FAQs

Personal Information

  1. How do I update/correct my name in my record?
  2. How do I update my gender in my record?
  3. How do I update my address?
  4. How do I find my GWid number?
  5. How can I get a PIN for the GWeb system?

How do I update/correct my name in my record?
Please submit a Request for Name/SSN/DOB Update form to our office with copies of appropriate documentation as indicated on the form.

How do I update my gender in my record?
Students wishing to update the gender entry in their student record may submit a signed request at Colonial Central in the Marvin Center. Anyone preferring to submit their request privately may contact the University Registrar, Elizabeth Amundson, at amundson@gwu.edu to arrange a meeting time.

How do I update my address?
You may update your address through the Personal Information Menu in the GWeb Information System. If you experience difficulties updating it online, you may also submit a Change of Address form to our office.

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:

  1. 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.
  2. If you have not set up a security question and answer, click on “HELP” and follow the instructions.

Class Scheduling

  1. What is a CRN?
  2. What is a cross-listed course?
  3. What is a linked course?
  4. What does it mean if a cross-listed course is closed in GWeb, but there are still seats available?

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. While you need a CRN for registration purposes, you can always search for classes in the GWeb Information System and in the Schedule of Classes by subject and course number or title.

What is a cross-listed course?
Cross-listed courses are frequently interdisciplinary courses that are offered under two or more subjects. They meet at the same time and in the same classroom, are taught by the same instructor, and usually have very similar, if not the same, course titles. Courses can be cross-listed within and across departments.

What is a linked course?
A linked course is a course that has a required lab, discussion, or recitation section associated with it. While the lab/discussion/recitation will have its own CRN, it must be taken during the same semester as its corresponding lecture. When registering for a linked course, you must register for both the lecture and its associated lab/discussion/recitation at the same time. Likewise when dropping these courses, you must drop both CRNs at the same time.

What does it mean if a cross-listed course is closed in GWeb, but there are still seats available?
Each individual course has its own enrollment cap, but the courses combined have one overall cap that can be reached through any combination of the individual caps. When one of the cross-listed courses is closed, it does not mean that the other is closed. If you see that one of the courses is closed but seats are still open, check the other course(s) to see if there are any open seats.

Registration

  1. When can I register for classes?
  2. How do I know if I have a hold?
  3. What do the course numbers mean?
  4. Why can't I register for a class if the professor signed the RTF-EZ?
  5. How can I take a class at another university through the Consortium?
  6. I need to take a semester off from GW. What should I do?

When can I register for classes?
Priority registration for fall and spring semesters opens by earned credit hours, in November for the spring semester and in April for the fall semester. The semester registration schedules are available in the Registration section of our web site. Registration for summer sessions generally opens in late March/early April for all students.

How do I know if I have a hold?
Students can check their holds in the GWeb Information System. It is recommended that you check your holds at least one (1) week prior to registration and again just before your assigned date.

What do the course numbers mean?
Courses were last renumbered in Fall 2010 for all colleges and schools:

  • 1000 to 1999: Primarily introductory undergraduate courses.
  • 2000 to 4999: Advanced undergraduate courses that can also be taken for graduate credit with permission and additional work.
  • 5000 to 5999: Special courses or part of special programs available to all students as part of ongoing curriculum innovation.
  • 6000 to 6999: For master's, doctoral, and professional-level students; open to advanced undergraduate students with approval of the instructor and the dean or advising office.
  • 8000 to 8999: For master's, doctoral, and professional-level students.

Why can't I register for a class if the professor signed the RTF-EZ?
Sometimes a professor will sign students into a course above the actual capacity of the classroom, and we cannot process these registration requests. In such instances, we recommend that students contact their advisor about finding another course that is open for registration and will fit their schedule.

How can I take a class at another university through the Consortium?
GW students should review the information on our Consortium web page to register. Visiting students should review Consortium information at their home institution.

I need to take a semester off from GW. What should I do?
Students should work with their academic advisor and Dean's Office to register for a leave of absence using a Registration Transaction form. 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 in order to continue their studies at GW.

Transcripts & Certifications

  1. How can I get proof that I'm a student?
  2. How can I defer my student loans?
  3. How can I order a copy of my transcript?
  4. I need a transcript today but can't get to your office. What are my options?

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. We can also provide a letter of registration for a future semester if you submit a Request for Certification Services form. The Certifications section of our web site describes the various other types of certifications that we can provide based upon information in your student record.

How can I defer my student loans?
Loan companies generally need proof of full-time status for undergraduate students and at least half-time status for graduate students to continue to defer student loans. You can provide us deferment forms from your loan company, or you can obtain an enrollment certificate from the National Student Clearinghouse via GWeb.

How can I order a copy of my transcript?
Transcripts can be requested in-person, online, or by mail/fax/e-mail. Please refer to the Transcripts section of our web site for details.

I need a transcript today but can't get to your office. What are my options?
You can authorize a third party to pick up a copy of your official or unofficial transcript on your behalf.

Graduation & Diplomas

  1. How do I apply to graduate?
  2. I graduated last week. Why isn't my degree on my transcript?
  3. When will I receive my diploma?
  4. I no longer have my diploma and need one for employment purposes. How can I get a copy?

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.

I graduated last week. Why isn't my degree on my transcript?
Graduation Services must receive degree clearance from your school or college in order to award your degree. Clearance can take 6-8 weeks following the commencement ceremony. If you need verification of graduation prior to your degree being awarded, please contact your Dean's Office.

When will I receive my diploma?
Once you have been cleared for graduation and your degree awarded, your diploma will be ordered. Delivery can take an additional 6-8 weeks following degree clearance.

I no longer have my diploma and need one for employment purposes. How can I get a copy?
Alumni who wish to obtain a replacement 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.

Family Educational Rights & Privacy Act (FERPA)

  1. What is FERPA?
  2. How can someone else access my student records?
  3. What is directory information, and what if I don't want it released?

What is FERPA?
FERPA 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.

How can someone else access my student records?
A student's education record may only be released to parents or other third parties under one of the following conditions:

  1. The student has provided consent through the Student Consent form
  2. In compliance with a subpoena
  3. In connection with a health or safety issue
  4. Submission of evidence that the student was declared a dependent on the most recent Federal Income Tax forms, as defined by the Internal Revenue Code of 1986, Section 152, through the Financial Dependency form

What is directory information, and what if I don't want it released?
The university may release the following directory information upon request: student's name; local address (including e-mail); telephone numbers; likeness used in university publications including photographs; names and addresses of emergency contact; dates of attendance; school or division of enrollment; enrollment status; field of study; credits hours earned; degrees earned; honors received; participation in university-recognized organizations and activities (including intercollegiate athletics); and height, weight, and age of members of athletic teams. Date of birth will be considered directory information only for the purpose of complying with applicable laws.

Any student who does not wish directory information released must file written notice to this effect in the Office of the Registrar using the Confidentiality Request form.