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Registration & Records

COVID-19:  Walk-in service is available in the office in 128 Ferrell Hall.  Masks are required and social distancing measures are in effect. Please see the forms section below for online assistance.

National Student Clearinghouse is the online service for requesting transcripts. Order Here.

Registration & Records

Our staff is dedicated to assisting students, faculty, alumni and the West Virginia State University community through high quality customer service as well as helping the University achieve its academic mission. The goal of the Registrar’s Office is to effectively support our students in reaching their educational objectives, to develop and maintain processes related to student academic records, and to implement academic policies and procedures.
 
We are here to provide guidance and perform a variety of services for currently enrolled and former students, including registration information, graduation and degrees, forms and tools to facilitate students and their academic progress.
 
Services:
  • Management of student academic records
  • Assessment and conferral of degrees
  • Audit services for general education MyDegree@State
  • Consulting on academic policies and procedures
  • Registration of classes
  • Verification of enrollment
  • Providing official transcripts Order online*
  • Determining transferability of courses using the Core Coursework Transfer Agreement and other documentation

How may we assist you?

You will find more information in the sections listed below concerning transcript requests, graduation information and applying in addition to important forms you may need:

A transcript is an official academic record of an individual who has attended West Virginia State University. To protect your information and comply with FERPA regulations, your transcript will not be released without your written consent or online order that requires your signature. Transcripts cannot be requested by phone.
 

Ordering Information:

All financial holds must be cleared
Transcript requests will not be processed if you have a financial or another obligation (fees, fines, admission requirement or other reasons) to the University. For questions regarding your student financial account, please contact the Cashier’s Office at 304-766-3141. For Admissions holds, call (304) 204-4345.

Online requests

To best serve all of our current and former students, WVSU offers official transcripts requests through National Student Clearinghouse. To help save you time, you can use this secure, online ordering service to efficiently request, pay for and send a transcript with a few easy steps. This will be typically the quickest way to send your transcript.

Benefits

  • Access transcript ordering anytime, anywhere.
  • Request as many transcripts and as often as you like once you create a one-time ordering account.
  • Select your delivery option and fee.
  • Send your official transcript quickly and securely to a third-party, such as an employer, another institution or other agency.
Processing Time
The Registration and Records Office processes online transcript requests from 8:30 a.m. to 4:30 p.m. Monday through Friday. In summer, requests are processed 8 a.m. to 3:30 p.m. During peak season, (i.e August, December, January and May), processing time is typically 3-4 business days, depending on the volume of requests.
 

You will receive email notification of your order status. You also can check the status at any time at Online requests


Cost
Using the National Student Clearinghouse method is secure, quick and convenient. It allows you to choose the delivery method, and fees are based on your preference of electronic or paper delivery.
 
You are charged at the time of your order. You can use a major credit card to pay.
  • Electronic delivery $15.50
  • Paper delivery $14.50

You must have the following to order a transcript online:

  • A valid major credit card
  • An email account
  • Your signed consent

All transcripts not sent electronically are mailed via first class mail through the U.S. Postal Service.

Please bring photo I.D. if picking up a transcript in person. Any transcript picked up in person will be stamped “issued to student.”

Online Forms

The application for readmission does not require login:


Application for Readmission


The following forms are only available via login to your wvstateu.edu Google account:


Address Change Form
Major Change Form
Withdrawal Request Form
Fall 2021 Graduation Form


Other Forms

The following forms are fillable PDF format. You must return all forms to our email at registration@wvstateu.edu or our office located at 128 Ferrell Hall or mail to the following address:

Registration and Records
West Virginia State University
128 Ferrell Hall
P.O. Box 1000
Institute, WV 25112-1000

Graduation marks an important milestone for recognizing your academic achievement. Graduates are encouraged to be a part of commencement and to share their accomplishment with family and friends. Congratulations on your hard work!

To make the process go smoothly, review the information below. Be sure to follow all instructions.

Graduation Requirements and Policy

Students must check with their academic advisor prior to submitting an application for graduation to make sure all requirements have been met.

For all official graduation policies, including undergraduate degree and certificate requirements as well as honors/academic recognition, please refer to the University Academic Catalog.

Published Deadlines

Current year application deadlines are listed in the academic calendar.
The deadline to apply for August 2021 is June 15, 2021.
 

Application for Graduation

Fall 2021 Graduation Form

Eligible students must file an Application for Graduation by the deadline during the semester in which you expect to complete your degree requirements.

Diploma Note: You will be asked to provide your "full name" on the application. Be sure to print your name exactly as you wish it to appear on your diploma.  Make sure that your name is spelled correctly, including any punctuations.

Once your application is processed by the Registrar's Office,  charges of  $168 (graduation fee) will be applied to your account.

Application Fee

All prospective graduates must pay a graduation application fee, regardless of whether they participate in commencement or not. The non-refundable fee is $168 and must be paid at the Cashier’s window, by phone or through MyState. You will receive instructions for picking up your cap and gown, if applicable, later in the semester.

If you do not qualify for your degree the semester in which you originally apply, you must submit a new application for graduation by the deadline in the semester that you will meet the requirements for your degree. If you have already paid your graduation fee, you will not need to pay another graduation fee to re-apply.

Financial Obligations

Financial obligations to the university must be cleared before graduation. Nonpayment of fees will result in the withholding of grades, transcripts, diplomas and certifications.

Troubleshooting

If you recieved a message needing permission, please ensure you are logged into your WVSU email account at the top right of your internet browser. Only WVSU email addresses are permitted to apply. 


Participate

Commencement Participation

Students who wish to graduate from West Virginia State University must apply for graduation by completing an Application for Graduation on the WVSU Registration & Records website. Once a student applies for graduation, the registrar will evaluate the transcript of the applicant. If the registrar certifies that the applicant is on track for degree completion at the end of the given semester, or can be expected to complete their degree by the end of the Summer Semester for May commencement, the student may participate in commencement.

Participation in commencement does not indicate degree completion. Students who fail to complete their academic responsibilities during the final semester must complete all degree requirements before the University confers a degree. Students will receive diplomas via mail only after all degree requirements and all financial obligations to the university are met.

Ceremony Instructions

Several communications will be sent via email to all graduation applicants with further instructions from Academic Affairs with details about the commencement schedule, guest ticket information, when to pick up your cap and gown from the Bookstore, etc. Closer to the ceremony, you may receive additional emails containing any updates.



Commencement and Updated Announcements
Please check and monitor our Commencement website (also found under Academics portion of the University website) 
Information is posted as it is available, please continue to check back for more information throughout the semester. 

Our Team

Ms. Wendy
Ms. Wendy Taylor
Associate Registrar
(304) 766-4146
wshambli@wvstateu.edu
Ms. Denise
Ms. Denise  Johnson
Records Assistant III
(304) 766-4146
djohns17@wvstateu.edu
Registration and Records complies with current standard ethical practice prescribed by WVHEPC and standards by the American Association of Collegiate Registrars and Admissions Officers (AACRAO). The office conducts itself with integrity, fairness, honesty, and respect for students, faculty and staff to dispense complete, accurate, and understandable information and advice. Registration and Records ensures that the information management system protects and maintains the integrity, confidentiality, and security of all student records. Further, the area acts as stewards and objectitve enforcers of institutional policies and practices and governmental laws, rules, and regulations, thereby safeguarding the academic integrity of the University.
Graduation
Registration & Records
 

Location:

128 Ferrell Hall
(304) 766-4146
 
Fall and Spring Semester Hours:
Monday - Friday: 8:30 a.m. - 5:00 p.m.
Saturday and Sunday: Closed

Summer Hours:
Monday - Friday:
8:00 a.m. - 4:00 p.m.

Mailing Address: 
West Virginia State University
128 Ferrell Hall
P.O. Box 1000
Institute, WV 25112-1000


Register now for Spring 22 courses via MyState using your advisor pin.

Don't have a pin?
Don't hesitate, see your advisor today!

*Please be sure to resolve any holds affecting regsitration. 

 

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