Policy on Provision of Administrative Letters for Students

I. Purpose

This policy defines the types of administrative letters issued by SGU , the conditions under which they are provided, and the offices responsible for their issuance. The policy ensures clarity, fairness, and consistency in the provision of official University documentation.

II. Scope

This policy applies to all enrolled students of SGU across all Schools and programs, including the School of Medicine, School of Veterinary Medicine, School of Arts & Sciences, and the Graduate Studies Program.

III. Types of Letters and Issuing Authority

III.I Letters of Enrollment Verification (LEV)

1. Purpose: To verify enrollment status at SGU (e.g., for visas, banks, scholarship agencies).
2. Eligibility: Only issued to students who are in good academic, disciplinary, and financial standing.
3. Issuing Office: Office of the University Registrar (OUR).

III.II Letters of Good Standing (LGS)

1. Purpose: To confirm academic, disciplinary, and/or financial standing (e.g., for transfer or external academic purposes).
2. Eligibility: Only issued to students who are in good standing.
3. Issuing Office: Office of Student Affairs (Grenada campus).

III.III Dean’s and Chancellors Letters

1. Purpose: To provide official academic/professional documentation specific to a student’s program or stage of training.
2. Issuing Authority:
   1. School of Medicine: Dean, School of Medicine
   2. School of Veterinary Medicine: Dean, School of Veterinary Medicine
   3. School of Arts and Sciences: Dean, School of Arts and Sciences
   4. Graduate Studies Program: Dean, Graduate Studies Program
3. These letters are Provided by the Provost, and administered by the Office of the University Registrar, and sent to each student within 4 weeks of the end of each term. No request is necessary for Deans and Chancellors letters. Please contact the Office of the University Registrar if you believe you should be in receipt of such a letter but cannot see it within 4 weeks of the start of the following term in which conditions were met. Please note that WMPG requirements for qualification must be met fully (no rounding) for valid issuance of letters.

III.IV Letters of Recommendation (LOR)

1. Purpose: To provide a personalized evaluation for employment, postgraduate study, or training.
2. Issuing Authority: SGU does not provide institutional LORs. Students must request LORs directly from individual faculty members. Students who are dismissed for non-academic reasons are not permitted to request letters of recommendation from faculty members.

IV. Processing and Timelines

1. No fees are charged for requests for LEV, LGS, or Dean’s/Chancellor’s Letters.
2. Students should allow a minimum of two weeks for processing and issuance of letters by request.
3. Requests should be submitted in writing (or through the designated request system) to the appropriate office.

V. Conditions and Limitations

1. Letters will not be issued to students who are not in good academic, disciplinary, or financial standing.
2. Requests must be submitted by the student directly through their institutional e-mail; third-party requests will not be processed without written student consent and may require SGU to validate the request with appropriate identification.
3. SGU reserves the right to verify the purpose of the request before issuing documentation.

VI. Authority

Office of the Registrar: reviewed every 3 years.

VII. Version History

(1025008)