Undergraduate Advising FAQs

As a student progresses through their degree within The School of Engineering and Applied Science, academic advisors will assist the student in meeting their program requirements. However, it should be stressed that fulfillment of degree requirements is ultimately the responsibility of the student. Students are expected to understand the degree requirements and engage in careful program planning with their professional and faculty advisor. It is highly recommended that each student track their curriculum progress individually as well, either by paper or through DegreeMap.

Academic advisors also help with other aspects of the student's academic career, such as admission to graduate and professional schools or career planning. They are able to direct students to other tutorial and counseling resources, provide information on internship opportunities, and direct students to independent research and guided independent studies. Students are encouraged to share feedback on their experiences in SEAS with their advisor, so that the undergraduate program can be improved. By taking advantage of the breadth of knowledge that advisors can offer, students can greatly enhance their time at GW and future careers.

The SEAS website contains a large amount of information for current undergraduate students at SEAS. Advising forms can be found at http://www.seas.gwu.edu/seasundergraduate/currentstudents/advisingforms.html. Curriculum requirements for all majors within SEAS can be found at http://www.seas.gwu.edu/seasundergraduate/currentstudents/undergradcurricula.html.

Frequently Asked Questions (FAQs):

Who is my academic advisor?
How do I contact my academic advisor?
Can I meet with any of the advisors within my department?
How many classes do I have to take to maintain my financial aid?
If I am a full-time student, what does my tuition cover?
Why do I have a SEAS Advising Hold?
How do I register for classes?
What courses should I register for?
How do I add/drop a class after online registration has closed?
What is the difference between a drop and a withdrawal?
Can I take time off from GW?
Can I register for a class that is closed?
Are prerequisites important?
What are the humanities and social science requirements?
How do AP and IB credits work?
Which classes don't count towards graduation?
How/when do I get my grades?
Can I retake a class?
Can I take a class Pass/No Pass?
I'm having trouble in a class. How do I get extra help or tutoring?
How do I get on the Dean's Honors or Commendation Lists?
What is academic probation?
What is academic suspension?
How do I take summer courses?
How do I take courses at a Consortium school?
Can I take graduate courses as an undergraduate degree student?
Can I change my curriculum year, and if so, how?
Can I change my degree or concentration, and if so, how?
Can I change my major?
How do I declare a second major?
How do I declare a minor?
Can I waive a required course and substitute it for another course?
What is FERPA?
What is graduation pre-clearance?
What do I need to do to graduate?

Who is my academic advisor?
Every undergraduate in SEAS is assigned a faculty advisor within their department. If you have officially declared your major (by either applying for admission under that major or completing the major declaration form), your department will inform you of the name and contact information of your faculty advisor by e-mail or you can contact your respective department to determine which faculty advisor has been assigned to you. If you are an undeclared student within SEAS, Howard Davis will act as your Professional Advisor until you have declared a major. He can be contacted by email at hdavis@gwmail.gwu.edu for advising appointments and other needs. Professor Shahrokh Ahmadi will be the faculty advisor for undeclared majors. He can be contacted by email at ahmadi@gwu.edu.

In addition to a faculty advisor, all first year students are advised by a professional advisor. The professional advisor will approve basic forms and act as a point of contact between the student and faculty advisor as needed. After ensuring that students are aware of the advising requirements, he or she will oversee the transition to faculty advising at the end of the first year. Kristin Pallister is the advisor for the ECE and CS departments, and can be reached by email at krispal@gwmail.gwu.edu. Lisa Jennings is the advisor for the CEE, MAE, ASPC, and EMSE departments, and can be reached by email at lisajj@gwu.edu.

How do I contact my academic advisor?
All advisors can be reached through email or during their office hours. Emails for Faculty Advisors are available on the department websites. Faculty Advisors also have offices in their departments and hold regular office hours. The hours can be determined through the website or by calling the departments directly. If you are not able to attend an advisor's office hours, alternative appointment times can be determined through email.

Both Professional Advisors have offices in Tompkins Room 104. Express Advising hours are posted each semester for quick questions. For more detailed queries, please contact your advisor by email to make an appointment.

Can I meet with any of the advisors within my department?
To ensure continuity of the process, students should meet with their professional advisor (in the first year) or faculty advisor (in subsequent years) to which they have been assigned. Only if the assigned advisor is unavailable and you have an urgent matter should you meet with another advisor within your department. If you do so, you must inform your primary advisor as soon as possible.

How many classes do I have to take to maintain my financial aid?
To maintain federal financial aid, you must be a full-time student with at least 12 credit hours per semester. If you are receiving other institutional scholarships, you may have additional requirements, usually 15 credit hours per semester. Many merit-based scholarships also entail a GPA requirement. For more information, contact the Office of Student Financial Assistance at 202-994-6620.

If I am a full-time student, what does my tuition cover?
A full-time program is defined as 12-18 credit hours per semester. A part-time program is lower than 12 credits before semester. Undergraduates in SEAS may take 19 credits without being charged for additional credits if their curriculum requires.

Why do I have a SEAS Advising Hold?
Advising holds are placed on each student's account every semester before class registration. In order to remove this hold, students must meet with their advisor to discuss appropriate classes for which to register. At this time, students must also complete the Undergraduate Advising form, which can be found on the SEAS website under Advising Forms (http://www.seas.gwu.edu/seasundergraduate/currentstudents/advisingforms.html). After completing the form and obtaining your advisor's signature, bring the form to Tompkins 104 for processing.

How do I register for classes?
After removing your advising hold (as described above), you may register for classes online through GWeb on the day assigned to you. Registration assignment dates are based off earned credit hours and change each semester. For an updated schedule, you should check the Office of the Registrar's website (http://www.gwu.edu/~regweb/web-content/index.html). After the assigned registration days have passed, general registration will be open to all students until the end of the second week of classes.

What courses should I register for?
Your curriculum depends on your major, as well as any concentrations or minors, you are pursuing. You should consult with your advisor each semester to ensure you are meeting all program requirements. You can also discuss which specific technical electives, humanities and social sciences, and additional classes you should take. All curriculum requirements can be found on the SEAS website under Degree Requirements (http://www.seas.gwu.edu/seasundergraduate/currentstudents/undergradcurricula.html). Note that "Recommended Schedules" include the updated course numbers. Students are encouraged to overview these curricula and go to their advisor prepared with a list of potential courses based upon them.

How do I add/drop a class after online registration has closed?
To add/drop a class after online registration has closed (after the first two weeks of the semester), you must use a Registration Transaction Form (RTF) and obtain the approval of the course instructor. In order to use this form, you must do so before the fourth week of the semester ends. Forms can be picked up from and dropped off at the Office of the Associate Dean (Tompkins 101) for the Associate Dean's approval. When dropping or adding a class, be aware of the minimum and maximum credit hour limits so as not to change your status (i.e. change from full-time to part-time) and risk losing financial aid and housing.

What is the difference between a drop and a withdrawal?
You may drop a class anytime during the first four weeks of classes without academic penalty - meaning that it will not appear on your transcript. If you want to drop a class after the end of the fourth weeks of class, it is considered a withdrawal, and the class will appear on your transcript with a grade of "W." The last date to withdraw from a class is at the end of the eighth week of classes.

Can I take time off from GW?
Once you start your degree program, you are expected to be continuously enrolled and actively engaged in fulfilling your degree requirements during each semester of the academic year until the degree is conferred. If you are not planning to register for any new course work at the University, you must register for continuous enrollment through either a Leave of Absence or Inactive Status (granted for a maximum or two academic semesters). For more information, please see the University Bulletin or speak with your advisor.

Can I register for a class that is closed?
Only the instructor of the class or the Department Chair has the right to grant you permission to "add" you to a closed course. If you have a compelling reason why the instructor should add you to the roster, contact them by email or in person during office hours. If they approve, complete a Registration Transaction Form (RTF) with their signature or that of the Department Chair. Then return the form to the Office of the Associate Dean. Note that after the form is handed in, processing needs to occur and the class may not immediately appear in your schedule on GWeb. If you have difficulties, please contact your professional advisor and he/she will discuss your options with you.

Are prerequisites important?
Yes. It is crucial that you meet all prerequisites for each course you wish to register for. Prerequisites provide knowledge essential to understanding subsequent courses. Note that a failing grade will not fulfill the prerequisite requirement. Prerequisites for all courses are listed in the course bulletin, which can be found online at http://www.gwu.edu/~bulletin/. If the prerequisite is not clear, contact the course instructor for clarification.

What are the humanities and social science requirements?
As part of each curriculum within SEAS, students are required to take three humanities and three social sciences. Furthermore, among the three courses required for each, two courses must be within the same department. For example, a student fulfilling their Humanities requirements might take two courses in History and another in Religion. A menu of classes from which a student can choose courses may be found online (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/H_SS%20wo%20Honr.pdf). In your third or fourth year, once you have fully decided upon which courses you will take, you must fill out the Humanities & Social Sciences Electives Declaration Form available above.

How do AP and IB credits work?
If you have taken College Board Advanced Placement (AP) courses, the official score results must be sent to GWU from The College Board. GWU's College Board Code is 5246. A maximum of 24 credits can be applied as college credit at GWU. A list of scores required and credit given can be found at this website (http://www.gwu.edu/apply/undergraduateadmissions/applytogw/bringingcredittogw/apcredit).

For International Baccalaureate (IB) courses, results should be sent as soon as they are available. A list of scores required and credit given can be found at this website (http://www.gwu.edu/apply/undergraduateadmissions/applytogw/bringingcredittogw/ibcredit).

After receiving grades for your first semester, any AP or IB credits applied will be displayed on your Unofficial Transcript, available through GWeb.

Which classes don't count towards graduation?
The following courses do NOT count toward your overall credits for graduation from SEAS: any Lifestyle, Sports, and Physical Activity (LSPA) courses, formerly known as Exercise and Sports Activities (EXSA) courses, and some naval science courses. Please also note that courses that are not part of the major or minor requirements will not be counted toward graduation.

How/when do I get my grades?
Grades are available through the GWeb information system under the Student Records and Registration Menu, Student Records Information Menu tabs. These will be available approximately one to two weeks after the last final exam.

Can I retake a class?
If you receive a failing grade in a course and it is a degree requirement, you must repeat it. Both the failing grade and the grade from the retaken course will be counted towards your GPA.

If you did not receive a failing grade but you are unhappy with your performance, you may retake the course with the approval of your advisor, but you will not receive credit towards graduation for the class taken the second time. In other words, you can only receive credit for a class once. In addition, the grade you received the first time you took the class will remain on your transcript along with the new grade.

Can I take a class Pass/No Pass?
Juniors and seniors who are in good academic standing my with the approval of the Associate Dean take one elective class per semester on a Pass/No Pass (P/NP) basis. Classes that are required for your major, minor, or general curriculum requirements cannot be taken Pass/No Pass.

In order to change your grading designation to P/NP, you should add the class with a Registration Transaction Form. You must make this change within the first eight weeks of class.

I'm having trouble in a class. How can I get extra help or tutoring?
Your first step should always be to contact the professor or teaching assistant (TA). Office hours and recitations/discussions are perfect opportunities for additional practice and clarification. All contact information for your professors and TAs are provided in the course syllabus.

In addition, SEAS offers a wide range of tutoring services. For introductory courses such as chemistry, calculus, physics, biology, or C computing, SEAS offers walk-in tutoring. These sessions are free for SEAS students, and held multiple evenings every week. For upper level courses, tutoring can be arranged through the department in which the course is taught. Please contact our Retention and Special Programs GTA, Michael Zarrella, at mrz2313@gwmail.gwu.edu for additional information.

How do I get on the Dean's Honors or Commendation List?
If you are a full-time student (12 or more credit hours) and receive a semester GPA of 3.0 to 3.49, you will be placed on the Dean's Commendation List. If you are a full-time student and receive a semester GPA of 3.5 or higher, you will be placed on the Dean's Honor List. In addition, no disciplinary action may have been taken against you, and no more than one grade below B- and no grades below C- may have been earned. A student who receives a notation of I (incomplete) during a semester will not be placed upon the Dean's Honors or Commendation List for that semester unless it is changed to a letter grade within 30 days of the end of the marking period. Both lists can be viewed in Tompkins 104 and are updated each semester.

What is academic probation?
Full-time students are placed on probation if their GPA is below 2.0 for one semester or if they receive more than one grade of F in one semester or summer session. Part-time students are placed on probation if their GPA is below 2.0 or if they have received more than one grade of F after accumulating 12 credit hours.

Students on probation who receive a GPA of less than 2.0 (for 12 or more credit hours) or a grade of F during the semester they are on probation are continued onto Probation II.

Full-time students are removed from probation when the GPA is at least 2.0 with no grade of F during the semester they are on probation. Part-time students are removed from probation when the GPA is at least 2.0 and they receive no grade of F for the next 12 credit hours after being placed on probation.

What is academic suspension?
Students will be suspended if they receive (1) two grades of F any time during a probation period (part-time students who receive two grades of F while on probation will be suspended at the time of receipt of the second F); (2) four grades of F in any semester (or equivalent for part-time students); (3) placement on probation for a third time; (4) a cumulative GPA of (a) 1.5 or below at end of sophomore year or completion of 63rd credit in the student's curriculum, (b) 1.9 or below at the end of the junior year or upon completion of the 97th credit in the student's curriculum, (c) below 2.0 at any time during the senior year.

Upon suspension, students must apply for readmission to the university. Student readmitted will be suspended if they do not attain a minimum GPA of 2.0 during their first semester (12 or more credits) or if they receive more than one grade of F during the period.

How do I take summer courses?
Summer courses may be taken either at GWU or at another university/college while enrolled at GWU. When registering for summer courses at GWU, it is required that you have your professor fill out an Undergraduate Advising Form for the Summer term. There are no limits on the amount of summer courses you may take at GWU while enrolled within the university. After completion of the summer course, it will be automatically included in your GWU transcript.

In order to take summer courses at another university/college, you must obtain prior permission. In order to do so, you must provide a copy of the course description of the course to be taken along with the equivalent course at GWU to your advisor. Additionally, you must fill out the Prior Permission form (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/prior_permission_form_current.pdf) and have your advisor approve it. After their approval, bring the form to Tompkins 104 for processing. Note that there is a limit of nine credit hours of transfer credit outside of GWU, which should be completed before the start of your junior year. Exceptions to this rule are permitted, but require advisor approval through the Petition for Exceptions to Stated Academic Policies form (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/petition_exceptions_to_academic_policies_current.pdf).

When taking the summer course, only the credits transfer - the grade is not applied to your transcript. A minimum grade of C is required. After completion of your summer course, have your transcript sent to the following address.

The School of Engineering and Applied Science
Attn: Professional Advisor
Tompkins 104
725 23rd Street NW
Washington, DC 20037

How do I take courses at a Consortium School?

Students are allowed to take courses through the Consotium if the course is not offered at GW. 
You must have the permission of your advisor in order to take a consortium course (a course at one of the DC-area colleges that is listed as part of the Consortium). The student must provide course descriptions of both courses and fill out a Consortium Registration Form. (http://www.gwu.edu/~regweb/web-content/onlineforms/consortium-form.pdf). Students may also register for courses at a Consortium School when the class is full or unavailable at GWU for a given semester with their advisor's permission.

Can I take graduate courses as an undergraduate degree student?
You should take courses that are required for your curriculum. However, it is possible that your curriculum has electives for which a graduate course could apply. It is important that all prerequisites for these courses are met. If you take a graduate course as an undergraduate student, you will not receive graduate credit. The exceptions are if you are part of the five-year integrated Bachelors/Masters program (in which two graduate courses taken during your undergraduate program are double counted) or if the graduate course is not counted towards your undergraduate degree. In this case, you may use up to six credits hours towards a graduate degree at GWU.

Can I change my curriculum year, and if so, how?
Yes. The basic rule is that the student is in the curriculum year that was in effect in the academic year that the student began at GW (whether as a freshman or a transfer student). Changes to the curriculum do not automatically apply retroactively. However, you are allowed to change your curriculum year to a newer curriculum year (i.e. a later year curriculum - such as going from a 2009 curriculum to a 2011 curriculum). To do this, you must complete the Major/Concentration/Advisor/Curriculum Year Update form (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/major_curriculum_advisor_update_current.pdf), get advisor approval, and submit the form to Student Records in Tompkins 104. You should not that changes to curriculum year may result in significant changes to program of study. All requirements of the new curriculum year must be met.

Can I change my degree or concentration, and if so, how?
Yes. You can declare your new degree and/or concentration by completing the Major/Concentration/Advisor /Curriculum Year Update form (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/major_curriculum_advisor_update_current.pdf), obtaining your advisor's approval, and submitting the form to Student Records in Tompkins 104.

Can I change my major?
Yes. You may declare a different major (within SEAS or outside SEAS). To change your major within SEAS, you must complete the Major/Concentration/Advisor /Curriculum Year Update form (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/major_curriculum_advisor_update_current.pdf), obtaining approval of both your former advisor and an advisor in the department to which you are switching.

To transfer out of SEAS, you will need to complete an internal transfer form. Be sure to see an advisor in your desired School regarding curriculum requirements, and come to Tompkins 104 for more information.

How do I declare a Second Major?
To declare a second major, you must complete a Declaration of Second Major form (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/declaration_of_second_major_current.pdf). It must be approved by your advisor within SEAS and by an advisor in the department of your second major. For example, if your second major is Economics, you must get your program of study approved by advisor in the Economics Departments. To meet requirements for the second major you must complete all the courses listed in the form.

How do I declare a minor?
To declare a minor within SEAS, you must complete the Declaration of Minor form (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/declaration_of_minor_current.pdf). To declare a minor (secondary field) outside of SEAS, you must complete the Declaration of Secondary Field form (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/declaration_of_secondary_field_current.pdf). Both of these forms require approval from your advisor and an advisor from your minor department.

Can I waive a required course and substitute it for a different course?
A waiver may be granted if you demonstrate that you have knowledge of the material covered in the required course - an example of such a situation is if you have successfully completed a more advanced course (at a prior institution or at GWU). You must provide documentation to show your prior knowledge (for example, course description and transcript if you have taken a course elsewhere that covered equivalent subject material). Waiver of a required course requires advisor and curriculum chair approval. You must complete the Waiver Form (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/waiver_form_current.pdf). Typically, the advisor may also require you to meet with the course director and get their approval for the waiver.

If a course required in the curriculum is waived, the corresponding credit hours must be earned by satisfactory completion of a university level academic course. If this substituted course is part of the required curriculum, then the grade will be used in determining the grade point average. The course used to substitute for the required course must be approved by your advisor, and typically must be relevant to the topic of the waived course. For example, if you get a waiver for CS192 (Network Security) because you have taken CS286 (graduate version of Network Security), then the substituted course must be in the networks or security related area such as Wireless Security of Network Defense. You must complete the Course Substitution Form (http://www.seas.gwu.edu/seasundergraduate/currentstudents/pdfs/course_substitution_form_current.pdf), obtain your advisor's approval, and submit it to SEAS Student Records in Tompkins 104.

What is the Family Education Rights and Privacy Act of 1974 (FERPA)?
As an adult and a college student, you are protected under the provisions of the Family Education Rights and Privacy Act of 1974 (commonly referred to as FERPA). Consequently, your academic records are confidential and will not be shared other than anyone other than yourself and University staff with a need to know. If your parents wish to obtain information on your academic progress, you and your parents both must complete a statement of financial dependency, which will grant them access to your academic records. Your parents can easily obtain the necessary form from the Office of the Registrar. You may also provide explicit, written permission for your advisor to discuss any matter with your parents even if this form is not completed.

What is graduation pre-clearance?
In your final year, you must complete the Graduation Pre-Clearance Form. This must be done in the semester prior to your final semester and submitted to Student Records in Tompkins 104. The Student Records Office and your Professional Advisor will perform an audit of your curriculum and discuss remaining requirements to earn your undergraduate degree. It is essential that you complete this prior to the pre-registration period so that you can plan the schedule for your final semester accordingly.

What do I need to do to graduate?
To be eligible for graduation, a student must have at least (1) an overall GPA of 2.0, (2) an overall GPA of 2.0 for the program taken at SEAS, (3) a GPA of 2.2 for technical courses taken in the fifth through eighth semesters.

In your final semester, you must complete the application for graduation form (http://www.gwu.edu/~regweb/web-content/onlineforms/applicationforgraduation.pdf). After you have completed your final semester, the Student Records office and your advisor will audit the courses you have taken. If you meet all the requirements for your degree, you will be cleared for graduation. Note that failure to complete this form by the deadline will result in late fees and may complicate the graduation process.