Preparing to Go

Student Records & Accounts

• Maintain your NGCSU email account. NGCSU Google email accounts do not expire, but should be monitored. If you have questions regarding your account, please contact Information & Instructional Technology's Helpdesk.
• Maintain your campus Novell/network id and password. This account can be used to access on campus resources such as the eGuide Directory and will remain active up to one year after a student is not enrolled. These accounts are typically purged in the fall. If you will be away during this semester and would like to maintain your account, please contact Information & Instructional Technology's Helpdesk.
• Record your ngcsuID# and pin number for the Banner system. Your Banner account will remain active and will be the easiest way to access your academic records (your major, advisor, transcript, holds, etc.).
• Federal law prevents the release or discussion of non-directory information from your educational records. Create an authorization code to enable NGCSU staff to discuss items from your records with you via phone. This online form is available via Banner in the Student menu. This authorization or passcode should be used to help verify your identity via phone. (For more information or access to a paper version of the Disclosure form, please see FERPA on the Registrar's site.)
• Consider including another individual's name on the above authorization form to allow him/her to inquire about the status of your records.
• Consider granting power of attorney to an individual to act on your behalf to request official transcripts and/or register you for classes.
• Notify your personal financial institutions (banks, lenders, etc.) (including HigherOne) of your deployment or active duty training. These institutions may be willing to waive inactivity fees or defer loan payments that could be incurred during your time away.
• Determine when you will be departing NGCSU and follow the steps below for Mid-Term Withdrawal or End of Semester Withdrawal.

Mid-Term Withdrawal

1. Students who are deployed during the middle of a semester must out-process from each course for which he/she is registered as well as out-process from NGCSU. Initially, the student must decide whether to pursue grades for the semester or to withdraw from all classes 'for military reasons'. This decision will apply to all courses for which he/she's registered.
   
   • To receive grades for the semester, the student will make arrangements with the instructor of each course. The student may be given options to complete all assignments early, take final exams early or take an Incomplete grade (with the work to be finished prior to the end of the next semester). This will be at the discretion of the instructor.
   • To withdraw from classes, the student will complete a Class Withdrawal form for each course. This form must be signed by the instructor, the department head of the course and the student's advisor. Each form must be submitted to the Registrar's Office.
2. Students who are deployed during the middle of the semester must submit a copy of their orders to the Registrar's Office.
3. Once these students submit all class withdrawals and copies of their orders, students must contact the Registrar's Office to confirm that these have both been received and processed.
4. Students will then be able to immediately withdraw from the institution. To complete the withdrawal process, the students must complete the online Institution Withdrawal form in Banner from the Student menu. By choosing the Immediate Withdrawal option, the online form will tailor a list of offices from which the students should clear.
5. NGCSU Cadets who are withdrawing must contact the Commandant's Office in order to outprocess. Students who fail to clear from this office will risk holds being placed on their student records.
6. Students are strongly encouraged to contact on campus representatives from the Georgia National Guard, Army Reserve or others (as appropriate) as well.

End of the Semester Withdrawal

1. Students who will complete the current semester will need to withdraw from the institution. This group of students includes those who are deployed after the close of the semester or those who are leaving for Active Duty Training (ADT). To withdraw from NGCSU, the students must complete the online Institution Withdrawal form in Banner from the Student menu. By choosing the End of Term Withdrawal option, the online form tailors a list of offices from which the students should clear.
2. Students who are deployed at the end of a term should submit copies of their orders to the Registrar's Office.
3. NGCSU Cadets who are withdrawing must contact the Commandant's Office in order to outprocess. Students who fail to clear from this office will risk holds being placed on their student records.
4. Students are strongly encouraged to contact on campus representatives from the Georgia National Guard, Army Reserve or others (as appropriate) as well.