Matriculation

Course Load and Registration Status
Registration Policies
Email Policy
Individual Instruction
Withdrawal from a Course
Taking a Leave of Absence
Withdrawing from the University
Transferring within the University
Graduation

1. Course Load and Registration Status

Undergraduate degree candidates are expected to be full-time unless an exception is approved by their dean.

Full-time academic status requires registration in courses that amount to twelve credits or more in a fall, spring or at least 6 credits in a summer term. Students are also considered full-time if they are registered for a University study abroad program.

Part-time academic status is based on registration in less than 12 credits during a fall or spring term and less than 6 credits in a summer term.

All degree candidates have a minimum residency requirement of two years (that is, four semesters of full-time status). Summer sessions, including summer study abroad, do not count toward fulfilling the residency requirement. Work completed on study abroad does not count toward fulfilling the residency requirement with the following exceptions: semester-long study on Global Living and Learning Programs or at Georgetown University in Qatar.

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2. Registration Policies

A student approved for and completing registration in a school of the University will be considered a student in that school during the session for which the student has enrolled, unless the student is approved to withdraw, is approved for a leave, or is suspended or dismissed. No student enrolled in any school of the University shall at the same time be enrolled in any other school, either of Georgetown University or of any other institution. The student’s dean will approve exceptions to this policy such as for students in dual degree programs, and, as appropriate, for students who apply to take summer session or Consortium courses at another institution.

Students admitted as first year students are ordinarily expected to graduate in the eighth semester of matriculation. The dean’s office may grant exceptions for good cause. Students admitted as transfer students, students in dual degree programs, and students in the School of Continuing Studies (new window)will follow different timelines as determined by their dean’s offices.

Students are required to complete registration for the following semester according to the published schedule. All undergraduate degree candidates are required to complete the online library research and Honor System tutorial (“Joining the Conversation: Scholarly Research and Academic Integrity”) (new window)within their first semester’s enrollment in order to register for their second semester of study at Georgetown. After a student completes the tutorial, he or she will be expected to have an understanding of basic research skills and the importance of ethical scholarly habits. The tutorial provides simple exercises on good research practices, including the effective use of information resources and proper citation methods.

In addition, all undergraduate degree candidates are required to complete mandatory educational programming related to sexual misconduct prevention, bystander intervention, and alcohol abuse prevention. Students will be notified in advance of the mandatory programming and deadlines for completion. Failure to complete the mandatory programming before the identified deadline(s) may result in sanctions up to and including a registration hold preventing the student from registering for the next semester’s courses.

Students are expected to pay their accounts in full at the time of registration. Please see the section on Expenses and Financial Assistance (new window) in this Bulletin for more details. The University reserves the right to cancel the registration of any student during the semester if the account has not been paid in full.

The continuance of each student upon the rolls of the school, receipt of academic credits, graduation, and the conferring of any degree are strictly subject to the disciplinary powers of the University, which is free to cancel registration at any time on grounds that are deemed advisable. The disciplinary authority of the University is vested in the President in such cases as the President deems proper, and, subject to the reserved powers of the President, in the Deans and the University Hearing Board.

When a student’s conduct is disruptive of the academic life of the University, the Dean has full authority to suspend or dismiss the student. This decision of the Dean may be appealed according to the Grade Appeals procedures outlined in this bulletin.

On-Campus Living Requirement

Georgetown has a three-year on-campus living requirement for undergraduates. This will guarantee students three years of housing consistent with our goal of developing a more residential living and learning undergraduate campus on the Hilltop. All undergraduate students who are regularly admitted and in full-time attendance must live on campus during their first and second years, and for a third year (either junior or senior year), unless they have been specifically exempted. Requests for exemption from compliance with the housing requirement must be submitted in writing to the Office of Residential Living on a Housing Requirement Exemption Request form provided by that office.

Students who study abroad can count their time abroad toward the on-campus living requirement. Sophomore transfers will be required to live on campus for two years and junior transfers for one year.

All undergraduate students must also provide the University with their local telephone number (land line or cell), as well as the name, e-mail address, and telephone number of an individual to contact in case of an emergency. Further, all undergraduate students who live off campus in non-University owned properties must provide their current local off campus address. Students who are not in compliance with these regulations will be ineligible to register for the following semester and subject to student conduct disciplinary action.

Student Location

At the time a student initially applies for admission and matriculates into the University, it is determined that the permanent address provided is the student’s location. This location is established for each subsequent semester unless a change is reported by the student through MyAccess (new window).

Failure by the student to report a new location may impact their eligibility to enroll in any clinicals, internships, practicums, or any other experiential learning required by the academic program due to state authorization. If a student submits a change of address in MyAccess (new window), based on the information submitted in this change, the student may be subject to federal or state authorization disclosures depending on the academic program.

Off-Campus Addresses

Students who move and live off-campus are required to inform the university of their new local address. Off-campus addresses must be updated online in MyAccess (new window) by the add/drop date for the semester. Failure to update your local address can lead to a registration hold being put on your account for the subsequent semester. Additional sanctions may apply for non-compliance. Please visit the Office of Residential Living (new window) for more information about Off-Campus living requirements.

Student Health Insurance

Full-time students in most degree programs are required to have adequate health insurance. A charge for the Premier Plan automatically appears on students’ accounts when their course registration meets the eligibility criteria. Enrollment in the Premier Plan can be waived if a student has other adequate coverage. Please go to https://studenthealth.georgetown.edu/insurance (new window) for more information about Student Health Insurance elections.

Immunization Requirements

Effective Fall 2021, all undergraduate and graduate students on the Main Campus will be required to receive a COVID-19 vaccination for enrollment. For additional information, please refer to the COVID-19 Vaccines web page and FAQs.

District of Columbia law (D.C. Code 38-502) requires all students under age 26 attending school to provide documentation of vaccination or immunity (lab test, if appropriate) from Diphtheria, Pertussis, Tetanus, Hepatitis B, Measles, Mumps, Rubella, Varicella and Meningitis. Students the under age 18 must be vaccinated against Polio. All students regardless of age are screened for Tuberculosis (TB) by a risk assessment questionnaire, consistent with guidelines from the Center for Disease control and the American College Health Association. Not all students will require TB testing. Required Immunization and TB testing information must be entered into the Georgetown immunization database portal, at https://georgetown.studenthealthportal.com with accompanying verification signed by a health care provider. The deadline for incoming fall semester students to enter this information is July 15 (December 15 for students entering in the spring semester). Failure to meet this deadline may result in a $100 fee and prevent students from registering for classes. If, after reviewing the immunization requirements, you or your health care provider have questions, please contact the Georgetown Student Health center through a secure message in the immunization database portal or by calling the Student Health Center immunization line at 202-687-3100.

F-1 and J-1 International Students

International undergraduate students in F-1 and J-1 student status must maintain a full-time course load of at least 12 credits each semester. Federal regulations governing student status require that students obtain approval from the Office of Global Services PRIOR to reducing their course load below the 12 credit minimum. International students should not depend on their professors or academic advisors for information about immigration regulations and course load requirements. Failure to maintain full-time status, as defined by Department of Homeland Security, may result in loss of permission to remain in the United States.

In addition, all non-U.S. citizens are required to report accurate citizenship and visa type (including permanent residents) to the Office of Global Services. Any student who does not provide this information to the Office of Global Services will be ineligible to register for the following semester.

By provision of Federal Law, the Department of Homeland Security has instituted strict reporting requirements for schools that enroll foreign nationals. Before the start of each semester, all newly enrolled international students at Georgetown University on non-immigrant visas are required to attend the Immigration Reporting Session given by the Office of Global Services (OGS). OGS will provide all new international students with detailed information concerning the time, date, and location of the session before the start of the semester, and this information will also be posted on OGS’ website. Those who fail to attend the session will not be allowed to complete registration or attend classes. For further questions and information, please contact the Office of Global Services by calling (202) 687-5867.

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3. Email Policy

Email is the standard mode of communication for University broadcast messages to the community as well as for messages to individual students about academic standing and other important administrative matters. All messages are sent to the Georgetown student’s official Georgetown email address. Students are expected to read and, when appropriate or required, respond in a timely fashion to emails sent from University offices. Students who wish to use another address are responsible for setting and maintaining appropriate forwarding rules to ensure they receive University email.

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4. Individual Instruction

4a. Internships

Any student wishing to explore the possibility of earning academic credit in an internship should first read the guidelines listed below as well as those within the individual school’s academic regulations and on the website of the Office of the Provost. The student should contact their Dean’s Office for further information. Typically, internships are deemed appropriate for students beyond their first year.

An academic internship is defined as a student work experience that is connected to one’s academic interest and/or course of study, complements a designated, credit-bearing course or tutorial, is designed around clear learning goals, and integrates multiple opportunities for reflection. The Council of Deans and the Provost have approved the following general guidelines for internships:

An internship should enhance students’ analytical skills and should integrate research in the field with practical experiences.
An internship should be built on some aspect of the academic program. It is important that the internship involves the application of methodologies appropriate to the discipline(s).
Under the guidance of a faculty member, the student should culminate the internship with a significant product such as a paper, project or extended reflection.

If the credits earned through an internship bring a student’s semester credits to a total above twenty, the student is required to pay for the additional credits as an overload. Part-time students will be charged at the per-credit-hour rate.

All internships require faculty supervision and prior decanal approval.

Formal academic internship courses of various types are offered across the main campus, some within departments or schools, and some that are interdisciplinary, credit-bearing opportunities that span schools. Academic internships are typically credit-bearing courses of 1-3 credits.

Students may also develop an academic internship in the context of a faculty-led tutorial (see below).

4b. Tutorials/Independent Study

Tutorials are designed to meet a variety of educational purposes. Reading tutorials usually focus on mastering the scholarly literature on a particular subject. Research tutorials focus on the collection and analysis of primary materials in the form of a major research paper.

Tutorials/Independent Study are designed to meet the needs of individual students under specific academic circumstances. Five general conditions should be met: (1) the course, or an acceptable substitute, is not offered by the University in the current semester, (2) the need of the student for the course at this time must be clearly demonstrated, (3) an instructor approved by the relevant department is available, (4) the proper administrative approvals are obtained, (5) the completed Request for Tutorial/Registration form is submitted to the Office of the Dean for approval before the last day to add a course.

In general, tutorials/independent study are given by full-time faculty for full-time students in good academic standing.

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5. Withdrawal from a Course

To withdraw from a course a student must initiate the request via MyAccess by the withdrawal deadline. If a student does not complete a course for which the student is registered and from which the student has not officially withdrawn, a failure will be recorded for that course.

Courses dropped through the add/drop period will not be shown on a student’s record; thereafter, courses are considered withdrawn, and are indicated by a “W” grade.

Withdrawals are not permitted after the deadline published in the Academic Calendar (new window). For module courses, refer to deadlines on the calendar specific to module courses. No undergraduate student at any time may withdraw from courses to the point of becoming a part-time student (i.e., registered for eleven or fewer credits) without the permission of their School.

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6. Taking a Leave of Absence

Students who are suspended, dismissed or granted a leave of absence are not active students, and are therefore not permitted to reside in university housing, participate in student activities, use university facilities or services, or be on campus except when expressly permitted by the Dean’s Office. Students who do not adhere to this policy will be in violation of the Code of Student Conduct and may jeopardize their ability to be reinstated as an active student in the university. For more information on inactive status refer to (new window)the Appendix. (new window)

Students who have been granted a leave of absence from the University, if eligible, must apply to their Academic Dean for re-admission and submit all materials by November 1 for consideration for the spring semester, April 1 for the summer sessions, and June 30 for the fall semester. The following describes the different types of leaves students may be granted.

6a. Elective Leave of Absence

A student in good academic standing and not subject to disciplinary action may, on formal written request, be granted a leave of absence by their Academic Dean. For withdrawals or leaves during a semester, a partial refund of tuition may be available. The schedule for refunds (new window) is found in the section on (new window)Expenses and Financial Assistance (new window) in this Bulletin.

6b. Medical Leave of Absence

The University recognizes that students may experience medical situations that significantly limit their ability to function successfully or safely in their role as students. In those situations, students should consider requesting a medical leave of absence (MLOA), which permits students to take a break from university life and their studies, so that they may receive treatment and later return to the University with an enhanced opportunity to achieve their academic and co-curricular goals. Students interested in a MLOA should contact their academic Dean’s office, and the Student Health Center or the Counseling and Psychiatric Service.

6c. Mandated Leave of Absence

In special circumstances the University may mandate a leave of absence. When a student has been placed on an interim suspension by the Office of Student Conduct which necessitates that the student will miss more than two weeks of the semester, the student may be placed on a leave of absence and withdrawn from that semester’s classes. Once the conduct matter is resolved, the “Leave of Absence” notation on the transcript may be replaced by another notation as determined by the Office of Student Conduct.

Additionally, a student may be placed on leave of absence if the student presents a substantial risk of harm or danger to the safety, health, or well-being of the University community or any member of the University community or is so severely disruptive that the student’s behavior interferes with the academic pursuits and other activities of the academic community.

When a leave of absence has been granted for medical reasons, the University may require medical opinion and recommendations before reviewing the student’s request for re-admission. More information on a Medical Leave of Absence is available from the academic Dean, from CAPS or from Student Health.

6d. U.S. Military Service Leave and Re-Enrollment Policy

Georgetown University recognizes that students who serve in the U.S. armed forces may encounter situations in which military obligations force them to withdraw from a course of study and that this can sometimes happen with little notice. This policy applies to all University schools and programs and is intended to recognize, and make appropriate allowances for, students who find themselves in such situations.

6d.1. Military Leave and Refund Procedures

6d.1a. Definition

For purposes of this policy, a “military service leave” is a University approved withdrawal from all in-progress University classes that is necessitated by service, whether voluntary or involuntary, in the United States Armed Forces, including service by a member of the National Guard or Reserve, active duty, active duty for training, or full-time National Guard duty under Federal authority, for a period of more than 30 consecutive days under a call or order to active duty of more than 30 consecutive days.

6d.1b. Student Responsibilities

A student who is called to active duty or active service in a branch of the United States Armed Forces (Army, Navy, Air Force, Marines, Coast Guard, National Guard or Reserve) and wishes to take a military service leave must provide the University with advanced notice of such service and the intention to take a leave of absence. As soon as possible, after receiving military orders that require withdrawal from a program or course of study, a student must contact his or her academic dean to request a formal leave of absence and attach a copy of the military orders or other appropriate documentation to the request. This advanced notice can be made by the student or may be made by an appropriate officer of the U.S. Armed Forces or official of the U.S. Department of Defense to the University Registrar, but the student is responsible for making sure the dean receives notice. The notice need not include a statement of an intention to return to the University. If military necessity renders it impossible to provide advance notice to their academic dean, the student may initiate a military service leave by providing notice at the first reasonable opportunity, in writing, personally signed, and with a copy of the military orders attached.

6d.1c. University Procedures

Upon receiving notice of a student’s request to withdraw from the University or a program because of military obligations, the dean shall submit the military service leave of absence to the campus registrar via the Termination of Matriculation Form. The campus registrar will review the request and process the military service leave of absence and notifying the Office of Student Financial Services and the Office of Student Accounts or equivalent offices at the Law School and Medical Center. The Office of Student Financial Services/Veteran Benefits (or equivalent) will review the student’s eligibility for financial aid funds received before the time of withdrawal and inform the student about the status of his or her financial aid and actions required to defer loan repayments based on military obligations. Students who are granted a military service leave will be withdrawn and receive a 100% refund of tuition and fees charged for the semester or academic term in which they withdraw, but will be charged for housing and meal plan expenses already incurred. If the University determines that it is appropriate to award academic credit for work completed in the semester or academic term in which a student takes military service leave, the student shall not receive a refund for the portion of the course of study for which academic credit is awarded. No refund will be provided until the University receives a copy of the military orders necessitating the withdrawal. Students who are granted a military service leave may be on leave for up to five academic years, after which an extension may be granted with their dean’s approval. To apply for an extension, students must contact their dean. Students who do not request an extension will be withdrawn from the University and at a later date may choose to seek readmission. To seek readmission at a later date, students must contact their dean.

6d.2. Military Re-Enrollment Policy and Procedures

6d.2a. Definition

For purposes of this policy, a “military re-enrollment” is a University approved re-enrollment after a military service leave.

6d.2b. Student Responsibilities

A student who has taken military service leave from the University or has had studies interrupted because of active duty or active service in a branch of the United States Armed Forces and wishes to re-enroll must notify the University of the intent to return to resume a course of study upon conclusion of duty or service and present appropriate documentation prior to the semester in which the student is requesting re-enrollment. To qualify for military re-enrollment, a student must provide notice to the University of the intention to re-enroll within three years of the time he or she is discharged from military service or is placed on inactive duty. Notice should be provided in writing to the appropriate academic dean in accordance with the program’s re-enrollment leave of absence process and should include documentation (including an official certificate of release or discharge, a copy of duty orders, or other appropriate documentation) to confirm/(verify) the student’s withdrawal was related to service in the uniformed services and that the student is able to resume studies.1 Military re-enrollment guarantees a student who meets these requirements access to the same course of study he/she was in at the time of withdrawal without incurring a re-enrollment fee, unless a student receives a dishonorable or bad conduct discharge or has been sentenced in a court-martial.2 Any student who, because of military necessity, did not give written or oral notice of service to their academic dean or the campus Registrar prior to withdrawal, may, at the time the student seeks readmission, submit documentation that the student served in a branch of the U.S. Armed Services that necessitated the student’s absence from the University.

6d.2c. University Procedures

A student who meets the notice requirements set forth herein will be granted military re-enrollment in the semester following the notice of intent to return, or, if the student chooses, at the beginning of the next full academic year. Upon returning to the University, the student will resume his or her course of study without repeating completed coursework and will have the same enrollment status and academic standing as before the military leave. If the student is readmitted to the same program, during the first academic year in which the student returns, the student will be assessed the same tuition and fee charges that the student was or would have been assessed during the academic year in which the student left the institution.3 However, for the first academic year in which the student returns, the University may assess an amount up to the amount of tuition and fee charges that other students in the program are currently assessed for that academic year if the student’s veterans’ education benefits4 or other service member education benefits will pay the amount in excess of the tuition and fee charges assessed for the academic year in which the student left the institution.

If, in the judgment of the University, a student is not academically prepared to resume a course of study in which he or she was previously enrolled, or is unprepared to complete a program, the University will determine whether reasonable means are available to help the student become prepared. The University may deny the student re-enrollment if it determines that reasonable efforts are not available, or that such efforts have failed to prepare the student to resume the course of study or complete the program. A student who has been away from the University on military service for more than five years (including all previous absences for military service obligations after initial enrollment but including only time the student spends actually performing service in the uniformed services) will not be guaranteed military re-enrollment, but may petition his or her dean for consideration of military re-enrollment.5 A student who chooses at the conclusion of military service to enroll in a different course of study than the one the student was in at the time of military withdrawal must complete the regular admission and enrollment process for that course of study.

Notes

The University shall determine the adequacy of documentation with reference to 34. C.F.R. Sec. 668.18(g).
The appropriate point in a course or program for a student to resume studies, the timing of re-enrollment, and the determination of the “same course of study” will be determined by the University taking into account the unique characteristics and requirements of that course or program and the modes in which it is offered (e.g., non-degree vs. degree, evening vs. day program, special program vs. standard program). If the program in which the student was enrolled has been discontinued or is no longer offered, the University will enroll the student in the program that it determines to be most similar to that program or in a different program for which the student is qualified.
The appropriate tuition and fee amounts will be reflected on the bill that the student receives.
As defined in section 480(c) of the HEA.
This cumulative leave of absence restriction shall be interpreted and applied with reference to 34 C.F.R. Sec. 668.18(c) and (e), which set forth rules for calculating cumulative absence due to military service.

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7. Withdrawing from the University

An honorable withdrawal will usually be granted, upon written request, to any student in good academic standing and not subject to disciplinary action. Disciplinary action may include current probation or suspension, or pending proceedings before the Honor Council or the Student Discipline System. Students wishing to withdraw must complete the following steps:

Notify the appropriate Academic Dean’s Office in person;
Notify the Office of Student Financial Services, in person if possible, when the student has received any financial assistance from Georgetown or any state guaranteed or federally insured loans from lenders other than Georgetown while attending the University;
Consult with the Office of Student Accounts to be certain that the student’s financial records are in order. Students who are due a tuition refund must apply for such a refund in writing at the Office of Student Accounts.
By act of Registration, students accept the responsibility for charges of the entire semester, regardless of attendance in class and regardless of the method of payment used; “Registration” includes initial registration upon enrollment, and any courses added after. Cancellation of registration for individual courses must be made through the Withdrawal workflow in MyAccess. The Academic Dean’s approval via the withdrawal workflow is the official procedure for withdrawal from individual courses. Discontinuance by notifying anyone else is not considered official notice of discontinuance. Official voluntary withdrawal from the University is done through written notice to the Office of the Dean, which will then be submitted to the Office of the University Registrar. Students will not be granted an honorable withdrawal while unsatisfied financial obligations to the University exist.

A student who fails to register by the end of the late registration period will be removed automatically from the rolls of the University.

The University has established a schedule for partial refund of tuition charges for official withdrawals from the University; this schedule is found in the section on Expenses and Financial Assistance. As stated above, application for tuition refunds must be made in writing at the Office of Student Accounts.

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8. Transfer Within the University

Since the four undergraduate schools are distinct colleges under the jurisdiction of separate Deans, students interested in transferring within the University must apply in writing to the school to which they wish to transfer. Students become eligible to transfer between schools at the end of their first year. Applications will be presented to the appropriate Dean’s Committee on Transfer Students for evaluation. Each school establishes its own admission standards for transfer students. A student considering transfer should consult the appropriate Dean’s Office to learn deadlines and regulations governing applications. Students who transfer should expect to complete all of the degree requirements of the school to which they transfer.

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9. Graduation

9a. Graduation Requirements

All undergraduate students are required to fulfill the following requirements for graduation

Completion of at least 120 credit hours
Attain a minimum final cumulative GPA of 2.0 or higher
Completion of the Georgetown Core Curriculum (new window)
Completion of the Core requirements of your College or School
Completion of a minimum residency of two years (four semesters of full-time status) at Georgetown University
Completion of the major requirements as set out by your College or School
Completion of additional requirements as specified by your College or School

9b. Applying for Graduation

Degrees are awarded three times a year: in May, August, and December. Seniors must file an application for the degree through MyAccess. The last days to file:

for a May degree, February 1;
for an August degree, August 1; or
for a December degree, November 1.

Failure to apply for graduation may postpone the student’s degree conferral.

Diplomas are ordered three times per year. August and December grads may pick up their diplomas in person from their Dean’s office or arrange to have them mailed home.

Students who graduate in August and December may take part in the Commencement Exercises the following May. Students who are suspended, dismissed or on a leave of absence may not participate in any Commencement activities.

Diplomas and academic transcripts will not be issued to graduates with unsatisfied financial obligations to the University.

Seniors are requested to complete the senior survey that is distributed through the Office of Assessment and Decision Support.

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