Registrar Forms
Forms Can Be Submitted Electronically
If you can't make it to our office to drop off your form, that is ok! Our office will accept all forms that are sent from a WCU email account. We just ask that the form is completed IN FULL, including signatures. Electronic signatures on the form or a confirmation email from the signatory's WCU email account attached to the form will serve as approval.
Enrollment and Registration
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Course Audit Form
This form is due by the end of the ninth instructional week of the semester and can only be applied to one class per term. The course will be carried on the transcript and will be counted for billing purposes, but will not count towards the GPA or degree requirements. Please read about Auditing Privileges in the University Catalog for further information.
Course Audit Form | Undergraduate Catalog - Auditing Policy | Learn More About Grade and Credit Types
Credit by Examination
Earn credit for a course by completing an exam or other form of assessment. Once approvals are granted, you will need to pay for the Credit by Examination at the Office of the Bursar. Return completed form, with payment receipt, to the Office of the Registrar for processing before the end of the Add/Drop period.
Credit by Examination Form | Undergraduate Catalog - Credit by Examination | Learn More About Grade and Credit Types
Adding a Closed Class
Students must be enrolled in a closed class by the end of the Add/Drop period for the semester in which the course is held. Please contact the department offering the course to be granted permission to enroll via RamPortal. Once permission is granted, it is the responsibility of the student to self register in the course prior to the end of the Add/Drop period.
Enrollment Overload Request
Students who wish to enroll in more than 18 credits for the Fall/Spring semesters, over 7 credits during the Winter, or 10 credits in the Summer semesters can request an enrollment overload through the Service Now Registration Form. Students must have a cumulative GPA of at least 2.75 and additional tuition fees apply. Please read about Enrollment Overload in the University Catalog for further information.
Request an Enrollment Overload | Undergraduate Catalog - Overload Semester Credits
Independent Study / Individualized Instruction Request
This form is due by the end of the Add/Drop period for the semester and requires signatures from the Department Chairperson and Dean of the College. Please read about Independent Study and Individualized Instruction Policies in the University Catalog for further information.
Independent Study / Individualized Instruction Form | Undergraduate Catalog - IS / II Policy | Learn More About Grade and Credit Types
Pass/Fail Grade Request
This form is due by the end of the ninth instructional week of the semester and requires a signature from the student's major academic advisor. Please read about the Pass/Fail Policy in the University Catalog for further information.
Pass/Fail Course Request Form | Undergraduate Catalog - Pass/Fail Policy | Learn More About Grade and Credit Types
Take a Graduate Course for Undergraduate Credit
This form is for undergraduate students who are interested in taking a graduate course for credit towards their Bachelor's Degree and is due by the end of the Add/Drop period for the semester. Students must have a cumulative GPA of at least 3.00 and must collect all required signatures. Please read about Graduate Credit for Undergraduate Students in the University Catalog for further information.
Undergraduate Credit for Graduate Course Form | Undergraduate Catalog - Graduate Credit
Term/University Withdrawal Request Form
This form is to be used by undergraduate and graduate students to notify the University of their plan to withdraw from all of their classes for the term indicated and/or their plan to leave the University. Students withdrawing from the current term will be dropped from all courses, a grade of "W" will be assigned for each course if received after the add/drop deadline. Requests for term withdrawals must be received prior to the term withdrawal deadline. Students can access the Term/University Withdrawal form in RamPortal. For instructions on how to complete the online form please review the step-by-step instructions online .
Undergraduate Catalog - University/Course Withdrawal | Graduate Catalog - Term/University Withdrawal | Learn More About Term Withdrawals
Major/Minor/Certificate Plan Changes
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How to Change Your Major, Minor, and/or Certificate
Students can now request changes to their academic plan of study (major/minor/certificate) by clicking on the link Plan Change Form on the Student Forms tile in RamPortal. Requests will be reviewed by the department prior to being updated by the Registrar's Office.
Accelerated Bachelor to Master's Degree Program
Addition Request Form
This form is to be used by undergraduate students who wish to change their major to an accelerated Bachelor’s to Master’s Degree Program. Students can access this form in RamPortal. For instructions on how to complete the online form please review the step-by-step instructions online .
To Remove Your Accelerated Program
Log into RamPortal and use the Change of Program form to "replace" your current accelerated program with another program or "remove" it if you already have another program.
Undergraduate Catalog - Accelerated Programs | Learn More About Accelerated Programs
Change Plan Location (Campus)
For Social Work undergraduate students who are looking to change their campus (Philadelphia and/or in West Chester). Please submit a request to change your major in RamPortal by requesting a change of major and selecting the program at the location you desire.
Student Record Management
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Name Change
Legal Name
A student may change their legal name to match their ID/SSN card because of a data entry error or if a change is necessary after marriage or divorce. In either case, the form must be filled out in full and supporting documentation must be submitted.
All current students can change their legal name in RamPortal. Former students do not currently have access to RamPortal and should contact the Registrar's Office with requests to change their legal name on file with the university.
Preferred Name
Students wishing to establish a preferred first name to be used in place of their legal first name in select University related systems and documents may submit their request within RamPortal.
Address Change
All current students can change their address in RamPortal. Former students do not currently have access to RamPortal and should contact the Registrar's Office with change of address requests.
Non-Disclosure Request
Under the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA), a student has the right to request an institution withhold the disclosure of personal directory information. Please take note that restricting this information means your name will not be printed in the Commencement Brochure and WCU will not be able to verify your enrollment or degree without your prior written consent. It is the responsibility of the student to file this form prior to academic publications.
Non-Disclosure of Directory Information Request Form | Undergraduate Catalog - FERPA | Graduate Catalog - FERPA
Academic Credentials and Verification
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Paper Transcripts
The official academic transcript provides all the details of a Student’s academic record including major, minor, concentration, and specialization, as well as courses, grades, and grade point average (GPA).
This document can be authenticated by following the instructions printed on the back of the transcript. Order Paper Transcripts via RamPortal for current students or directly at Parchment.com for alumnae and former students.
Current Students: Ramportal | Former Students: Parchment | Paper Transcript Directions
eTranscripts
The official academic electronic transcript provides all the details of a Student’s academic record including major, minor, concentration, and specialization, as well as courses, grades, and grade point average (GPA). e-Transcripts are emailed to the school or individual of the student's choosing.
All e-transcripts are Digitally Signed and must be viewed in Adobe Reader or Acrobat 9.0 or higher. Only Digitally Signed transcripts displaying a blue ribbon should be accepted.
Order eTranscripts via RamPortal for current students or directly at Parchment.com for alumnae and former students.
Current Students: Ramportal | Former Students: Parchment
The "Unofficial" Transcript
An unofficial academic transcript includes all of the information found on an official transcript, but does not contain the transcript key or security features of an official transcript. A student's unofficial transcript can be accessed on RamPortal.
Enrollment and Degree Verification
This is a free service provided by West Chester University through the National Student Clearinghouse. These are ways to officially verify a students record, enrollment, or degree.
Enrollment Verification: Students may print off the enrollment verification which is considered an official copy of enrollment at WCU.
Degree Verification: A degree verification is an official document which verifies a student’s completed degree from the University. It includes their name, degree, major, and conferral date. It will take approximately 2-3 business days for the degree verification letter to be processed.
Enrollment and Degree Verification
The Paper Diploma
The paper diploma is an official document issued by the University, it should not be used as validation of a student’s degree. A degree verification or official transfer are the recommended forms of degree verification.
Some foreign employers or governments may require your diploma to be notarized and/or apostilled. If you need this service, please contact our office for assistance.
Replacement Paper Diploma: A replacement paper diploma must be ordered online. Ordering instructions can be found by visiting our Paper Diplomas webpage.
Digital Credentials
Starting with Fall 2025 graduates, students will receive a digital credential when their paper diploma is ordered. All replacement diploma orders will come with a digital and print option.
Prior to Fall 2025, graduate could order a CeDiploma from Paradigm.
Degree Audit
The Degree Audit is a guide for a student's academic progress and is essential for faculty and students. The Degree Audit should only be used for academic advising and guidance.
Transfer Credit
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PASSHE Visiting Student Form
This form will permit students to apply to take a class at another PASSHE institution.
Registering as a PASSHE visiting student permits courses to be transferred across the PASSHE State System, without loss of institutional residency, eligibility for honors or athletics, or credit towards graduation at WCU.
Students do not need to complete a separate Transfer Credit Permission form. The grade and the credit earned at the teaching institution will be posted to the student's transcript after grading occurs.
PASSHE Course Share
Some courses taken as a PASSHE Visiting Student have been approved as course share.
Course Share means that you will pay your home institution (WCU if you are a WCU student) for the course credits, but take the course through another PASSHE institution.
For a WCU student, for a course to be part of you WCU billing, the course must be approved as course share by the teaching institution and be published on the approved list for the term you are taking the course.
If a course is not on the approved course share list, the student will pay the teaching institution and that bill will be separate from any other tuition bill for that semester from their home institution.
Transfer Credit Appeal Form
Undergraduate students may complete this form to appeal determinations regarding transfer credit evaluations, specifically for courses that have been rejected (i.e. REJ Q00) or transferred to WCU as an elective (i.e. TRN 199). Department Chairperson/Designee signature, along with supporting documentation, are required prior to review by the Office of the Registrar.
This should not be used to ask for a change in the established direct equivalency. If you are seeking the acceptance of a transfer credit towards a degree audit requirement, you should use the course substitution request process.
Transfer Credit Appeal Form | Undergraduate Catalog - Transfer Appeals | Learn More About Transfer Credit Appeals
Transfer Credit Permission Form
Undergraduate students MUST complete this form BEFORE taking courses at a college or university other than WCU. Please read our transfer policies prior to completing this form. Department Chairperson signature is required only if the course you plan to take does not have a WCU equivalency established.
Students are responsible to have official transcript sent to the Office of the Registrar once course work has been graded so the credit can be posted on the WCU official transcript.
Transfer Credit Permission Form | Undergraduate Catalog - Taking Courses Off Campus | WCU transfer credit equivalency center
International Transfer Credit Approval Form
Undergraduate students MUST complete this form BEFORE taking courses as part of an international education experience to the Global Engagement Office. Please read our transfer policies prior to completing this form. Department Chairperson signature is required for all equivalencies and a syllabus many be necessary for evaluation purposes.
Students are responsible to have official transcripts sent to the Global Engagement Office once course work has been graded so the credit can be posted on the WCU official transcript.
International Transfer Credit Approval Form | Undergraduate Catalog - Taking Courses Off Campus | Global Engagement Office
Reverse Transfer Release Form
Through the Reverse Transfer Agreement, established between Pennsylvania Community Colleges and the Pennsylvania State System of Higher Education (PASSHE) Universities, WCU is able to assist students who have transferred to WCU from a PA Community College to complete their associate's degree while pursuing their bachelor's degree at WCU.
Reverse Transfer Release Form | Undergraduate Catalog - Reverse Transfer Program | Learn More About Reverse Transfer
Residency
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Residency Data Collection Form
Request a change in your residency status. Review the full residency reclassification process prior to submitting the form:
Graduation Forms
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Apply to Graduate
Apply to graduate when you have 90 completed credits - this permits enough time to review your General Education Requirements to ensure you are on track.
How To Apply
- Confirm your anticipated graduation date with your advisor. Please be aware that your anticipated graduation date must be at the end of the semester of your last required courses for your degree.
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Apply to graduate online via your "Graduation" card in RamPortal. Click
on the "Apply to Graduate" link and follow the prompts.
- Dual majors must apply under each major.
- If your graduation term is not available, email Degree Completion at registrar@wcupa.edu and request a Late Graduation. Application form. If applying late, your name may not appear in the Commencement Program.
- Check your "Application Status" via the "Graduation" card to verify your expected graduation term.
Change Graduation Term
To change your graduation term after you have applied, submit a Registration Issue Service Now ticket.