Office of the Registrar
Bulletins, Handbooks and Policies
Academic Bulletin - Graduate School
Academic Bulletin - Medical School
All Student Handbook
Credit Hour Policy
18 hours of lecture and exams equals one credit hour.
36 hours of course activities such as conferences, demonstrations, or labs equals one credit hour.
90 hours of external work including research and study equals one credit hour.
The Liaison Committee on Medical Education has in place certain standards which require careful evaluation of students in all aspects of medical education. The Medical College of Wisconsin abides by such standards, and follows longstanding practices at medical schools nationwide in which one credit hour is assigned to each week of a clinical rotation.
4 weeks in the family medicine rotation equals 4 credit hours.
6 weeks in the pediatrics rotation equals 6 credit hours.
8 weeks in the clinical surgery rotation equals 8 credit hours.
In accordance with the Liaison Committee on Medical Education Standard 8.8., the Medical School has established a policy on limitations in student work hours during clerkship rotations that was approved by the Curriculum Evaluation Committee; the clerkship coordinators and directors monitor student work hours to assure compliance with that policy. These hours represent clinical hours, and not hours spent studying or working on other rotation or self-study projects.
A student is considered full-time as long as he/she is enrolled in 9 or more credits (fall and spring terms), or 6 or more credits (summer term) in the Graduate School, or is enrolled in 12 or more credits in the Medical School.
A student may not receive credit and a stipend for coursework, however, a student may receive credit and a stipend for reasonable travel expenses related to the coursework.
Curriculum - School of Pharmacy
Family Educational Rights and Privacy Act (FERPA)
Grading Policy - Medical School
In the event final grades are not received by the Office of the Registrar 30 days after the last scheduled day:
The Office of the Registrar will contact the course director on the first Monday following the 30th day with a reminder. The course director will have until Thursday of that week to submit final grades.
If the course director does not comply by Thursday afternoon, the Office of the Registrar will escalate the matter to the Associate Provost for Academic Affairs. The course director will have until Monday of the following week to submit final grades.
If the course director does not comply by Monday, the Associate Provost for Academic Affairs will notify the Dean of the Medical School who will follow up accordingly with the Course Director.
The Medical College of Wisconsin requires all students maintain a current mailing address in MCWconnect as well as current emergency contacts, addresses and telephone numbers in MCWconnect. Students who are not compliant with this requirement will have a registration hold placed on their records until such time the required information is updated in MCWconnect.
For purposes of distance education students, the Medical College of Wisconsin determines the student’s location on the basis of the student’s mailing address at matriculation, and on the basis of any subsequent address changes as recorded in MCWconnect.
Transfer of Credits
The number of credit hours which may be transferred from other institutions is limited to protect the integrity of the Medical College of Wisconsin. Only credits directly applicable to a student’s MCW degree program will be considered for transfer. There is no guarantee that credits will be approved for transfer.
- No external grades may be transferred into MCW.
- No credit shall be awarded by MCW for transfer courses in which earned grades are below passing.
- Credits applied to another program for which a degree was earned are not eligible for transfer.
- Credits earned must be from an institution accredited by one of six regional accrediting associations recognized by the U.S. Department of Education and, when appropriate, by the accrediting organization for that health professional program.
- Currently enrolled students who pursue external courses at an institution that is not part of an agreement with MCW, not a joint department and not part of the Visiting Student Application Service must receive approval from their school prior to enrolling at the external institution.
Students should consult their respective School Handbooks for more details:
Calendars, Course Catalog and Schedule of Classes
Medical School Scheduling
View detailed information about registration for each class year, as well as away electives for final year students.
To view the information, log into MCWconnect and navigate to the 'Academics' page.
Visiting Medical Students
Records, Requests and Forms
A current or former student who wishes to authorize the release of non-directory records (e.g. academic standing, class schedule, evaluations, grades, etc.) to third parties (including but not limited to lenders, licensing boards, parents, prospective employers, spouses, etc.) must contact the Office of the Registrar for the appropriate form.
A current or former student who wishes to authorize the release of his/her transcript must complete the appropriate Request for Official Academic Transcript form. See Transcripts section.
Current Student Forms
- Add/Drop Exception Form (PDF)
- Application for Graduation (PDF)
- Audit Class form (PDF)
- Citizenship DOB SSN Update form (PDF)
- Cross MCW Campus Registration (PDF)
- Deceleration for M1 Students (PDF)
- Name Change form (PDF)
- Request for Return from Temporary Withdrawal (PDF)
- Single Course Withdrawal form (PDF)
- Specialty Year for Regional Campus Students (PDF)
- Withdrawal Request - Temporary or Permanent (PDF)
Dean's Letter/Medical Student Performance Evaluation
The Office of the Registrar retains each medical student’s Dean’s Letter/MSPE. A current or former student who wishes to authorize the release of the Dean’s Letter/MSPE must contact the Office of the Registrar for the appropriate form. Please also see the Transcripts section if a transcript is to accompany the Dean’s Letter/MSPE.
The fee for a replacement diploma is $100.00. A check must be submitted with the diploma order form. The replacement diploma will be annotated “Duplicate Diploma”, and will be sent by certified mail or Fed Ex approximately six to eight weeks after it is requested.
Many licensing boards require an official copy of the diploma. The Office of the Registrar does not retain copies of diplomas. Therefore, if a copy of a diploma is needed, it is necessary for the graduate to make a photocopy of the diploma and have it notarized.
Please note: individuals who graduated from medical school prior to 1968 must contact Marquette University’s Office of the Registrar at (414) 288-4000 for information.
The Office of the Registrar regularly assists alumni and graduating students with documentation for licensure. Each board has requirements specific to that board and/or state. Therefore, it is recommended graduates contact the appropriate board and/or state with specific questions.
Alumni and graduating students may forward to the Office of the Registrar forms for completion which verify dates of attendance and degrees. If an official transcript must accompany the form, it is necessary for alumni to complete the Former Student Transcript Request Form or for graduating students to complete the Current Student Transcript Form in the Transcripts section of the website. If a notarized copy of the diploma must accompany the form, it is necessary for alumni to forward to the Office of the Registrar a photocopy of the diploma.
Due to the confidential nature of this information, these documents will not be faxed.
A current student may access an unofficial academic transcript via MCWconnect.
A current student may request an official academic transcript via MCWconnect. The official transcript will not be released in the event of outstanding financial or other obligations to the institution. An official transcript issued to a student will be annotated "Issued to Student."
A medical student in his/her final year may authorize the release of his/her official transcript and Dean's Letter/MSPE by completing the ERAS Transcript Request form (PDF).
A former student may authorize the release of his/her official academic transcript by completing the Former Student Transcript Request form. The official transcript will not be processed without payment, or in the event of outstanding financial or other obligations to the institution. An official transcript issued to a former student will be annotated “Issued to Student.”
View the Transcript Key (PDF)
A current student may request an enrollment verification and supporting information such as academic standing, anticipated graduation date, class schedule, etc. by contacting the Office of the Registrar for the appropriate form.
It is common for graduate medical programs, medical offices and third-party providers to verify dates of attendance and/or degrees for graduates. The Medical College of Wisconsin has authorized the National Student Clearinghouse to act as its agent for all verifications of current student enrollment and degrees.
Please refer third parties to the National Student Clearinghouse or contact the Clearinghouse by phone at (703) 742-4200.
Academic Policies and Processes
The Office of the Registrar maintains the academic records of all current and former students. In response to the escalation of COVID-19, our staff is currently working remotely. We are still available to help by email during normal business hours, M-F 8:00 am-5:00 pm and can arrange virtual alternatives if necessary. Please feel free to reach out via email with any questions or concerns.
Office of Academic Affairs
Medical Education Building, M3200
8701 Watertown Plank Rd.
Milwaukee, WI 53226
Monday - Friday, 8:00 am-5:00 pm