ENROLLMENT, RECORDS AND VERIFICATIONS

Enrollment Services 

Enrollment Services provides services to University applicants, students, faculty, administration, and staff in the areas of recruitment, admission, financial aid, veterans, and academic records in support of the University’s mission, vision, and strategic goals. The office is located in Iron Horse Lodge, and is staffed Monday through Friday from 8 a.m. to 5 p.m.  

Enrollment Services collects all matriculation documentation, which must be completed prior to orientation, and annual documentation requirements for continuing students. The matriculation documents and requirements will be listed on the Newly Admitted Students web page of PNWU.edu. Access the University academic calendar or the calendar and timeline in each academic program student handbook for deadlines. 

Class Registration 

Students will be registered for their classes each term. New students will be registered by the end of July. Continuing students are registered a month prior to the start of the new term, as long as the student has no registration holds for outstanding requirements, or outstanding financial obligation to the University. Students may view their class list and student account statements on Self-Service. Students not registered by the start of term because of outstanding requirements or unmet financial obligations will not be allowed to attend classes/clinical experiences, and will lose access to PNWU email, campus buildings, and PNWU system access (Moodle, eValue, Panopto, ExamSoft, PNWU Library resources, etc.) 

Registered students who are not attending by the third day of the start of a course and do not have an excused absence or an approved leave of absence will be placed on administrative withdrawal. 

Credit by Examination 

Specific academic programs may allow students presenting extraordinary admission credentials be granted credit by examination in the appropriate course(s). See the academic program student handbook for specifics. 

Credit earned by examination appear on the transcript with a pass (P) grade only. A percentage grade will not be issued and the credits will not be included for class ranking purposes. 

Policy link: Credit by Examination policy 

Enrollment Verifications 

An enrollment certificate may be downloaded through the National Student Clearinghouse MyHub. Click on the Enrollment History or Self-Service tile on the home page or along the left side menu. Select PNWU and use the drop down menu and download button. If you have any questions email registrar@pnwu.edu. 

Alaska Education Verification 

Students with residency in Alaska may need to complete and sign the Education Verification form, and submit to Enrollment Services located in Iron Horse Lodge or email to registrar@pnwu.edu. This form must be completed for each calendar year while enrolled. 

National Health Service Corp Verification (NHSC) 

A NHSC scholar must submit an enrollment verification form verifying that they are still in good academic standing. The student must complete, sign, and submit the form to Enrollment Services located in Iron Horse Lodge or email to registrar@pnwu.edu. 

Student Name  

In accordance with the Family Educational Rights and Privacy Act (FERPA), only the student may request a name change on the official university records.  

For legal name changes students must complete the Name Change Request form and submit legal documentation of the legal name change (e.g., certified copy of marriage certificate, divorce decree, court order, or Washington state driver’s license) to registrar@pnwu.edu. The student’s legal name is used on legal documents, such as official transcripts, diplomas, criminal background reports, and tax forms. All PNWU systems and email will be updated to reflect the legal name change once the Registrar receives all documentation. The username of software systems may not change depending on the timing of the change and the system functionality. 

Students may update their display name in the Self-Service portal. The display name will be used on communications, class lists, and in auxiliary systems (e.g., eValue, ExamSoft, ProgressIQ, Security, etc.). The username for these auxiliary systems may not change, this is dependent on the timing of the change and the system functionality.  

Transcript 

Transcripts are ordered through the National Student Clearinghouse MyHub. Click on the Self-Service tile on the home page or along the left side menu. Select PNWU and click the Order Transcript button. If you have any questions email registrar@pnwu.edu.

Transcripts are $10 each plus a processing fee from the transcript vendor.   

Release of Information  

Educational records are protected under the Family Educational Rights and Privacy Act (FERPA). Access the Student Catalog for the full policy, and definition of educational records, and directory information. FERPA prohibits PNWU from releasing or sharing a student’s education records, other than directory information, unless the university receives a signed release from the student.  

Student may grant PNWU permission to discuss specific record information via telephone or in-person with a spouse, parent, or significant other by completing a Consent for Third Party Access form. Access the Shared Access section of the Equipment, Technology and Software webpage for details. 

Students may request their educational record be released to another organization, business or school by completing an Education Record Student Release form. 

Students may withhold directory information by giving written notification to Enrollment Services within two weeks after the beginning of the term. Requests for non-disclosure of directory information will be honored until graduation unless students submit a written request to have the block on their directory information removed. Students who wish to withhold directory information after they graduate, which would include their dates of attendance and degrees conferred, must submit another written request to Enrollment Services. Students that do not want any directory information shared must complete the Non-disclosure of Directory Information form. 

Students wishing to review their education records should submit a review of student education records form, specifying the records of interest, to registrar@pnwu.edu. Enrollment Services will assist in identifying the appropriate official. The responsible official will then arrange for the student to inspect the records within 45 days of the request and will notify the student of the time and place of inspection. Students may not take pictures, notes or copies of their records. 

Only records covered by FERPA, as delineated in the definition of education records, will be made available for review. Furthermore, the University is permitted or required to withhold from students the following sorts of records: financial information submitted by their parents, confidential letters of recommendation to which students have waived their rights of inspection, and education records containing information about more than one student. In the latter case, the institution will permit access only to the parts of education records that pertain to the inquiring student. 

Students who believe their education records contain information that is inaccurate, misleading, or held in violation of privacy rights or other rights, may submit an education record amend request. The student must identify the parts of the record the student believes should be changed and indicate the reasons it should be changed. If University officials agree with the student’s request, the appropriate records will be amended, and the student notified. If the University decides not to amend the record as requested by the student, the student will be notified and advised of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. FERPA confers to the student the right to challenge grades only in cases where the grade has been incorrectly recorded. PNWU has other procedures for appealing grades. 

Student may submit a formal hearing request. Within ten business days after receiving such a request, the student will be informed of the date, place, and the time of the hearing. Students may present evidence relevant to the issues raised and may be assisted or represented at the hearings by one or more persons of their choice, including attorneys, at their own expense. The hearing panels that adjudicate such challenges are appointed by Student Affairs. The decisions of the hearing panel will be based solely on the evidence presented at the hearing and are final. They will consist of written statements summarizing the evidence and the reasons for the decision and will be delivered to all parties concerned. If the decision is in favor of the student, the education records will be corrected or amended in accordance with the decision of the hearing panel. If the decision remains not to amend the student’s education record, the student has a right to insert a statement in their record commenting on the information therein. This statement will be maintained as a permanent part of the student’s record and must be included when the record is disclosed to an authorized party. 

Students who believe the adjudications of their challenges were unfair, or not in keeping with the provisions of FERPA, may request the assistance of the President of Pacific Northwest University of Health Sciences. Students who believe their FERPA rights have been violated may also file complaints with The Family Policy Compliance Office, US Department of Education, 400 Maryland Avenue S.W., Washington, DC 20202-4605. 

All forms must be signed and submitted to Enrollment Services with original signature. Contact Enrollment Services by emailing registrar@pnwu.edu, if you have questions about FERPA, directory information, nondisclosure requests, or release of information. 

Policy link: FERPA policy  

Student Photographing and Videotaping Release Form 

All students will complete a Photo and Video Release form prior to matriculation.  

Policy link: Image Use policy

Classification of Students 

Class standing is based upon the number of semester hours earned or when all courses for that class level have been completed. 

Educational Resources 

The PNWU health professions curriculum requires students have access to basic science and clinical titles beginning in year one, creating a foundational library for board exam study and lifelong learning. PNWU has created a customized list of publisher titles that are strategic to the curriculum. The students have access to the titles throughout their education. The cost of books is amortized over the program and provides new editions to students for free, providing a cost-effective package students cannot get elsewhere. The custom list of publisher titles supports a highly integrated curriculum and application-based instruction in a copyright compliant environment. 

In lieu of a campus bookstore, PNWU provides all educational resources required for the curriculum to take advantage of bulk buying power, to ensure that students have high quality tools to meet the demands of the curriculum, and to avoid hazardous material contamination of personal technology.  

PNWU documents, annually, the titles in the database or in hardcopy format that are not available to students other than provided by the University and market value of books and equipment available to the student through other sources. 

PNWU provides all required educational resources to the students in the program by the seventh day of the term or course start date. 

Students may opt-out of the manner in which supplies are provided by PNWU by signing the Program Cost Opt-Out Request form by June 21, 2024 or within two weeks of confirmation of admission but prior to PNWU issuing books and supplies (usually during orientation week). Students will acknowledge responsibility for obtaining the required items on the form and that failure to obtain the required items may impact their academic success. The cost of the educational resources the student opts-out of receiving will adjust the tuition amount. If an item or items included in the opt-out are not available to be provided by the University the tuition adjustment will be reduced. 

PNWU provides a way for a student to obtain the educational resources the student opted-out of receiving by the seventh day of the payment period (term) by; disbursing Title IV, HEA program funds for which the student is eligible up to ten days prior to the payment period; and a Title IV, HEA credit balance is paid directly to the student as soon as possible, usually within five business days. 

Students on Health Professions Scholarship Program (HPSP) may be charged for the amount of provided educational resources if their military branch does not allow books and equipment to be included in the tuition billing. The student will need to pay the cost of the educational resources and submit a reimbursement request to their military branch. 

Certifications 

Students are required to maintain current ACLS (if applicable), BLS, HIPAA, Blood Borne Pathogen, and Hazard Communication (OSHA) certification. Certifications are stored in eValue, MyRecordTracker, or Exxat for credentialing purposes for clinical experiences and rotations. 

ACLS/BLS Certification 

See academic program student handbook for specific requirements. Documentation of certification must be uploaded to eValue, MyRecordTracker, or Exxat for credentialing purposes. 

Leave of Absence (LOA) 

Due to medical or emergency situations a student may want to request a leave of absence. The scheduling of courses may not allow for an approved leave of absence that meets federal requirements. The maximum time allowed for a leave of absence is 180 calendar days in any 12-month period, which will only be granted for extenuating circumstances. A student returning from an approved leave of absence must resume training at the same point in the academic program that they began the leave of absence and complete the coursework started prior to the leave of absence. If the student is not cleared to resume coursework within the 180 days they will be considered medically withdrawn, effective from the date of the start of the leave of absence. 

Students should provide 30 days advanced notice of a leave unless there are extenuating circumstances. A student must submit a signed, dated, written request, for a leave of absence that includes a detailed explanation of the reason for the request, the last date of attendance, the expected return date, and include appropriate documentation attesting the need of the leave of absence and recommending a duration for the leave of absence.  

  1. Complete the Leave of Absence form, print, sign, and date
  2. Attach supporting documentation to your request form (medical, deployment orders, etc.) 
  3. Meet with Financial Aid staff and have them confirm with Student Affairs you have communicated with Financial Aid 
    1. Discuss consequences including return of financial aid if student does not return, loss of grace period, tuition charges, delay in future financial aid, etc. 
    2. Financial Aid will add the required return by date, 180 days or less within a 12-month period from the last date of academic attendance
    3. Financial Aid will consult with Registrar and add the number of credits/course work required to complete prior to a future disbursement of aid and tuition charge
  4. Submit to Student Affairs for review
    1. Student Affairs will review the request with the academic program
    2. Student Affairs will notify the student if the request is approved or denied via secure email
    3. Student Affairs will notify Enrollment Services, academic program, the Director of Student Success and Disability Services, and the Dean of Students whether the request is approved or denied 
  5. If the request is denied the student may start the withdrawal process 

If an unforeseen circumstance, such as an auto accident, prevents a student from providing a written request prior to the leave of absence, the University may grant a leave of absence as long as the student qualifies and requests the leave of absence in writing as soon as reasonable. 

For Washington State residents seeking information and resources about student loan repayment or seeking to submit a complaint relating to your student loans or student loan servicer, please visit www.wsac.wa.gov/loan-advocacy or contact the Student Loan Advocate at loanadvocate@wsac.wa.gov. 

Policy link: Student Leave of Absence policy 

Return from Leave of Absence 

A student returning from an approved leave of absence must contact Student Affairs regarding documentation of ability to return to academic program. 

  1. Submit written request to return to coursework
  2. Attach supporting documentation of medical clearance to return
  3. Student Affairs will notify Enrollment Services, Director of Student Success and Disability Services, and academic program in which the student is cleared to resume coursework
  4. The academic program decides on curriculum placement. A student returning from an approved leave of absence must resume training at the same point in the academic program that they began the leave of absence and complete the coursework started prior to the leave of absence. 
  5. The student must complete any annual training, criminal background check, and immunizations prior to returning to coursework. 
  6. Tuition charges and financial aid eligibility will resume once the student has completed the coursework started prior to the leave of absence. 

Policy link: Student Leave of Absence policy 

Withdrawal from School  

All requests for withdrawal are initiated with Student Affairs. Students who discontinue or plan to discontinue their education at PNWU for any reason are required to submit a written request, including any required documentation. Withdrawn students must return indicated PNWU property within ten business days of their discontinued education. Failure to complete the request to withdraw and return PNWU property will result in a hold on all academic records and property replacement charges will be assessed. 

Withdrawal Reasons & Required Documentation: 

  • Medical withdrawal – documentation must attest to the need for withdrawal from school and the recommended duration for the withdrawal and include the credentials of the diagnosing professional 
  • Advanced study withdrawal – documentation must include academic opportunity details and be limited to one year. Only allowed for DO students who have completed the preclinical curriculum and passed COMLEX-USA Level 1 
  • Military withdrawal – documentation of service obligation 
  • Personal withdrawal – no documentation required 
  • Administrative withdrawal for non-attendance – Registered students who are not attending by the third day of the start of a course and does not have an excused absence or an approved leave of absence will be placed on administrative withdrawal. The student will be notified of the withdrawal and any required financial aid return will be calculated. The student will need to be approved for an excused absence or leave of absence to return to classes. 

Policy link: Student Withdrawal policy

The student must meet with Financial Aid for advising on any return of Title IV funds, loan repayment timeline, and instructions for completing required student loan exit counseling. PNWU must determine the earned and unearned portions of federal financial aid as of the date the student ceased attendance based on the amount of time the student spent in attendance. Up through the 60 percent point in each period of enrollment, adjusted for scheduled breaks, a pro-rata schedule is used to determine the amount of federal financial aid funds the student earned at the time of withdrawal. Any unearned funds must be returned to the U.S. Department of Education and any amount owed to PNWU must be paid within 30 days.  

Student Affairs will meet with the Dean/Program Director (or designee) to review the request to assure administrative procedures are followed and an academic plan considered. The Dean/Program Director or designee will make the final decision to grant a request and the student will be notified of the decision in writing and provided the exit form and PNWU educational resources to be returned via U.S. certified mail and secure email.  

If a student chooses to withdraw from the University, the student automatically waives the right to an appeal of any disciplinary action or dismissal decision previously made by the Student Progress Committee and/or the dean/program director. Guaranteed re-admission, based on withdrawal reason, may be voided upon failure to provide documentation in a timely manner. 

Policy link: Financial Aid Return of Title IV Funds policy

Items to be returned upon withdrawal  

A student withdrawing from PNWU will meet with Student Affairs and begin the withdrawal process which includes returning PNWU materials and equipment and receiving information pertaining to the withdrawal. Questions regarding withdrawal from PNWU should be directed to Student Affairs in person or at studentaffairs@pnwu.edu. 

Students must return all PNWU materials and equipment upon withdrawal. This list includes but is not limited to: 

  • ID Badge 
  • Parking Permit 
  • Locker Key 
  • White Coat 
  • iPad (with privacy screen, if provided by PNWU)
  • Books (hard copy texts and workbooks from the current term) 
  • Stethoscope  
  • COM Welch-Allyn Diagnostic Kit 
    • Includes Coaxial Ophthalmoscope, MacroView Otoscope with Throat Illuminator, NiCad Handle & Hard Case
    • Welch Allyn Insufflator Bulb for Pneumatic Otoscopy
    • Tape Measure
    • Buck Neurological Handle
  • Sphygmomanometer and Cuff
  • SOPT Clinical Kit 
  • SOT Student Kit 

A prorated amount of tuition is refunded during the first three weeks of the term. Any financial aid returned to the U.S. Department of Education will be offset by any tuition refund. If a refund is owed to the student, it will be returned through direct deposit into the student’s bank account via the automated clearing house (ACH). The student is responsible to pay any balance owing to PNWU. An unpaid balance will result in a stop list item on academic records, preventing future registration and transcript requests. 

For Washington State residents seeking information and resources about student loan repayment or seeking to submit a complaint relating to your student loans or student loan servicer, please visit www.wsac.wa.gov/loan-advocacy or contact the Student Loan Advocate at loanadvocate@wsac.wa.gov. 

Readmission 

Students who have previously withdrawn from PNWU, for reasons other than personal, must apply for readmission. Former students who withdrew for personal reasons or administratively withdrawn must complete the application process the same as someone who has never attended PNWU. 

  • Medical Withdrawal – Granted to students who have a medically documented reason acceptable to the University. Students must submit the readmission request form at least three months in advance of the time the applicant wishes to re-enroll. The readmission request must include a letter with reasons for withdrawal from school, status/activities involved with since withdrawal, reasons to considered for readmission, and a plan to complete the academic program within the published program length. The applicant for readmission may also include any supportive documentation they feel the Admission Committee should consider.

The Admission Committee will consider the readmission request and may ask for letters of reference, medical documentation, etc., and review the student’s credentials on file with Enrollment Services. The Admission Committee has the right to conduct interviews, secure documentation, evaluate past grades/performance, etc. Because the reason for each previous student’s withdrawal is unique, the information required by the Admission Committee may vary. The admission Committee makes a recommendation to the Dean or Program Director.

  • Advanced Study Withdrawal – Granted to osteopathic medical students who have completed the first two years of curriculum and passed COMLEX-USA Level 1, and wish to leave PNWU to pursue educational opportunities, such as PhD programs and/or research fellowships.

The readmission request must be submitted at least three months in advance of the time the student wishes to re-enroll and is guaranteed, provided the student:

    1. Has remained in compliance with PNWU’s codes of academic and behavioral conduct while on leave.
    2. Makes satisfactory academic progress at the sponsoring institution.
    3. Meets the minimum technical standards for admission.
    4. Submits to a criminal background check (CBC) and drug screen.
  • Military Withdrawal – Granted to students whose military reserve obligations may necessitate a period of absence from the academic program when they are called to extended active duty.

See the Student Catalog for military readmission specifics. The readmission request must be submitted at least three months in advance of the time the student wishes to re-enroll and is guaranteed, provided the student:

    1. Has remained in compliance with PNWU’s codes of academic and behavioral conduct while on leave.
    2. Meets standards of their deployment.
    3. Meets the minimum technical standards for admission.
    4. Submits to a criminal background check (CBC) and drug screen.

If readmission is approved, the Dean/Program Director or designee will determine class placement for the returning student and any academic conditions, which may include academic probation, for students readmitted. The individual requesting readmission will be notified of the decision by Enrollment Services.

Policy link: Student Readmission to Educational Program policy 

Revision date: June 6, 2024