Records: Policy and Procedure

Transcripts

A transcript is an official record of courses taken, credits earned, and grades received. An official transcript is one bearing the seal of the College. Official transcripts are not given to students or graduates, but mailed directly to institutions or persons considering the applicant for admission or for employment. An unofficial transcript is one given to the person whose credits are listed thereon and is marked “Student Copy.” The College accepts no responsibility for the accuracy of an unofficial transcript after it has been issued.

Students may request transcripts from the Enrollment Services Center in person or in writing, but not by telephone. Transcript requests cannot be honored without a student’s signature. Transcripts should be requested well in advance of the date they are needed. Under normal conditions transcripts will be prepared within ten working days after the request is received by the Office of the Registrar. No transcripts or certifications will be released for students who have unpaid financial obligations to the College or who are in default on student loans.

Student Access to Educational Records

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

1. The right to inspect and review the student’s education records within 45 days of the day the College receives a request for access.

Student should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The College official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall advise the student of the correct official to whom request should be addressed.

2. The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading.

Students may ask the College to amend a record that they believe is inaccurate or misleading. They should write to the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.

If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research or support staff position (including law enforcement unit personnel and health staff), a person or company with whom the College has contracted (such as an attorney, auditor or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Saint Peter’s College to comply with requirements of FERPA.

The name and address of the Office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, SW
Washington, D.C. 20202-4605

Change of Name

Students who wish to change their name on college records because of a marriage or divorce must complete a form in the Enrollment Services Center. Legal documentation must be submitted, e.g. a marriage certificate, the page from the divorce decree indicating change of name or an affidavit from a notary public.

Change of Address

All students must notify the Registrar immediately of any change in their local address.

Directory Information

The following categories of information have been designated by the College as directory information: name, hometown, major, dates of attendance, degrees and awards received, and name of high school attended. Saint Peter’s College as a matter of policy does not release any other information without written consent from a student.