You can obtain an enrollment verification letter by going to your Portal account. Login to the Portal and enter STAR, click on Student Services and Housing. Next click on Student Records and select Request NSC Enrollment or Good Student Discount Verification.
You can select current enrollment or all and then click on obtain document and print out the letter.
When a proposal is ready for you to review, CIM will send you a notification from the Catalog Editor with the email address firstname.lastname@example.org. Follow the link in this email, or go to the CIM Approval pages at futurecatalog.wvu.edu/courseleaf/approve. Once there, change Your Role using the dropdown menu to the appropriate workflow role name and select the proposal needing reviewed.
The easiest way to check on the status of any proposal is through the main CIM Courses (http://futurecatalog.wvu.edu/courseadmin) or CIM Program (http://futurecatalog.wvu.edu/programadmin) site. Find the proposal and view the workflow list on the right side. The role displayed in green is currently reviewing the proposal. To contact this person, click the role name to send an email. Once a proposal has been approved, time is needed for Registrar staff to process the approved proposal. Once the proposal is processed, the workflow will no longer be displayed and will be replaced by a link to the history of the proposal that has been processed.
In order for CIM Programs to work correctly in Internet Explorer (IE), IE must have Compatibility Mode turned off. Press the Alt key to display the top menu. Access the Tools menu. Click Compatibility View settings. Uncheck the box that states, “Display all websites in Compatibility View.” Click Close. If you continue to experience problems, use an alternate web browser (Firefox) or contact the Office of the University Registrar at 304-5355 or email Bethany.Haymond@mail.wvu.edu.
Not all programs of study have audits represented in DegreeWorks. If the program of study is not in DegreeWorks then an audit will not appear. Each semester students who are not active are removed from DegreeWorks to ensure the system runs efficiently. If a student is not found in DegreeWorks, the student should contact his/her advisor who will notify the Office of the University Registrar to manually extract the student’s data from Banner.
Only students with an active MYID are able to access DegreeWorks. There are special character restrictions that can interfere with a student’s ability to log into DegreeWorks.If a student’s password has any special characters such as a %, +, or $ sign(s) the student should change the password by using the MYID password change process. Also, please note that browser cache on their PC may need to be cleared and try to utilize alternate internet browsers such as: Internet Explorer, Mozilla Firefox, or Google Chrome.
Only faculty/advisors with the advisor role in Banner have access to DegreeWorks. Please have your department/college check to see if you are coded as an advisor in Banner on the SIAINST form. If you are not listed as an advisor and should be, visit the Office of the University Registrar’s website to download the Faculty & Advisor Role Update form. Once the form has been completed with the appropriate approvals and submitted to the OUR, the role will be updated. If you have previously been listed as an advisor, you may have become inactive and will need to submit the form to update your role.
All of the data displayed in DegreeWorks is derived from data in the Student Information System (Banner). If there is information that is not showing in DegreeWorks then it is not in Banner. Occasionally, there is a timing issue as to when information is entered into Banner that has not yet made it to DegreeWorks. Data from Banner is refreshed in DegreeWorks on a nightly basis. Please allow 24 hours from when information appears in Banner to appear in DegreeWorks. Students should contact their advisor if they notice a discrepancy between the information in DegreeWorks and what appears in Banner.
The data in DegreeWorks is automatically refreshed from the data in Banner each night. Once an academic program change is entered in Banner please allow 24 hours for the information to appear in DegreeWorks. Students may use the What-If feature for their new academic program to determine what the requirements are for the new academic program.
GEC Objective 2 requires a total of 13-14 credits to fulfill the requirement. GEC 2A requires 3 credits, GEC 2B requires 7-8 credits, and an additional 3 credits are required from either GEC 2A, 2B, or 2C. Once a student has satisfactorily completed the requirements for each group, the requirement will be checked off in DegreeWorks.
The Insufficient block represents courses that are not satisfactory to fulfill a requirement given the rules written in the audit. Withdrawn courses, repeated courses, and courses that do not meet the minimum grade required will display in this section of the audit. For instance, if a grade of C or higher is required in a major course and a student completes the course with a D, the completion with the grade of D will display in the Insufficient block.
Some degree blocks may contain non-course items, which are required for graduation. Any non-course items that are completed by exception must be performed before all requirements for the block (and defacto for the degree) will display as complete.
Requirements in DegreeWorks are pegged to Catalog Year, and the requirements are listed in that particular catalog. If you believe you are in the incorrect catalog year, please speak with your advisor to determine the best way to proceed.
The last day to drop a full term course without a “W” is during the first week of the semester. The drop dates vary depending on when the course begins and ends. The add and drop dates are available on this page.
You can drop all your classes online through your Portal account prior to the end of the semester if you have no holds or you can email the Office of the University Registrar from your Portal account at email@example.com. Please click here for more information.
If you have a hold which is not letting you change your registration, you will either need to come into the Office of the University Registrar or send an email to firstname.lastname@example.org from your Portal account explaining that you need to drop a course.
Diplomas retained by or returned to the Office of the University Registrar will be held for two years. This includes diplomas that are retained in the office for financial holds, have been returned to sender, or shipped to the office for pick up. After two years of the conferral date, any request for a diploma by the student will incur fees and fall under all policies associated with ordering a replacement diploma.
Diplomas will be mailed to the address that the student supplies on the graduation application in the Portal. If the address needs to be updated after applying to graduate, the student must email the Office of the University Registrar from their Portal account by the end of the semester. Changing an address in the Portal will not automatically change the diploma address.
Graduates with a financial hold on their account must take care of these before their diploma can be picked up or mailed. These students will not receive their diplomas until the hold has been removed by the office that had placed the hold on the account.
Diplomas will be mailed in the weeks following the degree conferral. Students will receive an email to their Portal account when the diploma is shipped, if the student does not have any financial holds. Tracking numbers will not be available.
If a diploma is being mailed to an address outside of the United States it may take an additional 4-6 weeks for delivery.
Once the student’s college has certified and documented the degree award to the Office of the University Registrar and once the degree is posted, students will be able to order official transcripts. College degree certifications usually are received and fully-processed within four weeks following the posting of final grades at the conclusion of the semester. Following processing of degree certifications the last two weeks are dedicated to diploma preparation and printing. Accordingly, official transcripts will be available earlier than the diploma. Students may monitor their unofficial transcript in the Portal for the posting of “Degree Awarded” with the conferral date listed beside it before ordering an official transcript.
Notarizations and Apostilles are a means through which a diploma or transcript is vouched for as authentic. Notarizations can be performed by the Office of the University Registrar. The Office of the University Registrar can notarize a diploma or an image of a diploma that has been scanned or faxed. The student should inquire with the agency seeking the verification to determine what would acceptable. The Registrar’s Office can also notarize official transcripts. We cannot notarize an image of a transcript or an unofficial transcript.
There is a $12.00 service fee for each shipment. The student must pay by a cashier’s check, money order, or request that their student account be charged. If the student account is charged, the student must pay Student Accounts and notify the Office of the University Registrar once the payment has been made.
Once a document is notarized, it may then be sent to the Secretary of State for an Apostille seal if this level of authentication is needed. For more information on Apostilles, visit the Secretary of State’s website or call the Secretary of State at 1-866-767-8683.
Please send these items to the following address:
Office of the University Registrar
PO Box 6878
Morgantown, WV 26506
Orders typically take 4-6 weeks after the paperwork has been received and processed.
Please note: Replacement diplomas will include the word “REPLACEMENT” in approximately size 8-9 font centered at the bottom of the diploma. Also, signatures on the diploma will be updated to reflect those individuals currently in office as well as the current title of the college.
Please visit the WVU catalog regarding the honors policy. The grade point average for honors consideration for a baccalaureate is based on baccalaureate-level college work attempted through the final semester. This calculation includes all baccalaureate-level college work attempted at institutions accredited by regional accreditors in the United States.
For a course to be considered degree-applicable, it must move the student closer to completing his/her degree and ultimately, graduation. In other words, it must complete/satisfy some degree requirement which also comprises part of the credit total needed for the degree. If the student completes all remaining requirements and can graduate without including this course, then it is not degree applicable.
Generally a course would not be considered degree applicable for one of the following reasons: a) the course was successfully passed in a previous semester (repeat course) and/or the course has already been counted for credit the maximum number of times; b) the student did not earn the minimum grade required for the course or the course was an excess elective that is not required for the degree and does not need the course to meet the overall credit-hour requirements for the degree.
For example, say a student took HN&F 171 and earned a D and is in a major which does not require that course. Then the student later re-took the course since it is eligible for a D/F repeat and earned a grade of B. The 2nd attempt (B) would not be degree applicable since the first attempt previously counted. Also, if a student has previously passed PE 108 two times (which is the current limit on all PE activity courses) and then passes it a third time, the third attempt would not be degree-applicable because the student had already counted the course for the maximum number of allowable credits (two).
DegreeWorks will show an audit based on the current academic information present in Banner, the University’s Student Information System. Accordingly, there may be several reasons why an audit in DegreeWorks does not match a certification form.
The student changed his/her major during the semester – if a student changes his/her major during the middle of a semester, he/she can be certified towards either the old or new major for both the 6 & 18 hour rules only. Thus, a student may be certified towards an old major since the courses he/she registered for were degree applicable to the old major but are not degree applicable to the new major.
The student may have specified a major and/or declared an area of emphasis and/or minor via an NCAA Declaration of Degree form – if a student is not yet able to be admitted into a major code, but needs to specify which major and/or which area of emphasis he/she is pursuing for certification purposes, he/she can do so by completing the NCAA Declaration of Degree form (see #5 below for more on this form). You should certify the student towards the information listed on the certification form and use the WHAT-IF feature in DegreeWorks if necessary.
The student is in his/her first two years/four semesters – any student who is in his/her first 2 years, or four full-time semesters, can be certified towards any major. Thus, a student may have more degree applicable credits towards a different major than what he/she has listed in Banner. Please note that once a student in his/her third year/ fifth full-time semester or later he/she must be certified towards the degree information listed in Banner only.
In order to certify whether a student-athlete has completed 40/60/80% of his degree, the student must have declared a major and in some cases, a specific area of emphasis attached to that major. However, there are certain cases where this information cannot be declared in Banner.
For example, if a student is currently listed in the Pre-Business & Economics major but is not yet admissible into a specific B&E major, that student cannot be certified until he/she specifies which major in Business & Economics he/she plans on pursuing. The Pre-Business & Economics major is not a degree-granting major, so the student must indicate the degree-granting major he/she plans to pursue. In addition, some majors require an area of emphasis which is not possible to declare in Banner if the student is not in the major to which it is attached. The indication of an intended major and area of emphasis can be done by completing the NCAA Declaration of Degree form, which both the student and the academic advisor will sign. These forms are kept on file with the Athletics Certification Specialist in the OUR and are used for NCAA academic certification purposes only.
Office of the University Registrar
West Virginia University
P.O. Box 6878
Morgantown, WV 26506 email@example.com