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CHANGE OF STUDENT INFORMATION

How do I notify the University of a change of name or social security number?

You may update your identification information by completing the Change of Student Information Form. Name changes and social security number changes require one of the following documents:

  • Marriage License
  • Official Court Document
  • Driver’s License
  • Original Social Security Number
  • The Change of Student Information form may be printed by clicking on Community Links located at the top of GSW’s homepage and then clicking on the student forms link from the boxes that appear on the right hand side of the screen. The completed form can be mailed or faxed to the Office of the Registrar’s. The form may also be completed at the Registrar's Office located in Sanford Hall, Room 210.

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    How do I notify the University of a change of address or telephone number?

    Your address and telephone information may be updated by using any of the following methods:

    •        You may print and complete the online Change of Student Information Form, and then mail or fax it to the Registrar's Office.
    •        Or you may fill out the Change of Student Information Form at the Registrar's Office located in Sanford Hall, Room 210.

    Please Note: It is the responsibility of the student to maintain a correct address with the Registrar's Office at all times. Address and name change requests received via email will not be accepted.

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    REGISTRATION

    Where can I view a current Schedule of Classes?

    The schedule of classes, which lists the courses being offered for a given term, may be accessed online by clicking Schedule of Classes.

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    Where can I find course descriptions offered by the University?

    The Georgia Southwestern State University Bulletin can be accessed via the GSW website. The Bulletin also contains policies and procedures for Campus Services.

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    How do I register for a classes?

    You may register for your classes with your advisor during the allotted time listed in the Class Schedule. Or, you may register through RAIN during the scheduled online registration term.

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    Why am I denied access to online web registration?

    Web registration is only available during students allotted times. Students may check their registration times through RAIN by clicking:

    1. Student Services
    2. Registration
    3. Check Your Registration Status
    4. then Select Term.

    Any changes made after the end date must be processed through an academic advisor or the Registrar’s Office during scheduled registration periods.

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    How can I determine if a class is closed?

    You may check the availability of a class by viewing the schedule of classes online. A bold red "C" indicates that a class is closed.

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    Where do I pay for my classes?

    For more information visit the Student Account webpage.

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    I have registered for an online course. What do I need to do?

    If you have registered for an eCore class, please visit the eCore portion of the Schedule of Classes and carefully read. You may also visit our eCore page found here.

    If you have registered for an online course at GSW, you should contact the instructor of your online class for further instructions regarding orientation sessions, GAView login instructions, etc.

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    How many credit hours am I allowed to take each term?

     

    Undergraduates may register for no more than 18 credit hours without having to obtain approval from the Associate Vice President of Academic Affairs.

    Graduate students may register for no more than 15 without having to obtain approval from the Associate Vice President of Academic Affairs.

     

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    Why have all of the classes that I registered for been dropped?

    If you did not pay your fees by the published deadline listed on the Academic Calendar , your classes were automatically dropped. You may contact Student Accounts for more information.

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    When is Add/Drop?

    See the Academic Calendar for dates.

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    May I register after Add/Drop?

    Students will not be admitted into classes after the last day of the add/drop periods without special permission.

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    May I drop a class after Add/Drop?

    No. You must "withdraw" from the class after add/drop is over by completing a Withdrawal from Class form. After add/drop, students must withdraw from (rather than drop) a course they no longer wish to take. The Withdrawal from Class form must be completed and returned to the Registrar's Office with the appropriate signatures and submitted to the Registrar's Office by the published “Last Day to Withdraw without Academic Penalty”. . The withdrawal form may be printed off RAIN or picked up at the Registrar's Office, located in Sanford Hall, Room210.

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    How does withdrawing from a class affect my GPA?

    Withdrawals after the add/drop period will result in course entries on your academic record with a grade of 'W'. No refund for a reduction in hours due to individual course withdrawals is authorized. Withdrawals without penalty will not be assigned after the midterm withdrawal deadline.

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    Will I receive a refund for a Withdrawal from Class?

    No. You are entitled to a refund only if you drop classes prior to the end of the add/drop period or if you withdraw from the University completely.

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    How can I withdraw from all classes?

    In order to withdraw from all classes you may complete and submit the Withdrawal from the University for the Semester form which will withdraw students from all classes and constitutes as a withdrawal from the University. The completed form, with all required signatures, may be returned to the Registrar’s Office located in Sanford Hall, Room 210.

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    How can I withdraw from a class after the midterm withdrawal deadline?

    After the midterm withdrawal deadline, you may petition to withdraw from a class by completing the Withdrawal from Class for Non-Academic Reasons. Students must supply appropriate documentation to support their reasons for withdrawal. This form must be signed by the instructor of the class and turned into the Registrar's Office by the posted due date. Withdrawal from a Class for Non-Academic Reasons is subject to approval by the Registrar. If the petition is not approved, students will receive the grade of WF (Withdrew Failing) which is calculated in the GPA.

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    TRANSCRIPTS

    How do I obtain my GSW transcript?

    Alumni and Former Students

    Georgia Southwestern State University and Credentials eScrip-Safe have partnered together to provide former students and alumni with access to an online ordering system through a secure website. Please login tohttps://iwantmytranscript.com/gsw to order your transcript.

    You can order your transcripts using Visa or Mastercard. Georgia Southwestern State University will process transcript orders during normal working hours Monday through Friday. When possible, requests should be made well in advance of the date when the transcript is needed. Normally, transcripts will be sent from Georgia Southwestern State University within 48 hours after a request is received; however, additional time is required during peak periods.

    The secure website will include instructions for placing your transcript order. Georgia Southwestern State University charges $5.00 per transcript. eScrip-Safe charges a $2.25 processing fee for each recipient (transcript addressee.) Order updates will be emailed to you, and you can also check your order status and history online.

    Note: If you attended GSW prior to Fall 1997 you may submit your request through Credentials eScrip-Safe’s Transcripts on Demand, however, GSW will not be able to submit your request electronically. Your transcript will need to be mailed to the recipient or picked up in the Registrar's Office, Sanford Hall, Room 210.

    Current Students

    Current students can request a transcript to be sent electronically, mailed or for pick up by using RAIN.

    1.    Access and login to RAIN
    2.    Select “Student Services and Financial Aid” Tab
    3.    Select “Student Records”
    4.    Select “Order Official Transcript”
    5.    Select “Place a Transcript Order”

    A new window will open up taking you to Transcripts on Demand. There you will follow the instructions to complete your transcript order.

    The secure website will include instructions for placing your transcript order. Georgia Southwestern State University charges $5.00 per transcript. eScrip-Safe charges a $2.25 processing fee for each recipient (transcript addressee.) Order updates will be emailed to you and you can also check your order status and history online. Normally, transcripts will be sent from Georgia Southwestern State University within 48 hours after a request is received; however, additional time is required during peak periods.

    I’m having trouble with ordering my transcript online. Who do I contact? 

    For assistance with your online order technical help can be found below:

    Transcript on Demand Contact Information:

    ess@credentialssolutions.com
    Phone: 847-716-3805
    Fax number for consent forms: 847-716-3710

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    What is the charge for a transcript?

    The charge for transcripts depends on the ordering method. Official transcripts requested in person at the Registrar’s Office or submitted via mail are $5.00 per copy. While official copies ordered online are $7.25 per copy. There is no charge for unofficial/student copies. Faxed copies are considered unofficial copies. The Registrar's Office accepts payment in the form of cash, check, or money order. 

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    How long does it take to process my request for a transcript?

    Transcripts are usually processed within 24-48 hours of receipt of the completed request. This time may vary during registration and graduation periods.

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    I need my transcript sent out a.s.a.p. Must I pay the transcript fee immediately in order for my request to be processed?

    Yes. Your request will not be processed until we receive payment. Please include payment with your request to avoid any delays.

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    May I pick up my request personally?

    Yes. If you indicated on your request that you want to pick up your transcript in person, the Registrar's Office will call you when it is ready. Remember, if you open an official transcript, it is no longer considered official.

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    How do I know if I need an official or unofficial transcript?

    Official copies are usually required for other universities, institutes, scholarship sponsors, certification, and employment. Unofficial copies are usually for a student's personal use. Some institutions accept unofficial copies temporarily until an official copy can be sent. Check with the institution that is requiring your transcript in order to determine which transcript is required.

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    If I come to the Registrar's Office, may I obtain my transcript on the spot?

    No. There is a 24-48 hour processing time for transcripts. The Registrar's Office is unable to process official transcript request on the spot. 

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    Can I have someone else pick up my transcript?

    Yes, you may have someone else pickup your transcript.  In order to do so,   you must submit written permission to the Registrar’s Office prior to that person picking up your transcript. The person picking up your transcript must present photo identification.

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    May I request a transcript via email?

    No. Transcript request may be submitted by mail, online, or in person at the Registrar's Office.

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    May I order my transcript in person?

    Yes, GSW Alumni and current student may request an official transcript in person. Transcript request forms can be printed online or completed at the Registrar’s Office located in Sanford Hall, Room 210.

    *Note: Transcripts requested in person will not be processed on the spot. Processing time will still be 24-48 hours.  

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    ENROLLMENT STATUS

    How may I obtain proof or enrollment?

    A Verification of Enrollment form can be printed from online or through RAIN and then mailed or faxed to the Registrar's Office. Forms can also be completed in the Registrar's Office located in Sanford Hall, Room 210. 

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    How long does it take to process a verification of enrollment?

    Verification of Enrollment requests are usually processed within 24-48 hours from time of receipt of the request. This time may increase during registration and graduation periods.

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    What constitutes full-time and half-time enrollment status?

    The number of credit hours required to be considered full-time or half-time for enrollment verification purposes are as follows (this includes summer semester):

  • Undergraduate: 12 or more hours = full-time, 6-11 hours = half-time, 5-1 hours = less than half time.
  • Graduate: 9 or more hours = full-time, 5-8 hour hours = half-time, 4-1 hours =less than half time.
  •  

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    MAJOR/ADVISOR CHANGE

    How can I change my major?

    You may print off a Major/Advisor Change form from RAIN or pick one up within the department you are declaring you new major.  Completed forms should be returned to the administrative assistant within that department.

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    How do I know who my new advisor is?

    Your new advisor will be listed on your unofficial GSW transcript on RAIN whenever the major change has been made.

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    Can I change advisors?

    Yes. You will need to complete the Major/Advisor Change form and return it to the administrative assistant within the department.

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    READMISSION

    I have been out of school for more than a year. What do I need to do to register for the next term?

    Students who have been out of school for one year or more (including a summer term) will need to fill out an Undergraduate Re-Admissions Application. This application may be completed at the Registrar's Office located in Sanford Hall, Room 210 or completed online. If you attended another school/institution after leaving GSW, you will need to submit official transcripts along with your completed application and forward them to the Registrar's Office at Georgia Southwestern State University, 800 Georgia Southwestern State University Drive, Americus GA 31709. 

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    How do I know if I have been accepted for Re-Admission?

    You will receive notification in the form of a letter from the Registrar's Office regarding your re-admission status. We will also send you information regarding registration.

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    GRADUATION

    When do I apply for graduation?

    The Application for Graduation for fall semester must be completed on or before December 1 prior to the academic year in which the degree is expected. The Application for Graduation for spring semester must be completed on or before May 1 prior to the academic year in which the degree is expected. Students who plan to graduate at completion of summer term must apply on or before September 1 prior to the year in which the degree is expected. Applications for graduation are available at the Registrar's Office and on RAIN (Registration and Academic Information Network).

    Graduation Term

    Apply no later than the year prior

    Fall
    Spring
    Summer

    December 1
    May 1
    September 1

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    Why must I apply so early?

    By applying early, you will have time to complete any outstanding requirements. Schedule an appointment to meet with your advisor and complete the application for graduation. Your advisor will conduct a review of the curriculum with you at the time of application. The Registrar's office will review your curriculum information prior to late registration of the term you are planning to graduate in order to determine any outstanding requirements.

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    How do I make arrangements for graduation?

    You must complete an Application for Graduation and pay the graduation fee. This application can be printed off RAIN or completed with your advisor.

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    What is the charge for graduation?

    Undergraduates (Bachelor) are charged $35. Graduate students (Masters or Specialist) are charged $35. Payment in the form of cash, check, money order, or credit card will be accepted through the Students Accounts Office @ (229-931-2013). Students will be billed for the Graduation fee if they do not pay at the time of application. Students earning a certificate will have a $15 graduation fee.

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    What if I will not be able to graduate during the term I applied for?

    You must fill out the Reapplication for Graduation portion of the Application for Graduation form. This form can be printed off of RAIN or completed at the Registrar's Office. You should reapply as soon as you learn about your delayed graduation date.

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    Do I have to pay the Graduation fee if I am re-applying?

    No. There is no charge as long as you re-apply before the midterm date of the semester you have previously applied for. However, after the midterm date a late re-application fee of $10.00 is required.

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    How do I know what to do for Graduation?

    Throughout the semester in which you have applied for graduation, you will receive notices regarding graduation information. These letters will confirm dates, times, attire, and location of graduation.

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    How do I know if I have met all the requirements for graduation?

    After completing the application for graduation, you will review a graduation check sheet with your advisor. This check sheet will list the classes and requirements you have remaining.

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    DIPLOMA

    How may I receive my diploma if I did not participate in the graduation ceremony?

    • You may pick up your diploma at the Registrar's Office, Sanford Hall, Room 210 between the hours of 8:00am-5:00pm, (Monday through Thursday) and 8:00am-3:00 on Friday. A picture ID must be presented at the time of pickup.
    • You may have your diploma mailed to you by sending a request and a $10.00 mailing fee to the Registrar's Office, Georgia Southwestern State University, 800 Georgia Southwestern State University Drive, Americus GA 31709-4379. An additional fee will be charged for mailing the diploma to an international address.

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    My diploma has been damaged in fire/flood/etc. Is it possible to receive a replacement diploma?

    Request for Replacement Diploma can be printed off RAIN or picked up at the Registrar's Office. There is a $50.00 charge for replacements, and orders generally take between 4-6 weeks.

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    GRADES and ACADEMIC INFORMATION

    Why haven't I received my grades through the mail?

    GSW students must use RAIN to access their final and midterm grades.

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    How do I view my midterm and final grades?

    Your grades are posted on RAIN. After logging onto RAIN, choose Student Services and Financial Aid then click on Student Records. After choosing final or midterm grades, select the semester in which you want to view your grades.

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    How can I find my GPA?

    You can locate your GPA on your unofficial GSW transcript located on RAIN. GPAs cannot be given out over the telephone or over email.

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    How is my GPA determined?

    Click HERE for Grade Point Average definitions.

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    How can I find out who my advisor is?

    You can find your advisor's name under the Academic Information portion of your unofficial GSW transcript on RAIN.

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    How can I find out my current academic standing?

    Your academic standing can be found under the Academic Information portion of your unofficial GSW transcript found on RAIN.

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    What is the Grading System at GSW?

    The following letters denote grades used in the computation of the grade point average (GPA)

    • A Superior
    • B Above Average
    • C Average
    • D Poor
    • F Failing
    • WF Withdrew Failing

    The following letters denote symbols used for each particular case, but are not included in the GPA

    • I Incomplete
    • IP In Progress
    • K Credit by Exam
    • NR Not Reported
    • P Passed
    • S Satisfactory
    • U Unsatisfactory
    • V Audit
    • W Withdrew without Penalty
    • WM Withdrew for Military purposes (must provide deployment orders).

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    TRANSIENT WORK

    What do I need to do if I want to attend a different school this term and come back to GSW next term?

    You will need to apply for admission/readmission to the school you want to attend. You will then need to complete the Transient Permission form, which can be picked up from the Registrar's Office, Sanford Hall, Room 210. You will need to have your advisor and department chairperson sign the form before returning it to the Registrar's Office.

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    How do I know if a class from GSW is equivalent to one at another university?

    Go to the secured site of RAIN and click on Transfer Articulation under Personal Information, follow the instructions on the site. If the class is not listed, you will need to meet with your advisor who can assist you in choosing the proper classes. Course equivalencies/substitutions are subject to approval by the academic dean and the vice president of Academic Affairs.

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    CURRICULUM SHEETS

    How can I find out what courses are required in my major?

    Curriculum sheets can be found in each department. These curriculum sheets can also be printed off the main menu of RAIN. It is also a good idea to review this information with your advisor.

     

    You may also review your DegreeWorks Audit through your RAIN account. For more information about your DegreeWorks audit click here.

     

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    ACADEMIC HONORS

    What are the requirements for being named to the President's List?

    A student who completes a course load of at least 12 semester hours of credit and earns an average grade of 4.00 will be named to the President's List.

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    What are the requirements for being named to the Dean's List?

    A student who completes a course load of at least 12 semester hours of credit and earns an average grade of 3.5 through 3.99 will be named to the Dean's List.

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    What are the requirements for being named to the Academic Achievement List?

    A student will be named to the Academic Achievement List if he/she is in Academic Good Standing, has previously earned at least 12 hours of credit from GSW, is enrolled 3 to 11 hours of credit, and earns a semester GPA of 3.5 or better.

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    ACADEMIC STATUS

    What is required for a student to be placed in Good Standing?

     

    A student will be placed in Good Standing if the cumulative/institution GPA is equal to or above 2.0.

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    What is Academic Warning?

     

    Students whose GPAs fall below 2.0 will be placed on Academic Warning and will have advising holds placed on their accounts, requiring them to meet with their academic advisors to register for classes or make changes to their schedules. They will have one semester to raise their GPAs to 2.0 and return to Good Academic Standing. They are also encouraged to take advantage of supplemental instruction, academic assistance, and other resources offered through the Academic Resource Center. Students who do not return to Good Academic Standing by the end of the term are placed on Academic Probation.Freshmen who are placed on Academic Warning at the end of their first semester of enrollment must successfully complete UNIV 1001-Pathways to College Success during the following spring or fall semester, whichever comes first.

     

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    What is Academic Probation?

     

    Students are placed on Academic Probation if they fail to return to Good Academic Standing after one semester of Academic Warning. Students on Academic Probation will have one term to return to Good Academic Standing and will have advising holds placed on their accounts, requiring them to meet with their academic advisors to register for classes or to make changes to their schedules. They are also strongly encouraged to take advantage of supplemental instruction, academic assistance, and other resources offered by the Academic Center for Excellence. Students who do not return to Good Academic Standing by the end of the term are placed on Academic Suspension.

     

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    What is Academic Suspension?

     

    Students are placed on Academic Suspension if they fail to return to Good Academic Standing after two semesters with GPAs below 2.0. Students on Academic Suspension have two options, stay out of school for one semester or choose to remain in school with Restricted Enrollment status, if eligible (see below).Students who choose suspension will be suspended for one semester and may not register for courses at GSW. Courses taken at other institutions while a student is on Academic Suspension from Georgia Southwestern will not be accepted in transfer. Students suspended for academic reasons may appeal to return after one semester (see policy below).

    The maximum number of suspensions allowed is two. At the third suspension, the student will be suspended from GSW for a minimum of one calendar year. Normally, students will not be reinstated after the third suspension. However, students may appeal their dismissal in writing to the Associate Vice President for Academic Affairs.

    Appeals relative to dismissal after the third suspension will be considered on a case by case basis with no guarantee of readmission.

    Students who do not return to school after sitting out for one academic year must apply for readmission with the Registrar’s Office and must write a letter of appeal to the Associate Vice President for Academic Affairs.

     For more information, please refer to the GSW Bulletin.

     

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    What is Restricted Enrollment?

     

    Restricted Enrollment is the only alternative available to students on Academic Suspension. Suspended students may appeal to remain in school by writing to the Associate Vice President for Academic Affairs. If granted Restricted Enrollment status, students will enroll primarily in repeat courses and ACSK 1100, Academic Skills. Not returning to Good Academic Standing by theend of the Restricted Enrollment term will result in an additional suspension for the student, and the student will remain out of school for a minimum of one semester.

    Students accepted for Restricted Enrollment will sign an agreement indicating the conditions of their eligibility to return. The Associate Vice President will set the terms of the student’s return and the contract will be signed by the student, the student’s advisor and the Associate Vice President for Academic Affairs. Students on Restricted Enrollment may not make changes to their schedules without the approval of the Office of Academic Affairs and the student’s advisor.

    The Restricted Enrollment status is not available to Learning Support students or transient students. Please refer to the GSW Bulletin for more information.

     

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    RESIDENCY

    Where can I petition for Georgia Residency?

    Out-of-State Waivers and the Petition for Georgia Residency can be found here. Students must reside in Georgia for 12 months prior to the first term of enrollment in order to establish residency. Please see the bulletin for detailed information regarding Residency Status.

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    VETERAN AFFAIRS

    Whom should I contact concerning veteran education benefits at the University?

    Contact the Veterans Representative, in the Registrar's Office, Sanford Hall, Room 219.

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    RAIN

    What is RAIN

    RAIN stands for Registration and Academic Information Network. This network allows students to have access to their student records. Students can view holds, midterm grades, final grades, academic transcripts, Registration status, class schedules, as well as Financial Aid Status, Account Summary and Fee Assessment.

    RAIN provides a convenient method for students and faculty to obtain information via the Web. Upon entrance, the system determines whether the user is a student, or faculty. Once this "role" is established, the user is given access to the appropriate information. The system provides a means for students to track their progress through their degree program and view their schedule. For faculty and staff, the system will also allow access to address and emergency contact information.

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    How do I access RAIN?

    Instructions for RAIN can be picked up from the Registrar's Office, Library, Computer Labs as well as other offices around campus. If you do not attend classes on campus you may contact the Registrar's Office to have instructions mailed to you -- or print them off from the public sector of RAIN (Student Information Forms).

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    My PIN has been disabled, how may I have it reactivated?

    Use the "forgot PIN" button on RAIN. This will reset your PIN to the six digits of your birth date. For example, if your birth date is November 3, 1997, your PIN would be 110397. However, if you have attempted to reset your PIN more than 5 times unsuccessfully, you will need to contact the Registrar's Office at 229-928-1331 or gswreg@gsw.edu in order for your PIN to be reset. In order for your PIN to be reset by phone, it will be necessary for you to answer a series of random questions concerning your enrollment. A request to have the PIN reset by email must come from your RADAR account and include your gswID.

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    CONTACT INFORMATION

    What is the mailing address to the Registrar's Office?

    Office of the Registrar
    Georgia Southwestern State University
    800 Georgia Southwestern State University Drive
    Americus, GA 31709-4379

    What is the fax number for the Registrar's Office?

    (229) 931-2021

    What is the phone number for the Registrar's Office?

    (229) 928-1331

    What is the email address for the Registrar's Office?

    gswreg@gsw.edu

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