Registrar Forms

  1. Add/Drop Clinical Courses 
    Fill out this form if you need to add/drop your clerkship. Consult and discuss your plan first with advisors in Student Affairs and/or Medical Education. As per policy, please note that any changes to your clinical schedule need to be approved and submitted to the Office of the Registrar at least 45 days before the start of any clerkship. Failure to meet this deadline might prevent you from participating in said clerkship. Submit the completed form to the Office of the Registrar after getting all approvals. FAQ
     
  2. Foundation and Pre-medical Registration                                                                           
    Please refer to the student handbook available on WCM-Q’s website. It is the student’s responsibility to comply with registration policies and deadlines. For cross-registration forms refer to the section 'Cross-University Registration' below.
     
  3. Medical School Credentialing   
      
  4. Change of Name   
    If you wish to process a change of name you must submit a Change of Name form to the Office of the Registrar. You may obtain the form at the Office of the Registrar or download it here by clicking the 'Change of Name' link above. Submit the completed form to the Office of the Registrar.
     
  5. Withdrawal from WCM-Q If a student decides to withdraw from Weill Cornell Medicine-Qatar (WCM-Q), with no intention of returning, or when a student is graduating from our program, then students must complete the Exit Process documenting that they have cleared all financial or personal obligations to Qatar Foundation and Weill Cornell Medicine-Qatar. Otherwise they will not receive their official transcript and the Office of Registrar will not support future education and career applications. The Exit Process: Students must contact each department mentioned in the Contacts and Process for Exit Checklist Document and request an email message confirming the verification statement corresponding to that department. Once received from all, student must send a single message titled “Exit Form” to: registrar@qatar-med.cornell.edu and attach all email messages received from each individual in that single message, i.e. 9 attachment messages. For the Foundation Program and the Premedical Curriculum, after the beginning of the seventh (7th) week, the notation "W" will be entered for the courses in which a student is registered. It is the student’s responsibility to contact the following offices prior to leaving to find out about possible implications of doing so:
    • If you are a scholarship receiver, contact your scholarship provider.
    • If you are receiving QF Financial Aid: Email fao@qf.org.qa. 
    Any outstanding financial obligations or failure to return WCM-Q property will result in a HOLD being placed on the student's academic record.  
  7. Consent & Release   
    It is possible that the Office of the Registrar may receive a request for information contained in a student’s academic record from a third party, such as parents, an embassy, or an educational establishment. In such a case, the Family Educational Rights and Privacy Act (FERPA) is designed to protect the privacy of a student’s educational records. Under the Act, the Office of the Registrar may not release this information without the student’s written consent. Please complete the Consent and Release Form if you would like to release your academic records to a third party. Return the completed and signed form to the Office of the Registrar. You may revoke the Consent and Release form at any time by notifying the Office of the Registrar in writing.
     
  8. Course Withdrawal  
    Students may withdraw from a full semester course up to the seventh week of the semester. Students withdrawing from courses within the withdrawal period will automatically receive a grade of W, which has no effect on the student's grade point average. It is the student's responsibility to withdraw officially from a course. Failure to withdraw formally may result in failing grades.
     
  9. Cross-University Registration   Cross-Registration Form for CMU Students
    Cross-university registration provides students with an opportunity to expand their academic experience by registering for courses at other Education City institutions. Students who are cross-registered are subject to the academic regulations of the hosting institution.
     
  10. Elective Evaluation
    Electives completed at HMC will be evaluated by filling out an online assessment form on courseval and those completed at NYP or affiliates will be evaluated by filling out the evaluation on OASIS. In order for you to receive credit for any international elective, an original, completed, white elective evaluation form signed and dated by the evaluator must be submitted to the Office of the Registrar. We strongly recommend that you take the form with you. Present the form to your supervisor at the start of your elective experience and ask him/her to complete it and return it to you in a sealed envelope with his/her signature across the seal as soon as you complete the elective, so that you can bring it back with you when you return to WCM-Q. All elective evaluation forms must include the following information: 
    • Your name
    • The course code (ABCD.1234.01.NYP, etc.)
    • The name of the elective
    • The beginning and end date of the experience
    • The location at which you did the elective.
      YOU ARE RESPONSIBLE FOR ENSURING THE ELECTIVE EVALUATIONS ARE ON FILE WITH THE OFFICE OF THE REGISTRAR BY MAY 1 OF YOUR GRADUATION YEAR.
       
  12. Emergency Contact   
    It is important that the Emergency Contact Form remains current. Please update your information on QLEARN if any changes.
     
  13. Independent Elective Application  
    These are “customized” on-campus electives that are proposed by students and that require sponsorship by Weill Cornell faculty. Some examples of independent electives may include:
    • Lengthening or shortening the duration of an existing elective. For example, RADI.8104.01.NYP – Introduction to Clinical Imaging is a four-week elective. If you were to receive the permission of the sponsor to shorten it to two weeks (minimum) or to increase a two-week elective to four weeks, you would be creating an independent elective.
    • Independent research for which you have received approval of a sponsor.
    • Working with a Weill Cornell sponsor on an elective topic that is not represented in the existing Electives Course Catalog. Once you have obtained a sponsor for your desired Independent Elective, you must obtain the signatures of both that individual and the assistant dean for clinical curriculum on an Independent Elective application form. Please provide a brief descriptive title for your desired elective using the sort of wording that would come to the left of a colon if you were giving your course a journal-type title. The signed form must be on file with the Office of the Registrar 30 days before you begin your independent experience. It is your responsibility to deliver to your sponsor the required Elective Evaluation form with the entire top section filled out by you. 
    14.    
  14. International Elective Application In addition to the electives offered at WCM and Hamad Medical Corporation in Qatar you can select other International electives. International electives must be selected in consultation with the assistant dean for clinical curriculum and the associate dean for student affairs.                                                                                                 General Guidelines:

1. Complete the International Elective Application Form. 

2. Obtain approval from Assistant Dean for Clinical Learning and Assistant Dean for Medical Student Affairs , who must sign the form and then submit the form to the Office of the Registrar.

3. Contact the host institution, follow their application guidelines and meet their requirements for their approval. Fill out your section in the international site’s application.

4. Submit the host institution application to the Office of the Registrar for further processing. Once you receive approvals to register for the elective, The Office of the Registrar will  add the International Elective to your schedule on QLEARN.
5. Communicate with the Student Affairs regarding any required insurance(s).
6. Make your own travel arrangements (i.e. flights and any visa requirements for the host institution).
7. Make sure your international elective is in your schedule 30 days prior to the start of the experience.

 To apply for an elective offered by VSLO, send a message to registrar@qatar-med.cornell.edu  to initiate your account on their application site  https://students-residents.aamc.org/attending-medical-school/article/about-vslo/ then follow the steps in the general guidelines listed above.

Remember that you will still need to fill the International Elective form and receive approvals for International electives offered through VSLO. 

Take an Elective Evaluation with you when you travel abroad. Present the form to your supervisor at the start of your experience and ask him or her to complete it and return it to you in a sealed envelope with his/her signature across the seal as soon as you complete the elective, so that you can bring it back with you when you return to WCM-Q.

13. Postponing Graduation

  • Student should discuss his/her graduation postponement with the student affairs counselor.
  • Student will fill out a request form that includes reasons, plan (personal LOA, research elective or clinical electives) and outline of proposed schedule.
  • The counselor will meet with the student and pre-approve the request form.
  • The student will submit the form to the Division of Medical Education and to the deans of Student Affairs to get their approvals.
  • If approved, the student will complete an Add/Drop Clinical Courses form, and any other related forms to register for either an independent research elective, and/or an international elective.
  • Also, if approved, the registrar will change the student's record, class, expected graduation year, mailing list subscription, and process the add/drop form.

14. WCM-Q Health & Immunization Form 

  • Weill Cornell Medicine-Qatar is dedicated to providing medical care to its students through its affiliated hospital and health centers. All students must complete and submit the Health & Immunization form. The WCM-Q Health & Immunization form consists of:
  • Consent and Release of Medical Records form
  • Meningitis Information Response form
  • Personal Medical & Mental Health History form
  • Physical Examination form, signed & stamped by a licensed physician (performed within 12 months of entry)
  • Immunization History form, signed & stamped by a licensed physician
  • Copies of all laboratory results documenting titers (namely for measles, mumps, rubella, varicella, hepatitis B surface antibody)
  • Copies of childhood immunization records and most recent immunizations should be attached to the Immunization History form as supporting documentation.