Forms

 

Some academic actions or decisions will require you to submit various forms with appropriate signatures obtained from university officials. Completed forms should be submitted to the Office of Academic and Student Affairs to be processed. Students are highly recommended to contact the Office of Academic and Student Affairs and have consultation before submitting the form.

All forms submitted are normally processed in two to three business days, not including the date received.  There are several peak periods, (priority registration period etc.) when processing time may take longer.

 

Consent to Release Student Information (FERPA Form)

The Family Educational Rights and Privacy Act (FERPA) is a federal law that prevents Mason from releasing certain information from a student’s record without his/her consent. Student records may include admission, registration, academic, financial aid and student account information. Students may give permission to release FERPA protected student information by completing and signing Consent to Release Student Information Form. Students may submit this form to the the Office of Academic and Student Affairs in-person with a photo ID or via their Mason email
account.

 

Substitution/Waiver Form

Substitution/Waiver form is to request that a requirement in an academic program be met by: 1) a transfer course even though not considered equivalent to a Mason course, or 2) a Mason course not usually applied to meet the requirement.  Also to request that, on some clearly-detailed basis, a requirement in the student’s academic program be waived.  (Does not waive or give credit hours.)

 

Change/Declaration of Academic Program

Students who wish to change or declare their academic program need to contact the Office of Academic and Student Affairs and fill out a Change/Declaration of Academic Program. The form can be used not only to change/declare one’s major but also the concentration and catalog year. Student must meet with their academic advisor before the form submission as the process requires an advisor’s approval.

 

Minor Declaration

Students who wish to declare their academic program need to contact the Office of Academic and Student Affairs and fill out a Minor Declaration Form. Student must meet with their academic advisor before the form submission as the process requires an advisor’s approval.

 

Change of Academic Plan

Students who begin their Mason degree program in Korea typically spend two semesters (6th and 7th semesters) in Fairfax and then return to Korea to complete degree requirements. Changes to this plan need to be documented. Change of Academic Plan Form guides students to visit the appropriate offices to explore the implications of a decision to alter their pathway to a Mason degree. An academic advisor can assist with this form.

 

Time Conflict

The university does not typically permit students to register for courses that are scheduled to meet at concurrent times or that overlap in meeting times. In order to register for a course that results in a time conflict of 15 minutes or less, follow the instructions below. Complete all information on the Time Conflict form and obtain signatures from both instructors. Submit the completed form to the Office of the Academic and Student Affairs located by the last day to add for the semester.

 

Credit Overload

In exceptional circumstances, students may request an overload of the maximum credit hours allowed to undergraduate students. Freshmen and transfer students in their first semesters are not permitted overload permission as they have yet to establish an academic history at George Mason University.

In order to be considered for an overload, students must fulfill all of the following criteria:

  • Be in good academic standing.
  • Successfully completed the prior semester and have met the minimum cumulative GPA requirement set by the department.
    – School of Business: 3.0 or higher.
    – College of Humanity and Social Science: 2.5 or higher.
  • Have demonstrated the ability to handle a heavy course load in a previous semester with no grades less than a “C”.
  • Have no remaining incompletes (IN’s) from a previous semester.

Requests for overloads are reviewed on a case-by-case basis. Signed Credit Overload form must be submitted to the Office of the Academic and Student Affairs before students can register for more than 18 credits.

 

Study Elsewhere

Once enrolled in degree-seeking status at GMU Korea, students may request permission to take a limited number of credits at another accredited degree-granting Korean institution. These credits count towards a student’s lifetime limit on study elsewhere credits.

 

Selective Withdrawal

After the drop deadline, students can choose to withdraw from a limited number of classes without Dean’s approval and at the student’s own discretion. Students may process a maximum of three such selective withdrawals during their entire undergraduate career at Mason. A grade of ‘W’ will be assigned to those courses but students will be financially liable for tuition.

 

Withdrawal with Dean’s Approval

If students feel that they have non-academic circumstances that would warrant an exception to policy, they may appeal to their Academic Dean/Director for permission to withdraw. The approval gets reviewed case-by-case basis and will be granted only for the exceptional cases. Withdrawals will not be granted to those who stop attending class.

 

Leave of Absence

All undergraduate students who are planning an absence from George Mason must consult with the Office of Academic and Student Affairs and submit a formal request. Students do not need to complete the Leave of Absence form if they are participating in a George Mason University sponsored study abroad program or have received permission to study elsewhere.

 

To submit Leave of Absence form, a student must:
– Be eligible to register for classes
– Be a degree-seeking undergraduate student
– Be registered during the semester immediately prior to the beginning of the Leave of Absence
– Have no holds (e.g., disciplinary, financial, etc.) which would restrict registration

  • The maximum time allowed for a Leave of Absence is two years.
  • A new admission application will be required if a student is away for more than two academic years. Re-admission is not guaranteed.
  • Prior approval is required. Advisors approve one-semester requests. Advisor and Dean approval is required if the leave of absence requested is for more than one semester.
  • Students are not permitted to study elsewhere while on a Leave of Absence.
  • A student who was admitted as a new first semester freshman or transfer student but did not attend will not be eligible for a Leave of Absence. Instead, he or she must contact Undergraduate Admissions.
  • A student who was re-admitted but did not attend will not be eligible for a Leave of Absence. He or she must contact Undergraduate Admissions.
  • Requests for extensions on a previously submitted Leave of Absence require submission of a new Leave of Absence form.

 

Re-enrollment

Students who have been away from the university who either did not submit a leave of absence form, or were ineligible for leave of absence, and who have been away for less than two years must re-enroll in order to register for courses. This can be done by submitting an Undergraduate Application for Re-enrollment form to the Office of Academic and Student Affairs after having the form signed by an advisor.

However, if a student has below a 2.00 cumulative GPA or was on academic suspension when he or she left, then the re-enrollment request must be reviewed by the Dean of Academic Affairs after obtaining the advisor’s signature. Students who were on suspension when last at Mason must submit an Academic Advisor Approval Form along with the this form. Course selection for the requested semester must also be submitted with this form.

Re-enrolling will update a student’s degree requirements to the latest catalog term. If a student’s advisor believes that this change will create an obstacle towards graduation, then the advisor can submit a Change/Declaration of Academic Program form indicating a change back to the original term to the Registrar’s office.

Please note that any re-enrollment request received by the Office of Academic and Student Affairs less than two weeks before the first day of courses may be denied. Student must apply for re-admission through the Office of Admissions and Enrollment, instead of re-enrollment, if any of the following conditions are true:

  • The student has not been enrolled at Mason for more than 2 years and an approved Leave of Absence form is not on file.
  • The student is an undergraduate returning after any absence during which he or she studied at another institution without prior written permission of his or her school or college. Such students must reapply as transfer students.
  • The student was suspended or dismissed from any college or university for nonacademic reasons.
  • The student was academically dismissed from Mason.
  • The student was ever convicted of a felony.

 


 

Documents

 

George Mason University Korea provides various documentation and certification services for the students. Please take a look at the instructions below carefully for your information.

 

Enrollment Verification in English

Please send an email to the Office of the University Registrar at verify@gmu.edu to request Enrollment Verification in English. Title of the email should be “Enrollment Verification Request” with your name, G number. Please note that it may take at least one day for your request to be processed.

In the email, please specify that you are registered in Korea campus. You also need to specify whether you want verification either for your current semester or every semester you have registered at Mason.

 

Enrollment Verification in Korean (재학증명서)

Please send an email to the Office of Academic and Student Affair’s at mkasa@gmu.edu to request the document. Title of the email should be “Enrollment Verification in Korean” with your name, G number, major and copy of your passport (photo page).  Please that note it may take at least one day for your request to be processed. Please indicate whether you want the document by email or pick-up in the email as well.  For pick-up, the office will contact you regarding the pick-up time. This document does contain student’s major.

 

Certificate of Graduation in Korean (졸업증명서)

Please send an email to the Office of Academic and Student Affair’s at mkasa@gmu.edu to request the document. Title of the email should be “Certificate of Graduation in Korean” with your name, G number, major and copy of your passport (photo page).  Please that note it may take at least one day for your request to be processed. Please indicate whether you want the document by email or pick-up in the email as well.  For pick-up, the office will contact you regarding the pick-up time. This document does contain student’s major.

 

Official Transcript

If you are currently registered at Mason, please log-in to your Patriot Web, click on Student Records under Student Services tab. And select Order Official Transcript.

For alumni, students in leave of absence, former students, or envision students, please click here to initiate your order.

 

Tuition Receipt

Please send an email to the finance office at mkfinan@gmu.edu requesting a tuition receipt with your name, G number, and the email address that would be used to receive your receipt.  Students will receive the receipt by email. Please contact the finance office regarding any tuition related questions at mkfinan@gmu.edu or/and (032)626-5011.

 

International Authentication

Additional authentication may be required for university academic documents that will be used abroad. The Office of the University Registrar in Fairfax campus prepares a notarized affidavit to attest to the validity of the academic document, which may be a diploma (original or copy submitted by student), an official transcript, or an official verification. The notarized affidavit with the academic document attached is then returned to the student or designated representative in the United States to obtain the required authentication from the Secretary of the Commonwealth as described below.

To initiate the process, please fill out International Authentication Request Form and submit the complete form to the Office of Academic and Student Affairs in person or at mkasa@gmu.edu. By submitting the form, you will be connected to the Registrar’s Office Certification Services to finalized your order. There is a fee of $20.00 per notarized affidavit. Authentication of documents may require up to five business days to be processed by the Office of the University Registrar.

  • If the country where the document will be used is a party to the Hague Apostille Convention, the Virginia Secretary of the Commonwealth will affix an apostille* certificate and no further authentication is necessary. If the country is not party to the Hague Apostille Convention, the Virginia Secretary of the Commonwealth will affix a state authentication certificate. The document should then be sent to the Authentication Office of the U.S. Department of State in Washington, D.C. to obtain the U.S. Department of State seal. Detailed instructions for authentication processing can be found at the links above. If necessary, authentication of the U.S. Department of State seal should be obtained at the foreign embassy concerned in Washington, D.C.
  • *An apostille is a certificate issued in Virginia by the Secretary of the Commonwealth for documents intended for use in foreign countries party to the Hague Convention Abolishing the Requirement for Legalization of Foreign Public Documents.