Enrollment and Degree Verification

Student Loan Deferment Processing

St. Mary’s University participates in the National Student Clearinghouse (NSC). Five times a semester (30 days prior to semester begins, after the 75 percent refund period, after midterm break, after last day to drop and after final exams), the University submits a report of students’ enrollment status and proposed graduation date to the NSC, which in turn supplies the information to lending agencies. The clearinghouse is responsible for providing status and deferment information, on behalf of the school, to guaranty agencies, lenders, servicers, and the Department of Education’s NSLDS Phase.

If a student’s lender does not participate in the NSC, the student will need to request a letter of enrollment verification every semester. Requests may be made in person or by mail or fax. Students may also download the form from Gateway or request it from the Registrar’s Office. St. Mary’s does not accept email or telephone requests for verification letters. Allow at least one to two business days for processing, except during the first week of school when one week is required. There is no charge for this service.

National Student Clearinghouse
2300 Dulles Station Boulevard, Suite 300
Herndon, Virginia 20171
703-742-4200
Fax: 703-318-4058
service@studentclaringhouse.org

If you are a graduate of St. Mary’s University and require a letter of completion/degree for your own personal use, complete the degree or enrollment verification form.

The Registrar’s Office will complete any forms or provide letters for all types of verification including loan deferments, health insurance forms, jury duty, military ID, address confirmation, VA benefit, etc. Requests may be made in person or by mail or fax. A Verification of Enrollment or Degree Form is also available on Gateway. There is no charge for this service.

Parent Plus Loan Deferment Processing:  To defer student enrollment through the National Student Clearinghouse, parents should contact the servicer of the loan with their dependent’s name and social security number.

IMPORTANT: The Registrar’s Office requires that students pick up their verification form/letter and mail it themselves. Students are also encouraged to make a copy for their own personal records before submitting the form/letter to their bank, insurance company, etc. If the form/letter is not picked up within ten working days, it will be discarded. Currently enrolled students are required to provide their St. Mary’s identification card when picking up their verification form/letter.

Hours Constituting Full-time/Half-time Enrollment

Undergraduate (including special visitors, auditors, and post-baccalaureate)

Undergraduate hours
Semester Summer Semesters Verified as follows
12+ credit hours 12+ credit hours Full-time
6 to 11 credit hours 6 to 11 credit hours Half-time
1 to 5 credit hours 1 to 5 credit hours Less than Half-time

Graduate (including special graduate, auditors, post-master and post-doctorate)

Graduate hours
Semester Summer Semesters Eight-week Classes Verified as follows
8+ credit hours 3+ credit hours 6+ credit hours Full-time
5 to 7 credit hours 2 credit hours 4 to 5 credit hours 3/4 time
4 credit hours 3 credit hours Half-time
1 to 3 credit hours 1 credit hour 1 to 3 credit hours Less than Half-time

*Upon request, the Registrar will certify students as full time during the semester in which they intend to graduate if they are enrolled in the number of hours required to complete the degree, irrespective of the number of hours involved. Students enrolled in three (3) semester hours of CN8390, 8391 or 8392. Dissertation students are considered full-time students.

Law (including special visitors, auditors, and masters of law) enrollment:

Law hours
Semester Summer Semesters Verified as follows
10+ credit hours 3+ credit hours Full-time
6 to 9 credit hours 2 credit hours 3/4 time
5 credit hours Half-time
1 to 4 credit hours 1 credit hour Less than Half-time

Procedures for Obtaining an Apostille

What is an Apostille?

An Apostille is a form of authentication issue to documents for use in countries that participate in the 1961 Hague Convention Abolishing the Requirement of Legalization of Foreign Public Documents. The completed Apostille certifies the authenticity of the signature of the notary, the capacity in which the person signing the document has acted, and identifies the seal/stamp that the document bears.

How can I obtain such a document?

St. Mary’s University does not prepare Apostille/Certificate for school transcripts or diplomas.   You will have to contact the Texas Secretary of State  under the tab Notary Public/Statutory (Apostilles/Authentication of Documents).

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