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, compiling 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.

   Quick Access:


  • Clinical Course Catalog
  • Descriptions of Required First- and Second-Year Courses

    Course Registration for the Pre-Clinical Years (MS1-2): Occurs by cohort based on program requirements. The MD Registrar will register preclinical students before the beginning of each academic semester.

    Course Registration for the Clinical Year (MS3): 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 and once those results/registrations are released, students will use the add/drop registration form to request any course adjustment. MS3/Clerkship courses begin May 1st (week 45).

    Course Registration for the 4th-year (MS4): Rising MS4 students will participate in a 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 and once those results/registrations are released, students will use the add/drop registration form to request any course adjustment. MS4 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 elective courses using the add/drop registration form.

Adding & Dropping Courses:

Add/Drop Registration Form

Adding a Course = Students may submit an add/drop form to add a course up until one week/7 days before the class begins. 

  • Requests to add a course within 1 month/30 days of the scheduled start date require Course Director approval unless stated otherwise in the course's description in the online catalog.

Dropping a Course = Students may only drop a course up until one month/30 days before the scheduled start date. 

  • Requests to drop a course within 1 month/30 days of the scheduled start date require Course Director or Course Coordinator approval unless stated otherwise in the course's description in the online course catalog.
  • Requests to drop a course within one week/7 days of the scheduled start date require the Course Director/Coordinator and an OSA Advisory Dean's approval. You must provide the course director/coordinator approval to your OSA Advisory Dean FIRST.

Approvals should be added as an attachment within the add/drop form and MUST state the approval. Emails indicating the intent to add and/or drop a course, do not constitute approval.

Checking Course Availability:

Students should first 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.
Extramural Electives / Away Rotations:

Away Electives 101 (coming soon)

Adding/dropping an extramural elective (or away rotation course) requires submission of the Extramural Elective Request Form, which provides the MD Registrar with specific contact information. The Host Supervisor will be contacted by the MD Registrar with important grading information and this contact information will be used in case of an emergency. THIS REGISTRATION FORM MUST BE SUBMITTED TO THE MD REGISTRAR BEFORE A STUDENT PLANS TO TAKE THE EXTRAMURAL ELECTIVE/AWAY ROTATION.

IMPORTANT NOTE: There must be a current Affiliation Agreement with the host institution in place before a student can be approved to take the extramural elective/away rotation. If there is not a current Affiliation Agreement, there is no guarantee an agreement will be reached; please allow a minimum of 90 days to secure an agreement.

Extramural Elective Request Form

Research Electives:

Adding/dropping a research elective requires submission of a different registration form than the normal add/drop registration form. The Research Elective Request Form provides the MD Registrar with specific mentor contact information, who will be contacted by the MD Registrar with important grading information.

*IDIS363 requires the submission of this Research Elective Registration Form. Once that is submitted to the MD Registrar's Office, students need to submit the form to the CTR Blackboard site.

Research Elective Form

Course Director Approval Required Courses:

Courses that require the approval of a course director to be registered, will have this disclaimer stated in the course's description in the online course catalog as well as designated in the prerequisites field when looking up a course's availability.

For courses that indicate approval is required, you must upload email approvals from the course director and/or course coordinator for the course(s) you wish to add/drop. Email approvals must clearly state that you are approved to add/drop course(s) for the specific weeks in your submitted request.

Grades shall be assigned to any individual student registered 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.

The downloading and posting of final grades from MedHub and/or submitted final grade evaluations are not automatic processes. The MD Registrar’s team individually downloads and posts final grades for each student; during busy times for the MD Registrar, a delay in posting grades to transcripts may be experienced.

Conditional Grades:

This visual outlines the flow of final conditional grades for preclinical and clinical students.

Grade Appeals:
Preclinical (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 the Student Grade Appeal Form within fourteen (14) calendar days from the date on which the final block/course grade was received. 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 Block Director will send an appeal determination to those mentioned above, within 14 calendar days, via the Grade Appeal Response Form.

To further appeal an initial 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,

  1. the Senior Associate Dean of Students;
  2. the Associate Dean for Student Affairs (rmgoldb@gwu.edu(link sends email)); and
  3. the MD Registrar (registrarmd@gwu.edu(link sends email))

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

Student Grade Appeal Form

Clinical (MS3 and MS4) Student Grade Appeal Process:

A student who wishes to appeal any component of a grade in a third- or fourth-year course or elective must submit the Student Grade Appeal Form within fourteen (14) calendar days from the date on which the final grade was received. The student is deemed to have received the final grade on the calendar day immediately after it is posted, in any format. If the correct Student Grade Appeal Form is not used, the grade appeal will not be considered. The Clerkship/Course Director will send an appeal determination to those mentioned above, within 30 calendar days, via the Grade Appeal Response Form.

To further appeal an initial 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,

  1. the Department Chair;
  2. the Associate Dean for Student Affairs (rmgoldb@gwu.edu(link sends email)); and
  3. the MD Registrar (registrarmd@gwu.edu(link sends email))

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 calendar days to respond to those mentioned above with the appeal decision, via the Grade Appeal Response Form.

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

  1. the Senior Associate Dean of Students;
  2. the Associate Dean for Student Affairs (rmgoldb@gwu.edu(link sends email)); and
  3. the MD Registrar (registrarmd@gwu.edu(link sends email))

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. 

Student Grade Appeal Form

Current students can request a Letter of Good Standing (LOGS), Enrollment Verification, and/or any other certification through the Google Form below. This form should NOT be used if you need a license verification form submitted; expected graduates and/or alumni should read the other respective sections for additional information.

Certification & Verification Request Form

Expected Graduating Students:

After Match, students will receive communication from their residency program regarding licensure application documentation and requirements. Please read through your licensure applications carefully before asking the MD Registrar to complete any verifications on your behalf. 

Expected graduates will receive communication from the MD Registrar's Office, after Match, concerning licensure applications that can be submitted before and after graduation. 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.

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.

Degree Requirements:

A list of graduation requirements can be found here

Students can perform a personalized graduation check through the MD Student Portal. In the Student Portal, select “Tools” from the top menu navigation, then select “Graduation Check”. If specific questions and/or concerns result from your personalized graduation check, feel free to email the MD Registrar’s team.

Students are responsible for ensuring the graduation requirements are being met. The course lottery may enroll you in the required courses but it is not guaranteed. It will be your responsibility once the lottery results are released, to ensure any remaining requirements are added to your schedule accordingly.

Questions about your degree audit or don't understand what is required? We are here to help and will answer your questions!

Degree Clearance:

Degree clearance is a three-step process:

Step 1) The MD Registrar performs a check of each expected graduate's record in the Fall semester of their MS4 year, and will notify students and their Advisory Deans accordingly, to ensure there is proper time to adjust their schedules to meet the outstanding graduation requirements.

Step 2) Starting in January, the MD Registrar will continue performing individual requirement checks for expected graduates and 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 an "In-Progress" grade but please note that we are working directly with all those involved to receive grades and post grades correctly and efficiently.

Step 3) Once all final grades have been received, a few days before graduation, the MD Registrar will clear the graduation applications in the system, prompting the main University Registrar’s Office for official clearance. Graduates will receive an automatic confirmation when their graduation applications have been cleared by the main University Registrar - clearance can take 6-8 weeks following the commencement ceremony but the main University Registrar’s Office is aware of the time constraints for our MD graduates regarding residency applications and such.

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 starting the Tuesday after graduation.  

Graduates for off-cycle commencements will have their diploma delivered by the main University Registrar’s Office, 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. Off-cycle graduates will not have a photocopy of the original diploma available.

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. 

 

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.

Unofficial transcripts can be viewed through GWeb.

Name Changes:

Name and Biographical information changes must be submitted through the main University’s Registrar’s Office.

Once you have submitted the required documentation to the main University’s Registrar’s Office, please email the MD Registrar’s team to process your change(s) in the SMHS systems and the AAMC.

Accessing Records:

Students have the right to request a copy of their education records by submitting this Google Form. 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.

Privacy & FERPA:

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 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 MD Registrar to instruct the SMHS to withhold “directory information.”

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 web-page.

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

*For applications through the Medical Board of California's DOCS portal: the MD Registrar's Office can complete the 'Form MED' and upload it to the portal on your behalf; for the "Medical School Transcript" - you must order an official transcript through the main University Registrar's Office (see instructions above) and have it electronically sent to registrarmd@gwu.edu(link sends email). The MD Registrar's Office will then upload it to the portal on your behalf.

Residency/Fellowship application processes begin with your request to the ERAS Fellowships Documents Office (EFDO) for an ERAS token; a unique identifier that provides you access to MyERAS. You will then be able to complete the MyERAS application, select programs, and submit supporting documents. Once you have registered your ERAS fellowship token in the ERAS application, you will have the ability to upload your Photograph, MSPE, Medical School Transcript as well as ABSITE Transcript. You will also have the ability to request your MSPE and Medical School Transcript** via MIDUS (Medical Institution Document Upload Service). 

Step-by-step instructions for submitting MIDUS requests can be found online here

**Transcripts for ERAS, otherwise known as Medical School Transcripts, can be unofficial and can be uploaded to the portal by the MD Registrar's Office once the request is received.

Questions related to your ERAS token can be sent to Ms. LaQuita Ross (lbeale@gwu.edu(link sends email)). Questions related to your MIDUS request for your MSPE and/or Medical School Transcript can be sent to the MD Registrar.

Step-3 Exam degree verifications will be completed by Rhonda Goldberg, the Associate Dean for Student Affairs, and the MD Registrar directly through the Federation of State Medical Boards portal, after graduation.

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.

MS3 24-25AY Grading Deadline Calendar

MS4 24-25AY Grading Deadline Calendar

There are two options for faculty to submit final grades to the MD Registrar: (1) through the Uniform Clinical Evaluation (UCE) form in MedHub; or (2) uploaded to secure BOX folders (see links below). Posting final grades in Blackboard for students does NOT submit them to the MD Registrar’s Office. Unless specifically requested by the MD Registrar, submitting final grade evaluations through email is no longer an acceptable method of submission as either MedHub or the BOX folders are more secure. PLEASE NOTE: you must label the document uploaded to either BOX folder with the course name/number.

MS3 Core Clerkship Final Grades BOX Folder

MS3 Elective Grades BOX Folder

MS4 Course and Elective Grades BOX Folder

Course Scheduling:

If you need to make a change(s) to your course during the current academic year, including any prerequisites or week availability changes, please contact the MD Registrar's Office.

Each Fall semester, the Office of Student Affairs will contact the course directors and course coordinators about planning for the upcoming academic year, in regards to their course availability and course specifics as outlined in the online course catalog. 

Course Directors and Coordinators should utilize the provided upcoming academic year calendar for planning purposes, as well as review their course(s) information in the current online course catalog to determine any necessary edits. Main Campus courses should submit any changes for the upcoming academic year to Ms. LaQuita Ross, via a Google Form. RMC courses should submit any changes for the upcoming academic year to Ms. Deaysa Dixon, via email.

Final Grade Evaluations:

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 the MD Registrar's Office.

Uniform Clinical EvaluationAbbreviated Evaluation & Final Grade Form

It is 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.

Grade Changes:

A Grade Change Form should be submitted 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 and grades that are incorrectly submitted also require a Grade Change Form.

Grade Change Form

Grade Appeals:

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 a Grade Appeal Form within fourteen (14) calendar days from the date on which the final block/course grade was received. A Grade Appeal Response Form must be sent to the student, the Associate Dean for Student Affairs, and the MD Registrar within 14 calendar days of receiving the appeal.

Ms3 and Ms4 Student Grade Appeal Process: 
A student who wishes to appeal any component of a grade in a first- or second-year block must submit a Grade Appeal Form within fourteen (14) calendar days from the date on which the final block/course grade was received. A Grade Appeal Response Form must be sent to the student, the Associate Dean for Student Affairs, and the MD Registrar within 30 calendar days of receiving the appeal.

Grade Appeal Response Form

REGI, Blackboard, and MedHub:

Blackboard: 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 MD Registrar. It is important to note that changes take approximately 24-hours (or overnight) with a system refresh.

MedHub: 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. 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 MD Registrar.

REGI: Assigned course directors and course coordinators should have access to the Medicine program's internal student information system, REGI. REGI will allow you to view your assigned course's roster, student email list, student photos, etc. 

If you have questions about REGI or are experiencing issues within REGI, please contact LaQuita Ross in the Office of Student Affairs.

 


Academic Calendars

2024-2025 Academic Year Calendar

2025-2026 Academic Year Calendar (coming in Spring 2025)

MD Academic Calendars By Class Year

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Need to take a Leave of Absence?

All students in the M.D. program can request a change in student status for any fall/spring semester. Students will meet with the Associate Dean for Student Affairs to discuss the nature of the request and then submit the request via the Request for Potential Leave of Absence Form, which will initiate the process. 

Once a change in student status is approved officially, it will be processed in the student information systems accordingly and the student will receive an email from the Associate Dean for Student Affairs confirming the leave of absence and requirements to return. All students who are placed on a leave of absence will be contacted starting three months before the anticipated date of return, to begin that the return process.

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Forms for Students

 

Forms for Faculty & Staff

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Contact Us

registrarmd@gwu.edu(link sends email)
202-994-3419 

George Washington University
School of Medicine and Health Sciences
2300 Eye Street NW, Room 204A/B
Washington, DC 20037

Drop-In Business Hours: Monday through Friday 9:00 am - 5:00pm

Who Are You Talking To?

Cynthia Eichele, M.A. (MD Registrar / Director of Registration and Records)
Michelle Glass (Registrar Associate)
Anthony Milton (Registrar Associate)

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Frequently Asked Questions & Answers:

I'm currently on a Leave of Absence, can I access my schedules and grades?

Access to student records is limited when a student is on a leave of absence. You should contact the MD Registrar for assistance accessing your schedule, records, and/or grades.

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 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. 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 get a final grade for my away rotation?

The MD Registrar will communicate with the Host Supervisor and provide grading details and deadlines. Completed final grade evaluations must be sent to the MD Registrar by the host institution.

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.

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?

Clearance can take 6-8 weeks following the commencement ceremony. The main campus Registrar's Office is aware of the urgency to clear MD students so residency and licensure applications can be completed before July 1st but they are processing degrees for the entire GWU graduating population, so there will be a delay.