Academic and Student Services

The Graduate School Academic Bulletin contains information relating to admission, curricula, programs, degrees, graduation requirements, and policies.

The Medical School Academic Bulletin contains information relating to admission, curricula, programs, degrees, graduation requirements, and policies.

The MCW All Student Handbook contains information, policies, and procedures for all students enrolled at the Medical College of Wisconsin. It is to be used in conjunction with the MCW Graduate School of Biomedical Sciences Handbook, the Medical School Handbook and/or the School of Pharmacy Handbook which include information, policies and procedures specific to the schools.

Purpose

The Medical College of Wisconsin offers demanding programs in the allied health professions, biomedical sciences, medicine and pharmacy. To properly advise and support students in these programs and to preserve the integrity of MCW degrees and programs, this policy addresses concurrent enrollment at other institutions and/or in multiple MCW programs.

Definitions

Concurrent Enrollment:

• Occurs when a student enrolled at the Medical College of Wisconsin is simultaneously enrolled at another institution.
• Occurs when a student enrolled in a degree program at the Medical College of Wisconsin simultaneously pursues another degree program at MCW.

Dual Degree: a dual degree program leads to two degrees conferred concurrently or consecutively when credits earned at one institution or in one program count toward a degree at another institution or in another program. For example, a student may complete graduate coursework that applies to both a bachelor’s degree and a master’s degree, i.e. the MPH program offered by MCW at Mount Mary University and St. Norbert College allows students to enroll in MCW courses as undergraduates. The students may apply the MCW credits toward their bachelor’s degrees as well as towards their MPH degrees.

Joint Degree: a joint degree is conferred concurrently by two institutions that share in educating students in a discipline, i.e. the joint PhD in Biomedical Engineering is awarded by both Marquette University and the Medical College of Wisconsin.

Policy

Full-time students may not concurrently enroll in a degree program at another institution without permission of the provost who, in consultation with the student’s dean, must approve of the student’s program and courses at the other institution prior to enrollment. If approved, the student may enroll only in graduate or professional level courses. This policy excludes approved dual degree and joint degree programs at institutions with which MCW has a formal agreement. Please refer to the school handbooks for limitations on the transfer of credits.

A student may not concurrently enroll in more than one degree program at MCW without permission of the provost. This policy excludes approved programs such as MD/MPH, MD/MS, MD/PhD, etc.

The pursuit of concurrent multiple degrees outside of approved programs may have financial aid and other implications.

In accordance with the U.S. Department of Education’s regulations and the definition of a Carnegie unit, the Medical College of Wisconsin assigns credit hours as a unit of measurement. The Medical College of Wisconsin awards credit to students who successfully complete required coursework which may include clinical rotations, conferences, labs, research and study.

For example:

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.

View the complete curriculum for School of Pharmacy students.

The Family Educational Rights and Privacy Act (FERPA, found at 34 CFR 99), as amended, is a federal law administered by the U.S. Department of Education that protects the education record, allows for inspection of records and allows for amendment of records.

In compliance with the Liaison Committee on Medical Education Standard 9.8, Fair and Timely Summative Assessment, it is the policy of MCW’s Medical School for all course directors and/or coordinators to enter final grades in MCWconnect no later than 30 days after the last scheduled day of class, clerkship, research, or rotation. 
 
In the event final grades are not received by the Office of the Registrar within 30 days of the last scheduled day: 
 
The Office of the Registrar will contact the course director on the 30th day, which is usually a Monday, 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 to 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.

The Medical College of Wisconsin determines each applicant’s location on the basis of the applicant’s mailing address at the time of application.  The Medical College of Wisconsin determines each student’s location on the basis of the student’s mailing address at the time of matriculation, and on the basis of any subsequent address changes as recorded in MCWconnect.

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.

1. No external grades may be transferred into MCW.
2. No credit shall be awarded by MCW for transfer courses in which earned grades are below passing.
3. Credits applied to another program for which a degree was earned are not eligible for transfer.
4. 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.
5. 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:

• Graduate School (PDF)
• Medical School (PDF)
• School of Pharmacy (PDF)

The Office of the Registrar maintains academic calendars for each campus and school within MCW. The calendars are subject to change. Please be certain to confirm class start and end dates, exam dates, and other important dates in Brightspace and/or OASIS.

View the course catalog.

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. 

View the schedule of classes.

View detailed information about how to become a visiting medical student at the Medical College of Wisconsin.

The Family Educational Rights and Privacy Act, as amended, is a federal law administered by the U.S. Department of Education that protects the privacy of student records, provides students the right to inspect their records, and provides students the right to request amendment of their records.  It is recommended students familiarize themselves with the Medical College of Wisconsin’s FERPA policy.

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.

• 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)
• Regional Campus Student Declaration of 3 or 4 Year Program (PDF)
• Request for Return from Temporary Withdrawal (PDF)
• Single Course Withdrawal form (PDF)
• Withdrawal Request - Temporary or Permanent (PDF)
  
  

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.

If a MCW diploma has been damaged, destroyed, lost or stolen, a replacement diploma may be ordered from the Office of the Registrar. The graduate requesting the replacement diploma must complete the Diploma Order Form (PDF) which must be notarized. If a replacement diploma is ordered due to the condition of the original diploma, the original diploma must be surrendered to the Office of the Registrar.  

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 paper 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, or for graduates of May 2020 or later, share the electronic version known as the CeDiploma. 

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.

Per U.S. Department of Education regulation 34 CFR 668.43, the Medical College of Wisconsin hereby discloses the states and territories where graduates may be licensed: Professional Licensure by State.

Current Students

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).

Former Students

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.”

The records of all graduates from 1967 or earlier are maintained at Marquette University while the records of all graduates from 1968 and later are maintained at the Medical College of Wisconsin.

Transcript Key

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 all alumni and 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 for MCW Course Directors, Faculty and Coordinators

An overview of the integration of academic data and points of contact.