Office of the Registrar
Looking to find copies of official transcripts, registration, or graduation information? The office of the registrar has your paperwork covered.
Registration
Registration is the process of enrolling in courses at University of the Potomac. All students are registered for a full semester (16 weeks or two 8-week sessions). Full-time undergraduate students register for 12 credits (six credits for each session). Full-time graduate and doctorate students register for six credits per semester (three credits each session) but may accelerate their studies by registering for a second course in any session. The process of registration occurs prior to the beginning of each semester and continues each semester of the student’s program. By registering at University of the Potomac, students agree to all rules and regulations of the University. Students with no prior college or university credit or who have not received credit for a college-level English or mathematics course will be required to take the Accuplacer placement tests.
Student Records
The Office of Records and Registration maintains students’ records. Student records include evidence of application and acceptance, admissions forms, official transcripts, registration records, financial records, and educational plans. Academic records, including grades and attendance, are generated electronically via the Learning Management System (Canvas) and
integrated with the Student Information System (Sonis), which houses all academic records. Both cloud-based systems are password-protected with specific security permissions and undergo regular backups.
Personal Information
Use the Student Portal or Alumni Portal to update personal information such as an address, email, or phone number. For other personal changes, please use the Change of Personal Information Request Form. Supporting documentation will be required.
Transcript Request
Official Transcript requests must be submitted via Parchment using the link below. Requests can be submitted by the student or a third party. For requests submitted by a third party, the request must accompany a release signed by the student. The release can be uploaded to Parchment at the time of submitting the request. Processing of transcripts cannot be expedited. All requests are processed within 3-5 business days, barring any unforeseen circumstances. Transcripts can be received electronically or via US postal mail. Unofficial transcripts can be retrieved from the student or alumni portal. Students without access should contact Potomac’s Help Desk for assistance.
The cost for an official transcript is $10.
Proof of Enrollment
Proof of enrollment certifies registration and enrollment status. Enrollment verification letters are provided only to current students. Proof of enrollment does not display courses or grades, but it includes the following information when applicable:
- program start date
- anticipated date of completion
- address on record
- student ID
- enrollment status
- major(s)
- Registrar’s seal and signature
To request proof of enrollment, please email registrar@potomac.edu using your student email. In the body of the email, add your student ID and the purpose for requesting the proof of enrollment.
Diplomas
Diplomas are available 8–14 weeks following the date of degree conferral, barring any unforeseen circumstances. A diploma will only be issued to students who do not have a balance on their student accounts. Diplomas will be mailed to the student’s address in the University’s Student Information System. Failure to update the address using the Student Portal or Alumni Portal may result in the mail being returned and additional mailing fees.
If you have not received your diploma 8–14 weeks after your graduation date, please contact the Office of Records and Registration at registrar@potomac.edu.
Replacement Diploma Request
The cost for a replacement diploma is $50. Only students who do not have any financial obligation to the University are eligible for replacement diplomas.
Graduation
The formal commencement ceremony is held in June each year on a date announced by the University. Degree candidates who have completed all graduation requirements since the previous commencement ceremony are eligible to participate. Degree candidates who will be enrolled in their final courses on the date of commencement may also apply to participate in the
ceremony. A student receiving an incomplete grade in a course who completes the course requirements and is issued a grade in that course is deemed to have completed the course in the session it was taken.
The degree conferral date (noted on transcripts and diplomas) is the final day of the session in which the student completes all degree requirements. Diplomas are issued only to students who have completed the academic requirements of their program.
For doctoral candidates, a dissertation defense date must be set prior to the graduation ceremony as a condition for participation. The dissertation defense must be set within 3 weeks of the scheduled date of defense.
For details about the commencement ceremony, please contact us
at StudentServices@potomac.edu or call 202-274-2300.
Watch videos from our previous Commencement Ceremonies!!
UOTP YouTube channel
Record Maintenance & Privacy
University of the Potomac maintains a system of record retention in accordance with applicable federal and state requirements and consistent with accreditation standards and those of the American Association of Collegiate Registrars and Admissions Officers (AACRAO). It is the responsibility of the Registrar to establish and verify a system of record retention that is in accordance with federal and state requirements. Academic records are maintained for seven years after a student leaves school. Student transcripts are maintained indefinitely. In the event of a school closure, academic records are maintained by the Higher Education Licensure Commission (HELC) of the DC Office of the State Superintendent of Education, and the State Council of Higher Education for Virginia (SCHEV).
Policies and procedures concerning the privacy of student records are governed by the Family Education Rights and Privacy Act (FERPA) of 1974 (Public Law 93-380). Student records are maintained by the Office of Records and Registration. Students have the right to inspect and review their educational records, request amendment of their educational records, consent to disclosure of their educational records, and file a complaint with the US Department of Education.
Students aged 18 or over have access to their personal record files kept by University of the Potomac. All authorized Potomac personnel have access to student records for official purposes. A student (or in some cases an eligible parent) is given access to his/her record within a reasonable time after submitting a written request to the office in possession of the record. Students should allow 72 hours for a written request to be fulfilled. If the content of a record is believed to be in error, inaccurate, discriminatory, or in violation of student rights or otherwise inappropriate, it may be challenged, and students may submit a written explanation to be included in the record.
Student information is released to persons, agencies, or legal authorities as required by subpoena/legal process or by consent of a student (or eligible parent). Information is released on a consent basis in cases where a student or eligible parent has provided written consent, signed, dated, and specifying the information to be released and the name(s) of persons to whom the information is to be released.
For the complete policy, please check the course catalog.
Talk to an Admissions Counselor
Have more questions about University of the Potomac or the application process? Our admissions counselors are here to help. Reach out and one of our counselors will be happy to assist you.
