The Office of the Registrar ensures the accuracy, integrity, and security of student academic records while supporting essential academic processes and upholding institutional policies. The office is committed to protecting student privacy and maintaining compliance with the Family Educational Rights and Privacy Act (FERPA). Through collaboration with students, faculty, and staff, the office provides reliable, transparent, and student-centered services that promote academic success and institutional effectiveness.
Record Review
Under FERPA, students have the right to inspect and review information contained in their education records, to challenge the contents of their education records, to have a hearing if the outcome of the challenge is unsatisfactory, and to submit explanatory statements for inclusion in their files if they disagree with the outcome of the hearing and appeal process. For information on how to request a review of records or to initiate the grievance and appeal, refer to Policy 1232 Privacy and Confidentiality of Student Records (FERPA).
Transfer Credit and Course Association
A student entering a UWS program may request credit from prior institutions to count toward the UWS degree (transfer credit). A student must request evaluation of transfer credit during the application process. UWS limits the number of transfer credits that can be applied to a degree.
A student who completed a UWS degree may have some courses applied toward another UWS program if the course(s) meet requirements of the new program (course association). UWS limits the number of credits that can be associated between completed degrees. A student who entered a UWS academic program but who does not earn a degree, and who ceases enrollment in the first program and subsequently enrolls in a different UWS program, may associate all courses that apply to the new academic program, without limit.
For more information, refer to the transfer credit section for each academic college within this catalog and Policy 2007 Transfer Credit.
Course Registration and Enrollment Confirmation
The process for course registration and confirmation of enrollment is completed electronically. Students must confirm their enrollment, tuition and fees each term through the Student Gateway. Students with a “hold” status must clear any holds to register. The Office of the Registrar disseminates information on changes to the registration and confirmation process as new procedures are implemented.
Drop/Add Period
Through Sunday of the first week of the academic term, a student may change course registration without financial penalty or impact on academic standing. Beginning on Monday of week two, students dropping a course or cancelling enrollment from the university may be eligible for a prorated refund of certain tuition and fees. Note: Students in the Doctor of Chiropractic (DC), Doctor of Clinical Nutrition (DCN) and Doctor of Occupational Therapy (OTD) programs are not permitted to unilaterally drop or not enroll for a course to lighten their course load. Additionally, DC, DCN and OTD students are not permitted to drop a core curriculum course due to academic performance unless authorized by the program director/dean. Refer to Policy 1215 Drop Add and Policy 1226 Normal Course Load and Modified Schedules.
To add or drop a course, students must submit a completed Add/Drop form to the Office of the Registrar or complete the enrollment change in the Student Gateway. Courses dropped during the add/drop period will not show up on the student’s transcript. Courses dropped after the add/drop period will have the appropriate withdrawal grade (W, WA, WF, or WNP) recorded. Any amount of tuition and fee refund is subject to Policy 3021 Tuition and Fee Refunds.
Transcript Requests
University of Western States, in accordance with the Federal Family Educational Rights and Privacy Act (FERPA) of 1974 and subsequent amendments, does not release a student’s record without the student’s written consent, except when required by law.
Official transcripts are ordered through the online transcript portal. Requests for official transcripts are processed online and must be accompanied by a credit card payment in the amount of the current transcript fee (also posted on the website). Official transcripts bear the registrar’s signature. Unofficial transcripts are available to current students through their account in the Student Gateway.
Transcripts are sent electronically or via U.S. mail within three to five business days to the third-party recipients listed on the request. For additional information, refer to Policy 1237 Transcripts.
Degree Completion and Conferral
A student must complete all program requirements before their degree can be conferred. Academic program requirements include but are not limited to coursework, clinical or fieldwork training (e.g., practicum or internship), and culminating experiences (e.g., capstone or dissertation).
Degrees are conferred at the end of the term a student completes their final program requirements. UWS has partnered with Paradigm to provide one physical copy of the diploma for each degree conferral. Diplomas are mailed to the address the student provides to the Office of the Registrar during their final term of enrollment via the Diploma Name Form or to the address on file, if no new address is provided.
Once diplomas are mailed, Paradigm will notify students about the opportunity to order a Certified Electronic Diploma (CeD) for an additional fee. Students may also order additional hard copy diplomas through Paradigm. Visit the Student Gateway for more information.
Standard Program Length
Standard program length is the amount of time a student needs to complete the academic program if the student takes the courses in the prescribed, full-time sequence outlined in the catalog, passes each course with a satisfactory grade, and maintains continuous enrollment. The standard program length for each academic program is listed in the corresponding section of the catalog. For programs with a dissertation component that is a variable length, the standard program length is listed as a range.
Unless required by Policy 1226 Normal Course Load and Modified Schedules to adhere to the standard curriculum, a student may elect to take courses at a different pace. A student taking courses at a different rate than outlined in the catalog should contact their student success advisor for course sequencing recommendations.
A student’s US federal financial aid award may be reduced if they are not taking courses at a rate that will allow them to complete their academic program within the standard program length. A student may contact the Office of Financial Aid at [email protected] if they have specific questions about their financial aid eligibility and/or award.
Applying for Chiropractic National Board and State Licensure Examinations
The Office of the Registrar certifies course and program completion to demonstrate eligibility to take national board and state and provincial chiropractic licensure exams. To receive university authorization to take an exam, students must apply online with the organization by the established deadline. The organization alerts UWS that there are applications pending that need to be certified. The Office of the Registrar certifies the applications that qualify.
Information on national board of chiropractic examiners, state and provincial licensing exam requirements and eligibility are available online:
Chiropractic
Federation of Chiropractic Licensing Boards: www.fclb.org
National Board of Chiropractic Examiners: www.nbce.org
Canadian Chiropractic Examining Board: www.cceb.ca
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