Registrar - Frequently Asked Questions

General
Registration
Grades/Transcripts
Records
Transfer Credit

General

What must I do to change my name or make a correction to my name or social security number?
Students must have legal documentation (i.e., driver's license, court documents, birth certificates, marriage certificates, passports) to change their name or make a correction to the spelling of their name. To make a correction of their social security number, students must present their social security card and also their driver's license. These changes can be done in person at the Office of the Registrar.

How do I change my address and telephone number on official University records?
The student can call or email the Office of the Registrar and tell them the new address and phone number, or the student can come in person to the Office of the Registrar.

Can I get copies of documents from my files in the Registrar's Office?
Once you are admitted and register for classes, documents submitted for admission are considered the property of JP Catholic and may not be copied for release to the student. If you need copies of the documents submitted, you will need to contact the institution from which the documents were sent.

What information can you release about me over the phone?
According to Family Educations Rights & Privacy Act (FERPA) the following directory information is the only information we can release:

  • Name of student
  • Major field of study
  • Dates of enrollment
  • Degrees & Dates conferred
  • Academic honors
  • Names, addresses, telephone numbers of current and former students, and e-mail address (for verification purposes only)
  • Student's grade level and enrollment status (undergraduate and graduate and full/part-time)

Registration

How do I add or drop a class?

  • In order to add or drop a class, the student must obtain an add/drop form from the Registrar's Office.
  • The student must receive approval from the Provost.
  • Instructor approval is required to add or drop a class. An instructor's approval is communicated by his/her signature on the add/drop form.
  • The add/drop form will only be processed if all signatures are obtained.
  • If the student does not turn in an add/drop form he/she will not receive credit for the class. Therefore, if the student has attended the class and turned in the work but did not submit the form requesting to add the class, he/she will receive a 'F' in the class. The student will also receive an 'F' in the class if he/she did not properly drop the class.

Dropping Courses and the W Grade
A student may drop a course before the end of the second week of instruction by filing the appropriate form with the Registrar, after first notifying the provost, instructor and/or department. A student who wishes to drop all courses will be required to file a Request for Withdrawal form.

  • A course dropped before the end of the second week of instruction will not appear on the student's transcript. If a student drops a course after the end of the second week of instruction and before the end of the seventh week of instruction, the Registrar will assign a final grade of W to the student for that course.

When is the last day to add/drop or withdraw classes?
The last day to add or drop a class is approximately two weeks after the start of the quarter. A student may withdraw from the university before the end of the 7th week of a quarter. If a student withdraws before the end of the second week of instruction, no course entries will appear on the student's transcript for that quarter. If a student withdraws after the end of the second week of instruction and before the end of the seventh week of instruction, the registrar will assign a final grade of W to the student for each course in which the student was enrolled at the beginning of the third week of instruction.

Please consult the Academic Calendar for the exact date.

My class level is wrong. Who can correct it?
Go to the Office of the Registrar. They will first check the student information system to make sure all of your units have been posted.

Can I audit a class?
With the consent of the instructor, currently enrolled students are permitted to audit classes for free. Arrangements are made directly with the faculty member under any rules the faculty member may establish, and those auditing ordinarily do not participate in discussions, exams, or written papers.

Individuals not currently enrolled at JPCatholic and who wish to audit courses may fill out the Course Audit Application Form. The cost for such individuals to audit a course is 20% of the listed course price. Read more here.

Grades/Transcripts

How do I get my final grades?
Final course grades are entered no later than one week after the end of the term. A grade report will be mailed to the student approximately 10 business days after grades are entered.

Can I get my grades or GPA over the phone, through email, or fax?
Because of the Family Educational Rights and Privacy Act (FERPA), we cannot release your grades or your GPA over the phone, through email, or fax.

I have an incomplete ('I') in one of my classes. How long do I have to make up the work?
Students must complete all remaining work no later than the end of the first week of classes of the following quarter (the first Friday on which classes are held). The instructor must submit the grade no later than one week following the completion of the work (the end of the second week of the quarter).

Students must submit a written petition if an extension of the deadline is sought.

I have a concern about my grade.
The grades you receive each quarter are considered final and are rarely overturned. However, if you believe that you received a grade in error, you should discuss it with your instructor within 4 weeks after the end of the quarter.

If I repeat a course is the old grade removed from my transcript?
Student may wish to repeat a course in order to demonstrate an increased understanding of course material or to improve a grade. The original grade you received for that particular class will always remain on the transcript. The class with the highest grade will be used to calculate the cumulative grade point average. You must retake the exact class. All grades will remain on the transcript.

I received a copy of my transcript or quarter grade report, and a course with a failing grade appears, but I dropped it, what do I do?
First, make sure before each drop deadline that the courses you are enrolled for are courses that you are attending and plan on completing throughout the quarter. If you notice after the quarter ends that a course is still on your transcript/grade report with a grade of 'F', this course was never dropped.

To remove this course from your record, you must submit a written petition to the Registrar's Office.

How do I order a transcript?
An official transcript is a comprehensive record of all courses completed John Paul the Great Catholic University. Official transcripts are printed on security paper and are embossed with the John Paul the Great Catholic University seal and signature of the Registrar.

Current students can order official transcripts by filling out an Official Transcript Request form.

Any student whose University financial account is clear may obtain a copy of his or her official transcript. Transcripts will not be released for students who have an outstanding financial obligation to the University. The request may be submitted in person, mail, or fax. Transcripts may be sent via U.S. Mail or FedEx. Transcripts are $10.00 each with an additional $30.00 for the expedited FedEx Delivery. Payment can be made by check or cash. Transcript requests are processed in the order in which they are received. The normal processing time is two business days, however, during peak times and registration, this time period may be longer. It is a violation of federal law to release a copy of a transcript without the student's specific authorization.

Before you order your transcript:

  1. Check and clear your holds. Contact Billing or the Finance Department for questions about outstanding account balances. You must clear any financial obligations before a transcript can be issued.
  2. Verify your grades/ degree status are current: If you order a transcript without checking your records and your transcript is wrong, you are responsible for reordering and paying for another transcript.

Contact the Registrar's Office to:

  • View your current quarter grades
  • Confirm grade changes
  • Confirm your degree status

If your degree status or grades are not current, wait to order your transcript until these have been updated.

Records

I need to get official enrollment verification of my student status. Where do I go?
Enrollment verification may be provided upon request to students for the purposes of health and auto insurance, credit card application, employment application, and scholarship application. An enrollment verification usually includes the following information:

Official written verification of your enrollment or registration status can be obtained from the Office of the Registrar. Complete a Verification of Enrollment form. You must complete and sign the form authorizing what information may be released. Please allow 3 business days to process verifications.

How do I restrict information from my record (name and address for example) from being released?
You can restrict information by filling out a FERPA release form, which can be obtained from the Registrar's Office.

Transfer Credit

Please refer to the transfer page for more information about Transfer Credit.