Parent Resources

This page exists to address some of the questions and concerns that the Office of the Registrar receives from the parents of our students.

As college is a time of transition into adulthood and independence, we encourage students to take the initiative to call our office or to come in with any questions. One of the best things that you can do as parents to empower your students is to provide them with the resources that they need to address their concerns.




Family Educational Rights & Privacy Act (FERPA)

FERPA is the 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 university must provide consent to any third party requesting access to his or her student records.

A student's record may be released to parents only under one of the following conditions:

  1. The student has provided written consent
  2. In compliance with a subpoena
  3. In connection with a health or safety issue
  4. Submission of evidence that the parents declare the student as a dependent on their most recent Federal Income Tax forms, as defined by the Internal Revenue Code of 1986, Section 152

The University may release the following directory information upon request: student's name; local address (including email); telephone numbers; likeness used in University publications including photographs; names and address of emergency contact; dates of attendance; school or division of enrollment; enrollment status; field of study; credit 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. 

Any student who does not wish directory information released must file written notice to this effect in the Office of the Registrar. (Click here for the Confidentiality Request Form.)

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FAQs


How can I get proof that my son/daughter is a student?

We can provide a Letter of Enrollment for the current semester, but only once the semester has begun. We are able to produce a Letter of Registration for an upcoming semester if your son/daughter has registered for classes at the time of the request.

To request either a Letter of Enrollment or a Letter of Registration, your son/daughter should fill out the Certification Services form so that we have the request in writing. The request can be mailed or faxed to our office, or your son/daughter may come in to place the request in person.

These letters are generally completed within three business days. We are happy to hold the completed certification in our office for student pick-up, or we can mail or fax it directly to the recipient.

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I need something from GW in order to continue my son/daughter's health insurance. What should I do?

Insurance companies usually need proof of student status to extend health coverage.

You can provide your own insurance forms to complete, or we can provide a Letter of Enrollment for the current semester. Your son/daughter should fill out the Certification Services form so that we have the request in writing. The request can be mailed or faxed to our office, or your son/daughter may come in to place the request in person.

These letters are generally completed within three business days. We are happy to hold the completed certification in our office for student pick-up, or we can mail or fax it directly to the recipient.

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How can my son/daughter defer student loans from another institution?

Loan companies usually 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 your own forms to complete, or we can provide a Letter of Enrollment for the current semester. Your son/daughter should fill out the Certification Services form so that we have the request in writing. The request can be mailed or faxed to our office, or your son/daughter may come in to place the request in person.

These letters are generally completed within three business days. We are happy to hold the completed certification in our office for student pick-up, or we can mail or fax it directly to the recipient.

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My son/daughter is having trouble registering for classes. How can I help?

We encourage students to take independent initiative and call our office at (202) 994-4900 if they are having trouble registering for classes. Also, unless your son/daughter has filed a consent form, we will not be able to discuss his or her detailed schedule of classes with you due to FERPA regulations.

If a student is having trouble registering for a specific course and cannot do so online because it is closed, the student should contact the professor of the course to see if the professor is willing to sign the student into the course. The student will need to fill out the RTF-EZ form, have it signed by the professor of the course, and submit it to our staff in Colonial Central. The Office of the Registrar cannot create additional seats in a closed course.

Sometimes a professor will sign students into classes above the actual capacity of the classroom. The Office of the Registrar 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.

  • Columbian College of Arts and Sciences: (202) 994-6210
  • Elliott School of International Affairs: (202) 994-3002
  • School of Business: (202) 994-7027
  • School of Engineering & Applied Science: (202) 994-9466
  • School of Public Health & Health Services: (202) 994-7891

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My son/daughter is considering withdrawing from GW. What is the process for this?

If a student wishes to withdraw completely from the university and is registered for classes, (s)he must drop those courses via the GWeb Information System (until the end of the add/drop period) or with the Complete Withdrawal form. This form needs to be signed by the Dean of the school in which the student is enrolled and will be forwarded to the Office of the Registrar once the Dean has approved it.

The student will also need to contact any other department(s) with which (s)he has contracted (e.g. Housing Programs, GWorld Card, etc). A copy of the Complete Withdrawal form can be provided to the student as proof of withdrawal.

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My son/daughter needs to take a semester off, but plans to return to GW. How can (s)he do this?

Students can register for a leave of absence for up to one year with the Registration Transaction Form. They should work with the Dean's Office of the school in which they are enrolled and their academic advisor in order to receive approval for the absence. Any student who does not return to the university after the approved leave of absence period, or who does not register for a leave of absence, must be readmitted in order to continue his or her studies in the future.

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How can I access my son/daughter's records?

This issue is governed by a federal law called FERPA (Family Educational Rights & Privacy Act), which is intended to protect student privacy and rights concerning educational records.

A student's record may be released to parents only under one of the following conditions:

  1. The student has provided written consent
  2. In compliance with a subpoena
  3. In connection with a health or safety issue
  4. Submission of evidence that the parents declare the student as a dependent on their most recent Federal Income Tax forms, as defined by the Internal Revenue Code of 1986, Section 152

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Other Useful Resources:





The George Washington University
Office of the Registrar
Updated August 5, 2009
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