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). The process of registration occurs prior to the beginning of each semester and continues each semester of the student’s program.
Student Records
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.
Academic Transcript Request
The academic transcript is a comprehensive, chronological, certified record of student academic progress. Requests for official University of the Potomac transcripts must be submitted through Parchment (link below). Current and former students have the option to request electronic transcripts. For unofficial transcripts, go to your Student Portal.
The cost for an official transcript is $10. Only students who have no financial obligation to the University are eligible for official transcripts.
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 4–8 weeks following the date of degree conferral, barring any unforeseen circumstances. A diploma and official transcript 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 8–12 weeks after your graduation date, please contact the Office of Records and Registration at registrar@potomac.edu.
Replacement Diploma Request
Requests for replacement diplomas must be submitted to the Registrar. 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. Requests are processed within 2-4 weeks. Documents are mailed out first class via the US Postal Service.
How to order replacement diplomas:
- Fill out the online form
- Make an online payment
- If paying by check or money order, make payable to University of the Potomac.
Address:
University of the Potomac
1401 H Street NW, Suite 100
Washington, DC 20005
Graduation
The formal commencement ceremony is held in May or June each year on a date announced by the University. Participation in the annual commencement ceremony is open to students who have applied to graduate.
Students must meet all degree requirements, as outlined in the University’s catalog, and file an Application for Graduation by the published deadlines to be considered eligible to graduate. Students that are eligible for graduation in a year in which the annual ceremony has occurred may participate in the ceremony the following year. Degree candidates who will be enrolled in their final course(s) on the date of commencement may also apply to participate in the ceremony. All students attending their last term must submit a graduation application form even if they do want to participate in the commencement ceremony.
The graduation clearance process starts after the graduation application form is received. Students’ accounts must be cleared by the Academic Affairs Department, Student Financial Services Department, Student Retention and Services Department, and Office of the Records and Registration. Only students in good financial standing with the University may participate in the commencement ceremony.
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!!
Record Maintenance & Privacy
The Registrar maintains student academic records. Students receive final grade notification for each course within two weeks of course completion. Official transcripts are sent to other education institutions, prospective/current employers, etc., upon a student’s completion of a Transcript Request Form. Student accounts must be paid in full before official transcripts are released.
Policies and procedures concerning the privacy of student records are governed by the Family Education Rights and Privacy Act of 1974 (Public Law 93-380). Student records are maintained by the Registrar’s Office (academic records), Financial Aid Office (financial aid records) and Bursar’s Office (accounts receivable records). Files that are accessed by outside personnel are documented with date and the name of the person or entity accessing the file. Files are maintained in a locked room, in fire resistant cabinets.
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 age 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 a written consent, signed, dated and specifying the information to be released and name(s) of persons to whom the information is to be released.
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.
