University Registrar

Frequently Asked Questions

1. When are enrollment dates? How do I enroll as a freshman?

Freshmen enroll during New Student Orientation. You can learn more about this by contacting the Admissions Office at (785) 670-1030 or visiting the New Student Orientation webpage.
 

Enrollment dates for students who have 12 or more credit hours are listed under the advance registration schedule for each semester. There are also open registration dates available after advance registration is closed.  For specific dates and further information, please visit the Course Schedule & Registration Information Guide webpage and click on "Advance and Open Registration Dates and Guidelines" under the appropriate semester heading.

2. When will my diploma be available? How can I pick it up or have it mailed to me?

Original diplomas are available approximately six to eight weeks after the graduation date and are issued free of charge.  School of Law diplomas are issued at the commencement ceremony.

You may pick up your diploma from the Student Service Center, Morgan 177.  The office hours are 8 am to 5 pm, Monday through Friday.  Please bring a photo ID for identification purposes.

Alternately, you may designate another person to pick up your diploma, but you must give them written permission.  The letter must state your specific request, including their name, and it must bear your signature and the date.  The person picking up your diploma will need to show photo identification.

You may also request to have your diploma mailed.  Please note that students must request to have their diplomas mailed; they are not mailed automatically.  The Diploma Mailing Form is available at this link. The charge for mailing within the US is $5.00; the charge for mailing to an international location is $10.00. 

We cannot release your diploma if you have business office holds on your record.  Be sure these obligations are met before you request your diploma.

Ordering a replacement diploma:

You may order a replacement diploma in the Student Service Center in Morgan Hall or request it by mail or by fax.  The Diploma Replacement Form can be found at this link. The charge for the replacement is $30.00.  Replacement diplomas will be available six to eight weeks after the order is placed.  The charge for mailing within the U.S.A. is $5.00; the charge for mailing to an international location is $10.00.

If you cannot access the replacement form, you may write out your request.  Please include the following information, printed clearly (where applicable):

  • Name that you want on your diploma
  • Washburn Identification Number
  • Date of birth
  • Any other name on record
  • Degree(s)
  • Semester and year degree was earned
  • Mailing address
  • Daytime phone number
  • Form of payment -- we accept cash, check, money order, or credit card (Visa, MasterCard, or Discover -- include number, expiration date, and the security code from the back of the card)
  • Your signature and the date

Please allow six to eight weeks for delivery.  Rush orders cost an additional $40.00 and will take approximately two weeks for delivery.

 

3. What is the A/Pass/Fail option? When is the last day to change a course to A/Pass/Fail? Can I make that change online?

A/Pass/Fail is a course option that you can use, if you meet the requirements listed below, for one class per semester. If you receive an A for an A/Pass/Fail course, you will receive an A on your transcript; if you receive a B, C, or D in an A/Pass/Fail course, you will receive credit for the course (not a letter grade) and it will not affect your GPA. If you receive an F in an A/Pass/Fail course, you will receive an F grade on your transcript.

 

There are four requirements you must meet if you want to take a course under the A/Pass/Fail option:

 

  • You must have completed 24 semester hours, with the exception of PE 198 (this includes transfer work if you are a transfer student)
  • You must have a cumulative GPA of 2.0 or higher
  • You may not take an A/Pass/Fail course in your major or minor (unless you have written permission from the appropriate department chair or dean)
  • You may enroll in only one A/Pass/Fail course per semester.

 

If you meet these requirements, you may enroll in a course A/Pass/Fail before the semester starts during enrollment time, or you may change the course to A/Pass/Fail under the "change course options link" in your registration screen. However, beginning the second week of classes, the "Change Course Option" link will no longer allow changes for semester courses.  Students must process the options for changing a course in person in the Student Service Center, 177 Morgan Hall, or e-mail their request to enrollment@washburn.edu from their Washburn e-mail account.

4. When is the last day to drop a course?

Deadlines and other important dates, including the last day to drop a class, are listed in the Registration Information Guide for the appropriate semester.

If you have certain holds on your record you may not be able to drop online through your student registration account on MyWashburn.  If that is the case, you will need to come into the Student Service Center for assistance. Please make sure to bring a photo ID with you any time you want to make schedule changes or have us look up information regarding your account.

5. How are verifications processed?

Verifications for degrees received and/or dates of attendance can be done by phone at (785) 670-1074, by fax at (785) 670-1104, or by mail -- our address is:

University Registrar's Office
Washburn University
1700 SW College Avenue
Topeka, KS 66621

Students may access printable enrollment verification certificates by logging into MyWashburn and choosing the Student Self-Service link on the Student Academics tab. This link also allows students to view enrollment history and check loan deferments sent to lenders.

6. What are your office hours?

We are open from 8:00 am to 5:00 pm, Monday through Friday.  We do not close during the lunch hour.

7. How can I obtain a description of courses I took in a previous semester/year?

To review course descriptions, please refer to our online catalogs. They are available from the Fall of 1993 to the current academic year.  The catalogs contain all of Washburn University's policies and course descriptions and are available to view and/or print.

If the catalog year you need is not available on the website, please call our office at (785) 670-1074 and we will provide you with photocopied information from the necessary catalog year.

8. What is the 60 And Over Tuition-Free Audit Program? How do I enroll in it?

Kansas residents 60 years of age and over may audit credit courses at Washburn University without paying University tuition, University fees, or activities fee charges. Being able to audit a course is subject to availability of class space and to the enrollment of a specified minimum number of fee paying students. The costs of materials and/or textbooks are the responsibility of the auditor.

Auditors are not required to prepare homework assignments or take examinations. They may participate in classroom discussion and laboratory and field work. No college credit will be awarded for courses, thus no transcripts will be generated. Auditors are expected to follow University rules and regulations regarding parking, library privileges, and other appropriate university regulations.

Auditors must be at least 60 years old on or before the first day of the semester/term in which the class is taught and need to be prepared to have their birth date verified by showing a driver's license or birth certificate when they register. Registration forms will be processed only after the majority of fee paying students have enrolled which enables the identification of classes that have space available.

By filling out a non-degree seeking application, auditors may apply in the Office of Admissions, and then they will enroll through the Student Service Center, Morgan Hall, Room 177. Registration instructions are available in the Registration Information Guide for each semester/term under the title "60 Years of Age and Over Audit Program."

9. How can I check if there are holds on my account? If there are holds on my account, what should I do?

To check the holds on your account, log into your MyWashburn account and select the "Students" tab.  Select the Registration Menu, then select Student Records Menu (located at the bottom of the page), and then select View Holds.

In order to have a hold removed, you will need to contact the office that placed the hold on your account.  If you are not sure which office you need to speak with, you may contact the Student Service Center (785-670-1074) and we can help to direct you to the appropriate office.

10. I think I'm ready to graduate -- what do I need to do?

Make sure you meet with your advisor each semester to ensure that you are not missing any requirements.  The instructions for running your degree audit online can be found at this link.

You will need to fill out an Application for Graduation, available on the Student Academics tab on your MyWashburn account, at the beginning of the semester in which you want to graduate. The Application for Graduation is due within the first two to three weeks after the start of the semester. Refer to the Academic Calendar for specific dates.

You should meet with your advisor if you have specific questions about your degree plan or requirements.

11. How can I obtain a copy of my transcript?

Current students may view their academic records through their MyWashburn accounts.  Similarly, advisors may access unofficial transcripts of their advisees on the web, and the University Registrar's Office also provides hard copies to other offices (e.g. Financial Aid) on an as-needed basis.  Unofficial transcripts are used solely as internal documents and are not issued to graduates of the University or to outside parties or institutions.

 

The Family Educational Rights and Privacy Act (FERPA) of 1974 requires that all requests for official transcripts be in writing and be signed and dated by the person to whom the academic record belongs.

To request an official transcript, print and complete the Transcript Request Form, available at this link, and

  1. mail it to our office (address below) along with payment -- we accept cash, check, money order, or credit card (Visa, MasterCard, or Discover -- include number, expiration date, and the security code from the back of the card), or
  2. fax it to (785) 670-1104 and include credit card information for payment, or
  3. bring it in person to the Student Service Center, Morgan 177, along with your payment. A photo ID will be required.

The processing fee is $8.00 per copy. Checks and money orders can be made out to Washburn University.

Requests received by mail or fax will be processed within 3 days of receipt. Requests are processed in the order in which they are received. A faxed transcript request is not given priority over a mailed request. If you request a transcript in person in the Student Service Center, your request may be processed immediately.  Transcripts for students who attended before Fall 2004 and have not previously requested a transcript will be available 24 hours after the request is made.

Note: University policy prohibits issuing transcripts to any student with any financial or other unmet obligations to the University.

If you cannot access the Transcript Request Form, you may write out your request. Please include the following information, printed clearly (where applicable):

  1. Full name as it appears on your record, as well as any other name(s) used while enrolled at the University.
  2. Social Security Number or Washburn Identification Number
  3. Dates of attendance
  4. Address to which the transcript is to be mailed or fax number to which the transcript is to be faxed. (Please note that some universities and organizations/agencies will not accept a faxed transcript as official; check with them about their policy before making your request.)
  5. Your return address and telephone number in the event we need to contact you
  6. Your signature and the date

Mail requests to:

University Registrar's Office
Washburn University
1700 SW College Avenue
Topeka, KS 66621

Phone: (785) 670-1074
Fax: (785) 670-1104

We do not send anything via Federal Express, so please do not include Federal Express labels when requesting a transcript. If you would like to have a transcript sent faster than First Class mail, you will need to pay for and provide us with a USPS Priority Mail or Express Mail envelope. Please do not fill out the "send to" field on the label of this envelope.

12. How can I change my name on my records?

In order to change your name, you will need to provide a signed request and a copy of your driver's license, marriage certificate, divorce decree, Social Security card, or any other official court document verifying your name change to the University Registrar's Office.  You may fill out a Change of Student Information form in the Student Service Center, Morgan Hall, Room 177; fax your request to 785-670-1104; or mail your request to:

University Registrar's Office
Washburn University
1700 SW College Avenue
Topeka, KS 66621

The name change request MUST include your former name, new name, date of birth, signature, and Washburn Identification Number (WIN) or Social Security Number if available.

Please make sure your request is legible.  If you use a copy of your Social Security Card or Driver's License to prove your name change, please lighten and enlarge the copy so it can be easily read. 

E-mail accounts for currently enrolled Washburn University students:

  • Within 48 hours of requesting a name change, expect an e-mail in your old MyWashburn account providing your new MyWashburn user name and e-mail address. Please make sure this information correctly reflects your name change. Note:  The activation date for your new account will be provided in the confirmation e-mail.

 

  • After receiving the confirmation e-mail, you have approximately two weeks to confirm the accuracy of the name change and ask any questions. To request assistance, either reply to the confirmation e-mail or visit the Technology Support Center in Bennett Hall, RM 104 OR call (785) 670-3000. E-mails will automatically be moved from your old account to your new account. If you would like assistance transferring your calendar or address book, please contact the Technology Support Center at the number above.

 

  • On or after your new account activation date, your old account will be deleted and you may begin to use the new account reflecting your name change. Use the "Retrieve Account Information" link on the MyWashburn page to look up your new account information.