Registrar

We hope to facilitate your journey to graduation from Uniformed Services University (USU) through our student-centered philosophy. The Office of the University Registrar (OUR) functions as a service office to provide students, alumni, faculty, administrators, military and other institutions with the necessary support as we maintain each student's academic record with integrity, respect and confidentiality. We emphasize the importance of treating all members of our community with respect and fairness. We comply with all federal, state and University rules and policies with regard to privacy.

The Our services include, but are not limited to:

• Graduation and Diplomas: Degree Processing; Printing Diplomas; Verification of Diplomas
• Records and Transcripts: Certifications and Verifications of Enrollment; Official Transcripts; Loan Deferment Forms; Recording MSPE and 4th year Deans Letters; and Licensure Forms (and accompanying documents)
• Academic Services: Registration of Courses; Course Scheduling; and Final Grading Assistance
• Faculty and Administrator Support with the student information system (Empower) and learning management system (Sakai)

Pre-Admissions Screening        Graduation and Diplomas          Transcripts, Certifications, and Records        Academic Services & Support

Pre-Admissions Screening

The College of Allied Health Sciences ONLY.

Please use this Pre-Admissions Screening Form to request a prescreening evaluation for your transcripts if you are applying to the Respiratory Therapy, Respiratory Care Practitioner, or Occupational Therapy Assistant programs.

Official transcripts can be emailed from your school to TranscriptSubmit@usuhs.edu or mailed to the following address:

USUHS-Office of the University Registrar
2787 Winfield Scott Road
Building 2398, Suite 220
JBSA Ft Sam Houston, TX 78234

Graduation and Diplomas 

Each school’s respective Dean’s Office hosts commencement activities in May. Additional information regarding ceremony details and other hosted graduation celebrations will be relayed directly from those Offices.

Replacement Diploma

In the event your diploma is lost, stolen, damaged, or you legally change your name, a request for a replacement diploma may be sent using our Diploma Request Form.  

The cost for a replacement diploma is $21.00 with the check payable to Framing Concepts, Inc.  Normal processing time is approximately two months.  The new diploma will bear the current names of the officials in office at the time the replacement is produced.  We require your orginal diploma in order to process your request.  If your original diploma is not available or if you need additional information, contact us at registrar@usuhs.edu.  

Please mail your diploma request form, check and original diploma to the following address: 

Transcripts, Certifications, Records

Transcripts            Certifications & Verifications       Changing Personal Information

Transcripts

A transcript is a summary of a student's grades/coursework at USU. An official transcript is deemed official if the transcript is printed on official transcript paper with the University Registrar’s signature and University seal embossed on it. Official transcripts are also sent directly from the Registrar’s Office in a sealed envelope, which is to not be broken- if that seal is broken, the transcript is then considered unofficial.

To request an official transcript: please complete the Transcript Request Form and email as an attachment to registrar@usuhs.edu.

SOM, GEO, and GSN students can print an unofficial transcript from EmpowerWeb: follow the steps below,

1. Visit EmpowerWeb at https://registrar.usuhs.edu/fusebox.cfm; click Login here
2. Under Student Records - Schedule Information, select Student Grade Report
   

Certifications and Verifications

For Enrollment Certifications and Verifications; Verification of Diplomas; Licensure Forms (and accompanying documentation); Dean's Letter/MSPE Letters; Loan Deferment Forms, and any other certifiation and/or verification requests, please send all necessary documents as an email attachment to registrar@usuhs.edu. 

Please include in your email, the following information:

• Your Full Name
• Your Date of Birth
• School Attended while at USU
• Graduation Year
• Item Requested
• Complete mailing address of destination
• Additional forms required to accompany transcript

For third party certifications and verifications: including degree verifications for employers, background screenings or agencies requesting similar information, please submit your request via email along with a signed authorization from the student to release academic record information, to registrar@usuhs.edu.

Applying for a Residency through the Association of American Medical Colleges (AAMC)? 

The AAMC website (https://students-residents.aamc.org/) has timelines that guide you step by step, prepare for interviews with tips from current residents, and allow you access to critical data that can help you find the program that best fits your career goals. 

Here are your steps for applying for Residencies through the Electronic Residency Application Service (ERAS):

Step 1: Contact the Office of Student Affairs (OSA) in the School of Medicine (SOM) to receive an ERAS token, which is a one-time access code used to complete the MyERAS application electronically. Tokens are issued per season. For more information, please contact OSA.

Step 2: After obtaining your token, register in the MyERAS application, and use the checklist and worksheet on their website to determine what type of information you will need to gather to complete your application. Further instructions for registering electronically, can be found on the AAMC website, under “Register for MyERAS for Residency”.

NOTE: The Office of the Registrar (OUR) will upload supporting documents, such as your medical school transcripts and performance evaluations/Dean’s Letters (MSPE). These documents are provided to the OUR by the SOM and saved electronically in your student record.

Verification of Diplomas issued before 1990

If you require a verification of diploma prior to 1990, please scan and email a legible copy of the Diploma to registrar@usuhs.edu.  Normal processing time is 5-7 business days.

Changing Personal Information for Current Personnel

For students in the School of Medicine (SOM/GEO) and Graduate School of Nursing (GSN): 

To update phone, office and emergency contact information: go to USU Directory.

To update personal address information: Enrolled Military students in SOM and GSN should contact USU MILPO. Enrolled DOD Civilians please coordinate with CHR. Other students please contact USU Security.

For students at the Postgraduate Dental College (PDC):

       Please contact the PDC administrators for more information and instructions on changing/updating your personal information.

For students at the College of Allied Health Sciences (CAHS):

Please submit this completed Personal Information Form to the CAHS administrators.

 All students should inform the Office of the University Registrar of all name changes.

Academic Services: 

Course Scheduling          Course Registration        Technology Assistance         Grading

Current students, staff, and administration (including faculty) with single sign-on access, can access the OUR's intranet site, which houses various resources relating to registration, course scheduling, and final grade assistance.

If you need assistance relating to course registration, or access to the student information system (EmpowerWeb) please email us at registrar@usuhs.edu.

Course Scheduling

The OUR will communicate with current faculty, staff, and administration on course scheduling dates and deadlines.

Available school/college course catalogs (pdf versions):

School of Medicine Medical Student (SOM MD) Advanced Clinical Rotation (ACR) Catalog (COMING SOON)

College of Allied Health Sciences (CAHS) Fall 2020-2021 Course Catalog

Course Registration

Students can be registered for credited courses through one of two ways: (1) through the student self-service online registration system; or (2) through manual registration by the OUR.

In both circumstances, students are notified of course registration dates and deadlines by their respective college/school administration; and should contact those administrations if questions about adding, dropping, or withdrawing from a course arise. Please refer to each college/school’s academic calendar for additional information.

Students in the Graduate Programs of the School of Medicine (GEO) wishing to adjust their course registration after a specific time (please refer to GEO’s academic calendar for more information), may use this Registration Adjustment Form, which requires the signature of the Course Instructor/Course Director.

Withdrawing from USU?

In the event you need to discuss withdrawing from USU, please contact the following:

CAHS, GSN, SOM Graduate Education, and PDC, please contact the Dean of the school.

SOM MD students please contact the SOM Office of Student Affairs.

Technology Assistance

The student information system (SIS), known as Empower, is the system of record for all student and academic data for the University. The LMS, known as SAKAI, is a software application for the administration, documentation, tracking, reporting, automation and delivery of educational courses, training programs, and/or learning and development programs.

Instructions for accessing and navigating course-sites through SAKAI, can be found online here.

Instructions for accessing and navigating course information through Empower will become available soon.

Grading - USU Faculty & Staff ONLY

Grading can be made in either the SIS or LMS, but must be completed by the lead instructor/course administrator and cannot be used for changing a grade after the original submission (Please refer to Instruction OUR-1105 for more information).

Grading instructions through the SIS.

Grades not submitted by the deadline will require the submission of a Change of Grade Form (OUR-1105G) for each student.

Non-emergency permission for an incomplete grade can be requested by the student using an Incomplete Grade Form (OUR-1105I) with faculty approval and submitted to the OUR before the final examination period.