrarmd@gwu.edu. It is important to note that changes take approximately 24-hours (or overnight) with a system refresh.

MedHub is an online management system used to support education requirements, including but not limited to demographic information, rotation schedules, evaluations, procedure logs, conferences, duty hours, and training modules. As it pertains to medical students, GW primarily uses MedHub for evaluations of students and educators, and to track duty hours, procedures, and encounters completed by students in the clinical curriculum. MedHub is also used to complete and track CSR evaluations in the pre-clinical curriculum. MedHub can be accessed from any device with an internet connection.

Data in MedHub is targeted individually for each user. Faculty use MedHub to complete evaluations of students they have supervised in a clinical course and to view evaluations completed of them by students they have supervised. Course Directors have the same access as faculty (above), as well as access to additional functions and reports to track student and faculty performance. Course Directors can view student and faculty evaluations, student duty hours, and student encounters and procedures in their course(s).

If you have questions about MedHub or are experiencing issues within MedHub, please contact the Office of Medical Education (OME) and the Office of the MD Registrar at registrarmd@gwu.edu.

It is important to note that the downloading and posting of final grades from Blackboard and/or MedHub are not automatic processes. The MD Registrar’s team individually downloads and posts final grades for each student, once we are notified final grades have been submitted.

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Alumni Services

Transcripts

OFFICIAL TRANSCRIPTS must be ordered online, through the main University Registrar’s Office. The George Washington University has contracted with Parchment Award Transcript Services to manage all online orders. Former students and alumni should request official transcripts directly through Parchment Transcript Services.

Academic Records

Through the written consent of the student; or
By submission of evidence that the parents declared the student as a dependent on their most recent Federal Income Tax form, as defined by the Internal Revenue Code of 1986, Section 152.

Certifications and Verifications

Alumni may request a copy of their Medical Student Performance Evaluation (MSPE) letters and a Medical School transcript, to be uploaded by the Office of the MD Registrar through MIDUS. We can upload these documents on the alumni’s behalf but a specific link through MIDUS must be requested/sent to the registrarmd@gwu.edu. Their website here has instructions for assigning us a link to upload these documents on your behalf.

Step-3 degree verifications will be completed by the Office of the MD Registrar directly through the Federation of State Medical Boards portal, after graduation.

State Licensure application certifications and verifications can be submitted to the Office of the MD Registrar for processing (at registrarmd@gwu.edu). Please note that the period of April – May is extremely busy for the Office of the MD Registrar – your submitted request will be processed timely, but current student and expected graduate verifications take priority.

Diplomas

Alumni who wish to obtain a replacement or duplicate copy of their diploma must submit the Diploma Replacement form with appropriate payment. Please note that the Office of the Registrar does not keep copies of diplomas on file. Replacement diplomas/certificates are ordered on or around the 15th of each month and there is a 4-6 week turnaround for them to be received from the printing company.

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Graduation & Diplomas

Graduation Applications

Graduation applications for expected graduates typically become available in late January/early February through GWeb – students will be notified when these applications are available and what the deadlines for submitting are.

Graduation Ceremony and Tickets

The Graduation ceremony (M.D. Graduation Ceremony) typically occurs on the third Sunday in May, on campus, following the main University’s graduation ceremony on the National Mall.

Expected graduating students will be notified in the Spring by the Office of Student Services (OSS), about the process for registering for graduation events and requesting e-tickets for the diploma ceremony. In review, the graduating Class of 2023 was permitted 6 electronic tickets each plus any attendee on the ticket waitlist.

Degree Clearance and Conferral

The Office of the MD Registrar performs a degree clearance for each expected graduating student.

The MD Registrar's team will be in communication with faculty, course coordinators, and department chairs about outstanding grades and the grade submission deadlines for graduating students. We understand your concerns if your records show a “missing grade” but please note that we are working directly with all those involved to receive grades and post grades correctly and efficiently.

Once expected graduates are cleared for graduation, they will receive an automatic confirmation for their records. Graduating student degrees will be conferred by the main University Registrar’s Office starting the week after graduation. The main campus Registrar’s Graduation Services must receive degree clearance from the MD Registrar to award your degree. Clearance can take 6-8 weeks following the commencement ceremony.

Diplomas

Graduating students will be presented with their diplomas at the M.D. Graduation Diploma Ceremony in May. If you are not attending the graduation ceremony, your diploma will be available for pickup from the Dean’s Suite in Ross Hall (708) starting the Tuesday after graduation.

Graduates for off-cycle commencements will have their diploma delivered, which can take an additional 6-8 weeks following degree clearance.

Licensure application may require a photocopy of the original diploma. These will be unavailable before graduation. Please submit a request for a photocopy of your original diploma – your submitted request will be added to a processing list for timely completion after graduation.

Diploma Name Changes:
If you would like to change the way your name appears on your diploma/certificate after you apply for graduation, you must submit a Biographical Update Form making sure to indicate that you have Applied to Graduation prior to the posted deadlines to avoid fees for replacements. A “name change” may refer to a formal legal name change, or updating the existing name of record to include a middle name or initial, capitalization, adding an accent or punctuation, etc.

Name changes can be made after the posted deadlines, however, additional fees and processing time will apply for replacements.

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Forms & FAQ

Forms for Students

Privacy Disclaimer Form
Educational Record Request Form
Official Transcript Request Form
Add/Drop Form (Registration Form 2300-AD)
Extramural Elective Request Form (Registration Form 2301-EA)
Research Elective Request Form (Registration Form 2302-RE)
Grade Appeal Form (Grade Form 2301-GA)
Request for Potential Leave of Absence (Student Record 2300-CISI)
Request for Letter of Good Standing/Enrollment Verification

Forms for Faculty & Staff

Grade Change Form (Grade Form 2300-GC)
Uniform Clinical Evaluation of Students: Year 3-4 Courses Rev 2023
Abbreviated Evaluation & Grade Form (Grade Form 2302-AE)

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Contact Us

registrarmd@gwu.edu
The Office of the Dean & Vice President
George Washington University
School of Medicine and Health Sciences
2300 Eye Street NW, Suite 708
Washington, DC 20037

Normal business hours: Monday through Friday 9:00am - 5:00pm

Cynthia Eichele M.A. , MD Registrar / Director of Registration and Records
Michelle Glass, Registration Associate
Jessie Guillaume, Registration Associate

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Frequently Asked Questions

Personal Information

How do I update/correct my name in my record?
Please submit a Biographical Update form through the main campus Registrar’s Office, with copies of appropriate documentation as indicated on the form. All requests must be accompanied by a legible copy of government-issued photo ID. If you have been employed by the university in the last two years, name changes must be made at the Faculty & Staff Service Center, University Student Center, Suite 242.

Once you have submitted the Biographical Update form, please email the MD Registrar’s team (at registrarmd@gwu.edu) to process your change(s) in the School of Medicine records systems, REGI.

How do I update my gender in my record?
Students wishing to update the gender entry may submit the Biographical Update form, through the main campus Registrar’s Office.

How do I update my emergency contact information?
Emergency Contact information changes can be submitted through the Office of the MD Registrar. Requests to update this information can be emailed to registrarmd@gwu.edu.

How do I update my address?
You may update your address through the Biographical Update form. If you experience difficulties updating that form, you can use the Personal Information Menu in the GWeb Information System.

How do I find my GWid number?
Your GWid is a 'G' followed by a series of eight numbers. If you have forgotten your GWid, you may use the retrieval tool to look it up or contact the IT Support Center at (202) 994-4948.

How can I get a PIN for the GWeb system?
Initial student PINs are six characters long and are generated according to the student's date of birth, in a MMDDYY format. You are strongly encouraged to change your PIN, which you may do through the Personal Information menu of the GWeb Information System. If you don’t know your PIN, please try one of the following options:

If you have logged into the GWeb Information System before and have set up your security question and answer, enter your GWid on the GWeb Information System login screen and click on the "Forgot PIN?" button. When presented with your security question, enter the answer that you previously supplied and follow the instructions to reset your PIN.
If you have not set up a security question and answer, click on “HELP” and follow the instructions.

Course Scheduling

What academic year is it?
The MD program is split into two semesters: Fall and Spring. A new academic/calendar year starts with the Fall semester, on July 1st and concludes in December of the same calendar year. The Spring semester starts the first week of January and concludes June 30th. The MD program only uses the 'Summer semester' for remediated coursework.

For example: the 24-25AY (Academic/Calendar Year) is July 1, 2024 (week 1) through June 30, 2025 (week 52)

What weeks make up the Fall semester?
Weeks 1 - 27

What weeks make up the Spring semester?
Weeks 28 - 52

What is Banner?
The GWeb Information System, sometimes referred to as Banner or Banner Self Service, allows online access for GW students, faculty, and staff to many GW services.

Features for Students: make tuition payments, apply for refunds, designate an authorized user to make payments, retrieve transcript information, and update personal information.
Features for Faculty: view a student’s academic profile, set up payroll direct deposit, view your pay stubs, view/update your tax withholding, request to have your W2 form delivered electronically, and update personal information.
Features for Staff: Set up payroll direct deposit, view your pay stubs, view/update your tax withholding, request to have your W2 form delivered electronically, update personal information, and perform HR/Payroll administrative functions

What is a CRN?
A CRN is a 5-digit course reference number. All sections, including lectures, labs, discussions, etc., will have a unique CRN. We use the CRN to identify a course in the Banner administrative records system.

How can I be listed as an instructor on a course in Blackboard?
Identified course directors are listed as instructors for an MD course and section in the student information system, Banner. Banner prompts access to Blackboard. To be listed as a course director, a person must have a faculty assignment through Human Resources and identified as such in Banner. If a person does not have a faculty assignment, the course director assigned to the course in Banner can provide TA (Teaching Assistant) access to the course’s site in Blackboard.

To be listed as a course director for an MD course and section, please reach out to the MD Registrar’s team at registrarmd@gwu.edu.

I am the course instructor/director and would like to use Blackboard but don't know how. Who can I talk with?
For a course to use Blackboard, the course must first be specially identified through the MD Registrar’s team. Once the course is identified, the MD Registrar’s team will connect you with the Blackboard administrative team, which is available to assist with numerous functions of Blackboard including creating a course site, copying that course site to a new semester, and providing access to enrolled students.

What do the section numbers mean?
MD courses use sections 50 and BA, respectively for the predominant campus where the course is being taught: section 50 is reserved for main campus/Foggy Bottom courses; section BA is reserved for Baltimore/Regional Medical Campus (RMC) courses. The MD program is phasing out the use of sections 00, 10, and 24.

Does the Baltimore/RMC campus have different course section numbers?
Yes. Section BA is reserved for Baltimore/RMC courses.

Course Registration

When/How can I register for classes?

Course Registration for the Pre-Clinical years (M1-2), through the MD Registrar’s Office, occurs by cohort based on program requirements.

Course Registration for the Clinical Year (M3): Class Registration for the Clinical year will occur in collaboration with the MD Registrar’s Office. The MD Registrar’s Office will communicate the exact dates and details for registration with students.

Rising MS3 students will participate in a multi-round clerkship course lottery from January – March. This lottery will determine the cohort/order in which the core clerkship courses are taken; the sites/locations in which those courses are taken; and enrollment in electives. Registrations will be processed by the MD Registrar’s team in March. Students will be notified once the lottery results/registrations are available. Once those results/registrations are released, students will use this form to request any course adjustment. MS3/Clerkship courses begin May 1st (week 45).

Course Registration for the 4th year (M4): Class Registration for the post-clinical (4th year) will also occur in collaboration with the MD Registrar’s Office. The MD Registrar’s Office will communicate the exact dates and details for registration with students. Similarly, requested changes to any course registrations should be received by the MD Registrar’s Office for processing within the Student Information Systems (SIS).

Rising MS4 students will participate in a post-clerkship course lottery from January – April. Registrations will be processed by the MD Registrar’s team in April-May. Students will be notified once the lottery results/registrations are available. Once those results/registrations are released, students will use this form to request any course adjustment. MS4/Post-clerkship courses begin July 1st (week 1) – students may take MS4 courses starting May 1st (week 45), with approval.

Current MS4 students will make any schedule adjustments for their MS4 post-clerkship elective courses using the online add/drop form.

How can I check to see if a course is full?

You can check the week availability and seat availability of any course using the course availability tool in the MD Student Portal.

In the MD Student Portal, select “Tools” from the top menu navigation, then select “Course Availability”. This will populate the week and seat availability for courses in a specific academic year. Choose the appropriate academic year from the tabs displayed, then search for the interested course(s).

On the left side of the screen, once a course is highlighted, the week availability, seat availability, and waitlist capacity will display. Please note that courses that require course director approval or are vacation placeholders will not have the week availability, seat availability, and waitlist capacity displayed.

The course I want to enroll in is full. Is there any chance I can get in?
There may be numerous reasons why a course is considered full. Students who would like to be added to the waitlist for a full course can submit a request through the online add/drop form. Students are also permitted to reach out to the course instructor/director and/or course coordinator to inquire about the maximum capacity of the course for any given week(s). Reaching out to inquire about the seating capacity does not equate to being registered in the course.

How do I waitlist a course?
Students who would like to be added to the waitlist for a full course can submit a request through the online add/drop form.

How long do I have to accept my winning waitlist seat?
Students will have 72 hours from the time they receive the automatic waitlist notification to adjust their schedule accordingly.

What if I miss the 72-hour deadline to accept my winning waitlist seat?
If you miss the 72-hour deadline to enroll in the class after being notified, you will need to re-enroll in the waitlist through the online add/drop form.

How do I know if I have a hold?
Students can check their holds in the GWeb Information System.

What is a prerequisite?
A prerequisite is generally a course that you must complete before enrolling in a second course. Sometimes a student is given a choice of prerequisites to complete.

Where is the course catalog?
The Clinical Course Catalog contains course offerings for the Fundamentals of Clinical Medicine and Transitions to Advanced Clinical Practice phases of the GW SMHS curriculum (i.e. the 3rd and 4th year). Courses are searchable by department, course number, prerequisites, or duration. This catalog can be found online here.

Similarly, course descriptions of required first and second-year courses can be found online here.

Grades

When will grades be posted?
Per the accrediting body, Liaison Committee on Medical Education (LCME), required course final grades must be available to students within 6-weeks from the course completion date. The MD program is currently operating under a standard of 4-6 weeks posting time from the course completion date.

What is the hold-up on my grades from an older semester not being posted?
The downloading and posting of final grades from Blackboard and/or MedHub are not automatic processes. The MD Registrar’s team individually downloads and posts final grades for each student, once we are notified final grades have been submitted.

Who do I contact if my grade is incorrect?
Contact the MD Registrar’s team first if you believe that your grade is incorrect.

Can I appeal a grade?
A student who wishes to appeal any component of a grade in a third- or fourth-year clerkship/course must submit an Initial Grade Appeal Form within fourteen (14) calendar days from the date on which the final clerkship/course grade was received. The form must be submitted to,

the Block/Clerkship/Course Director; with a copy to
the Office of the MD Registrar (registrarmd@gwu.edu); and the
the Associate Dean for Student Affairs (rmgoldb@gwu.edu)

The student is deemed to have received the final course/clerkship grade on the calendar day immediately after it is posted in any format. Students may not challenge their grade directly with their preceptor or attending or any individuals other than the clerkship director and Office of the MD Registrar and all appeals must follow the appeal process.

Can I appeal a grade appeal decision?
To further appeal an initial appeal decision, the student has fourteen (14) calendar days from the date of receiving the initial appeal decision to submit, in writing, a second appeal to either the Sr. Associate Dean of Students (pre-clinical grade appeals) or the Department Chair (clinical and fourth-year grade appeals). This second appeal should be made in writing to the Office of the MD Registrar (registrarmd@gwu.edu), who will provide the appropriate person(s) with all of the necessary appeal information.

How long do I have to submit a grade appeal?
Fourteen (14) calendar days from the date on which the final clerkship/course grade was received; or fourteen (14) calendar days from the date on which a decision on the first appeal was received.

What type of evaluation do I submit?
The course director can submit a Uniform Clinical Evaluation (UCE) via MedHub, but if that for some reason does not work for the course director, a UCE or an abbreviated version can be sent to registrarmd@gwu.edu for processing. Electronic versions of the UCE and abbreviated version can be found on the MD Registrar's website here (under 'Forms & FAQs'). It would be at the discretion of the course director which evaluation to complete - the UCE is typically reserved for courses where the students perform some form of clinical work but the MD Registrar’s team will accept both the full UCE version and the abbreviated version from the course director.

How can I submit a final grade evaluation for a student?
Final grade evaluations must be submitted to the MD Registrar’s team through a secure manner, either in a BOX folder or an encrypted email.

Student Status

I need to take a semester off. What should I do?
Students should submit a Request for Potential Leave of Absence form and meet with the Associate Dean of Student Affairs. Any student who does not return to the university after the approved leave period, or who does not register for a leave of absence, must be readmitted to continue their studies at GW.

I'm currently on leave, when will I start receiving notifications about returning?
Students who are on a leave of absence will start receiving notifications from the Associate Dean of Student Affairs about returning, 3-months before the start of the last semester the student is on leave.

How will I register for courses when I return?
The Associate Dean of Student Affairs will work with the MD Registrar’s team before your intended return to ensure you will be registered for courses accordingly. Rising MS2 students and Rising MS3 students who are on a leave of absence will still participate in the course schedule lottery (respectively) and instructions will be sent to those students specifically.

Transcripts & Certifications

How can I get proof that I'm a student?
Self-service enrollment certificates are available from the National Student Clearinghouse via a GWeb link on the Student Records menu. The MD Registrar’s team can also provide letters of good academic standing and enrollment verification through this google form.

Can I rush a LOGS and/or enrollment verification?
Please do not rush a request for a letter of good standing and/or enrollment verification. The MD Registrar’s team will process requests as quickly as they can be given their current operational calendar – requests during certain times in the year may experience a delayed response time due to high volume (i.e. May-June; August-September).

I don't know what type of verification/certification I need, what do I do?
Reach out the MD Registrar's team at registrarmd@gwu.edu to inquire about what might be needed; or complete this google form and select the "Other/Unknown Option" under the question: 'what are you requesting'. A member of the MD Registrar's team will be in touch with you if there are any pending questions.

What makes my transcript official?
Both the official and unofficial transcripts contain the same information about a student’s academic record: a list of classes, grades, and credits. Only an official transcript includes the Registrar’s signature and the college seal. An official paper transcript may not be opened by anyone except the addressee (i.e. an admissions office, employer, etc.).

How can I order a copy of my official transcript?
Official transcripts can be requested online through Parchment Transcript Services. Please refer to the Transcripts section of the main campus Registrar’s website for details. Electronic transcripts are securely delivered to the recipient by email as a secure PDF. At the end of the semester, students can also request a transcript to be held until final semester grades are posted or until their degree is awarded. Available 24-hours-a-day, electronic transcripts guarantee a speedy and secure process. The use of electronic transcripts also promotes an environmentally friendly, paperless process.

How do I get a copy of my unofficial transcript?
Unofficial transcripts can be requested through the MD Registrar’s team by sending an email to registrarmd@gwu.edu.

Graduation & Diplomas

How do I apply to graduate?
Students must submit a graduation application by the deadline for that semester or summer session. You must also be registered for the semester or summer session in which you plan to graduate. The MD Registrar’s Office will communicate with expected graduates when the graduation application is available online and when the deadline for submission is.

I graduated last week. Why isn't my degree on my transcript?
The main campus Registrar’s Graduation Services must receive degree clearance from the MD Registrar to award your degree. Clearance can take 6-8 weeks following the commencement ceremony. If you need verification of graduation before your degree is awarded, please contact the MD Registrar at registrarmd@gwu.edu.

When will I receive my diploma?
Once you have been cleared for graduation and your degree awarded, your diploma will be ordered. Graduates participating in the May commencement ceremony will receive their diplomas during the ceremony. Graduates for off-cycle commencements (Summer-August; Fall-December/January) will have their diplomas delivered, which can take an additional 6-8 weeks following degree clearance.

I no longer have my diploma. How can I get a copy?
Alumni who wish to obtain a replacement copy of their diploma must submit the Diploma Replacement form through the main campus Registrar’s Office with appropriate payment. Please note that the Office of the Registrar does not keep copies of diplomas on file.

Where can I get a photocopy of my diploma?
Photocopies of diplomas for graduates participating in the May commencement ceremony will be available starting the day after commencement through the MD Registrar’s Office. The MD Registrar’s team will communicate with expected graduates the specific details for requesting a photocopy.

Where can I get a certified copy of my diploma?
If you need your diploma certified or notarized, you will need to contact an outside notary after you receive your physical diploma. If you do not know of a notary, we suggest performing a simple web search.

FERPA

What is FERPA?
FERPA (Family Educational Rights and Privacy Act) is a federal law that protects the privacy of student education records.

When a student enrolls in an institution of higher education, he or she becomes subject to the FERPA regulations that govern all colleges and universities. Regardless of age, a student enrolled in a college or university must provide consent to any third party requesting access to his or her education records.

What is an education record?
Education records are records, files, emails, documents, and other materials that contain information directly related to a student (personally identifiable information) and are maintained by the University, an educational agency or institution, or by a person acting for such agency or institution.

What is Directory Information?
Directory information is personally identifiable information from a student's education records that is not generally considered harmful or an invasion of privacy if disclosed.

At GW, directory information includes:

Student’s name; local address (including email); Telephone numbers;
Likeness used in university publications, including photographs;
Names and addresses of emergency contacts;
Dates of attendance; School or division of enrollment; Enrollment status; Field of study; Class; Credits hours earned; Degrees or certificates earned; Honors received;
Participation in university-recognized organizations and activities (including intercollegiate athletics); Height, weight, and age of members of athletic teams
Date of Birth will be considered directory information only for compliance with applicable laws.

Students may notify the School of Medicine and Health Sciences if they do not want any of the information listed above to be designated as directory information ("opt-out"), by submitting a Privacy Disclaimer form to the MD Registrar’s team (registrarmd@gwu.edu).

How can someone else access my student records?
A student's education record may only be released to parents or other third parties under the condition that the student has provided consent through the Student Request for Copy of Education Record form.

Who is a School Official?
At GW, “school officials” are,

individuals employed in an administrative, supervisory, academic, research, or support staff position;
individuals employed by GW-hired contractor or the contractor itself;
Board of Trustees members; and
students serving on an official committee (e.g., disciplinary or grievance committee) or assisting another school official in performing their tasks.

May I communicate with students via email?
Email is an easy way to communicate with students. Before sending an email, it’s important to evaluate the risk associated with sending student information and recognize if it is personally identifiable information (PII).

The Department of Education provides guidance related to communicating with students via email, in this short video: Email and Student Privacy

With regards to communicating grades, students should be referred to GWeb to check their grades or the MD Registrar’s Office.