FAQs (Registrar)

What is my student ID number?
Your student ID number is the nine-digit number printed on the lower-right hand corner of your student identification card. For example: 000012345.

What does it mean to be a matriculating student? A non-matriculating student?
Matriculating students are those who have been formally admitted to the institution and have confirmed their intention to enroll in a certificate, certification, or degree program. Matriculated students may attend classes on either a full-time or part-time basis. Undergraduate matriculating students have a class standing such as freshman, sophomore, junior, and senior.

Nonmatriculating students are those who are taking courses to achieve special professional goals or personal enrichment. Nonmatriculating students may later choose to apply for matriculation, but should be aware that credits taken prior to matriculation may not be applicable to current program requirements. Graduate students who are not yet formally accepted in their graduate program but are taking classes are nonmatriculating students.

How is class status determined?
Class status is determined as follows:

• Senior: 90 or more credits completed
• Junior: 60–89 credits completed
• Sophomore: 30–59 credits completed
• Freshman: 0–29 credits completed

Please note that credits you are currently attempting do not impact your class level until you have earned them by getting passing grades in the courses you are taking.

How do I calculate my GPA?
To calculate your GPA, you need two numbers: your Quality Points and your GPA credits earned.

If you are a GCU student, you can easily get these two numbers from your online transcript. Just look for them on the last line of the transcript on the line marked “Cumulative” or “Cum.” To calculate your GPA from these two numbers, you simply divide the total Quality Points by the total GPA credits.

However, if you are not a GCU student, you can manually calculate your GPA.

If you are not a GCU student, or want to calculate your GPA manually:

1. For each grade value, total the number of credits you received that grade for (for example, receiving an A in 14 credits, a B+ in 12 credits, and a C in 3 credits for all courses that will apply toward your GPA. Transferred courses and certain courses (e.g., Skills Development courses) at GCU do not apply toward GPA calculation.
2. Multiply each total of credits by the appropriate Quality Point Multiplier.
3. Total all the multiplied answers, and you will now have your Quality Points.
4. Total all the credits used to make the above calculation to get your GPA credits.
5. Divide the Quality Points by the GPA credits derived above, and you will have your GPA.

There are two types of GPAs: cumulative and major. Your cumulative GPA includes every course that applies toward your total GPA. Your major GPA includes only those courses that apply toward your major. You calculate both GPAs using the same calculation, but you use different sets of courses in the calculation.

Repeats and Your GPA
When you repeat a course and get a higher grade, the new grade takes the place of the old grade, but the credits only count once. It will be as if you never got the grade in the first attempt, and are now earning this higher grade.

Effect of New Credits on GPA
Every course that you take that applies toward your GPA affects the GPA in some fashion. As you can see from the calculations above, the fewer credits you have, the more of an impact a new grade will have on your GPA. Look at the following examples below.

• Example 1
  Student A has a 3.5 GPA after finishing 16 GPA credits. The next semester, this student only takes 1 course for 3 credits and gets an F in the course. This grade lowers the student’s cumulative GPA to 2.947.
• Example 2
  Student B has a 3.5 GPA after finishing 76 GPA credits. The next semester, this student only takes 1 course for 3 credits and gets an F in the course. This grade lowers the student’s cumulative GPA to 3.36.

As you can see from the above examples, the number of total GPA credits you have can greatly impact the effect one course (or semester) has on your GPA. Student A and B both performed the same in the one semester, but since Student B had finished more credits than Student A, the one F dropped Student B’s GPA much less than Student A’s. This is the same for students trying to raise their GPA with a single course. The more credits you have already completed, the less impact an individual grade/semester has on the cumulative GPA.

How to Calculate a GPA Needed to Raise Your Cum GPA
If you want to calculate what you need to do to raise your GPA to a certain level, it is a relatively simple calculation. However, you need to know three numbers: your current GPA, your desired GPA, and the total number of credits you currently have.

The All-4.0 Method
You can use the following calculation to determine how many credits you need to get straight As in to raise your GPA to a certain level. The formula is listed below:

For example, Jane Smith currently has a 3.5 after 50 GPA credits of coursework. Jane would like to have a 3.75 cumulative GPA. Using the above formula, we would make the calculations as follows:

This calculation tells us that Jane would need an additional 50 credits of straight As to raise her GPA to a 3.75.

The Any Credit Level Method
You can also use the above formula to determine how many credits you need to get a particular GPA in to raise your GPA to a certain level. All you do is substitute the future GPA for the 4.0. The future GPA is the GPA you expect to get in courses not yet taken and does not include any coursework you have already completed.

For example, Jane Smith has a 2.5 after 50 GPA credits of coursework. Jane would like to have a 3.0 cumulative GPA. However, for whatever reason, Jane doesn’t think she can get any higher than a 3.5 GPA in her future courses. Using the above formula:

So, according to this calculation, Jane would need to take 50 credits and get a 3.5 in the next 50 credits in order to raise her GPA to a 3.0.

Can you fax my transcript?
No, we cannot fax transcripts.

I need my transcript today. Can I get a copy on this short notice?
No. We need at least 24 hours (maybe more based on request load) to process a transcript.

I need my transcript somewhere by Friday. Can you send it and I’ll send the money in later?
No, we need the processing fee in hand before we can release a transcript.

Can I fax my request?
No, we need an original signature in order to release transcripts.

Can someone else pick up my transcript for me?
Yes, as long as you authorize us to release the transcript to the third party in the transcript request.

I need a verification for a deferment but I can’t show as less than half-time. Can I get a verification only stating that I am enrolled at Georgian Court University?
No. We are legally required to provide loan companies certain information, including, but not limited to, name, address, Social Security number, enrollment dates, and status.

A course is full but I really need/want to take the course. Is there any way I can get in?
Maybe. We cannot overload a course before a room assignment is made. Once we know how large a room a course is assigned, we can, with instructor approval, exceed the stated course maximum. However, if a room is filled to capacity, we cannot register another student, even with instructor permission.

Change a Course (Undergraduate Students)
You can add courses during the first week of the fall/spring semester and drop courses during the first two weeks of a semester. You can drop or add courses online until 11:59 p.m. on the last day to add/drop online date. Any course dropped online by 11:59 p.m. on the last day to add/drop online will not appear on the transcript. To drop courses via the form, you must submit the form to our office by the close of business on the last day to drop by paper form date.

To add or drop a course, complete and submit this form.

A student who withdraws from a course between the end of the add/drop period and the end of the 10th week of the main session of either the fall or spring semester will receive a grade of W for that course. For terms other than the main session of the fall and spring semester, a student will receive a W if he or she withdraws between the end of the add/drop period and the point at which the term is approximately two-thirds complete. The Office of the Registrar will determine and post the exact dates for withdrawal deadlines for all terms. Students will not be permitted to withdraw from a course with a W after this deadline. In rare, extraordinary circumstances, students may petition for a withdrawal with extenuating circumstances, which will be recorded as a WE. This request must be approved by the provost. A WE should be granted only in circumstances of documentable hardship, such as long term, serious illness. Grades of W and WE are not used to calculate a student’s grade point average, but will appear on the student’s transcript. A student who simply stops attending a course has not officially withdrawn and will receive a grade computed on the basis of all work completed and not completed at the end of the semester, including work assigned after the student stopped attending. Students who receive a grade of W are financially responsible for the course.

How to Withdraw: A student wishing to withdraw from a class must obtain the signature of the chair of the student’s major department, his or her assigned academic advisor, or the dean of his or her major school and submit this form.

Limitations on Withdrawals: A student may not receive a W in more than two courses in one semester/term, or more than six courses total over the course of his or her time at Georgian Court. Grades of WE are not counted in these totals.

Please see the Student Handbook for more information about the Withdrawal Policy.

Change a Course (Graduate Students)
You can add courses during the first week of the fall/spring semester and drop courses during the first two weeks of a semester. You can drop or add courses online until 11:59 p.m. on the last day to add/drop online date. Any course dropped online by 11:59 p.m. on the last day to add/drop online will not appear on the transcript. To drop courses via the form, you must submit the form to our office by the close of business on the last day to drop by paper form date.

To add or drop a course, complete and submit this form.

If you withdraw from courses between 3rd and 14th weeks of the fall or spring semester, you will receive a grade of W for that course. For terms other than the main session of the fall or spring semester, you will receive a grade of W if you withdraw between the end of the add/drop session and the point at which the term is approximately two-thirds complete. Students who receive a grade of W are financially responsible for the course. After the withdrawal deadlines, you will receive grades computed on the basis of all work completed and not completed at the end of the semester. Nonattendance or verbal notification does not constitute an official withdrawal.

Please see the Student Handbook for more information about the Withdrawal Policy.

Take a Leave of Absence
To apply for an official leave of absence for up to two consecutive main academic terms, you must submit a request in writing to our office. A leave of absence permits you to maintain your recorded curriculum at the university. You will be allowed to follow degree major requirements as outlined on your current progress chart if you return to the university within the specified time frame. Students who fail to register for a third main academic semester must reapply to the university through the Office of Admissions. If you leave GCU to take courses at another institution, you are not eligible for a leave of absence.

Withdrawal from the University
Withdrawing from Georgian Court in good academic standing does not warrant any disciplinary action. Students who do this will receive an honorable dismissal. If you do not enroll for consecutive main terms, you are considered to have voluntarily withdrawn from the institution; if you want to continue at GCU, you must then reapply. To withdraw, complete this form.

What do I do if I have previous college/graduate credits I would like applied to my current degree?
If the course was not addressed at the time of application, submit a written request to our office stating the applicable course number and name. Requests must include a copy of the course description and a copy of the cover the catalog description came from. Official transcripts must already be on file in our office. Include in your request your student ID# and the academic program you are enrolled in. You will be notified in writing when a decision has been made.

I am receiving information regarding Commencement, does that mean I am graduating? I did not complete any forms but I paid the graduation fee, am I all set for graduation?
No. Information sent by other offices is in anticipation of graduation only. Only the Office of the Registrar determines graduation eligibility. All students must apply for graduation through the our office. If you submitted an Application for Graduation, you will receive official academic audit results. During your final semester, a final audit for internal purposes will be prepared and we will notify you of any degree requirements that have not been met.

Is there a separate Commencement ceremony for August or December graduates?
No. Currently the university offers one Commencement ceremony. Students graduating in August or December are eligible to participate in the Commencement ceremony of the following May.

Since I applied for graduation I added a minor. Do I need to submit a new application?
No. Complete and submit the Change of Academic Program Form to the Office of the Registrar within the first two weeks of the semester of graduation.

I decided to drop my second major so I did not include it on my application for graduation. Is that sufficient?
No. You must complete the Undergraduate or Graduate Change of Program/Major/Minor form and submit it to our office in order to have something officially removed or added to your academic record.

When will diplomas be distributed?
Students will receive their diplomas via mail directly from our vendor 4-6 weeks after graduation, unless they are on a HOLD by a department within GCU.

Those with HOLDS must be cleared in order to receive diploma and can be picked up at the Office of the Registrar once they are delivered to our office.

My audit states that I have not declared a minor. Do I need a minor to graduate?
No, minors are optional and not required to graduate. The section of the academic audit that deals with minors simply informs you as to whether or not you have formally declared a minor. If you do not have a minor and the phrase “You have not declared a minor” is checked off, there is no need to be concerned. However, if you believe you have declared a minor but that same phrase is checked off, then you will need to formally add the minor to your record via a Change of Academic Program Form.