Students are required to register for courses before each academic term. Prior to each registration period, course listings, specific registration dates, and registration instructions are posted online in Blackboard. Students may not register for a course they are currently enrolled in for the following semester until official grades are posted in SONISWeb.

During the advising period held prior to registration, a currently enrolled student meets with his/her advisor to review the student’s progress toward program requirements. Students are required to meet with their advisor prior to registration and will be placed on a “Registration Hold” if they do not meet with their advisor during this period and will remain on hold until the meeting occurs. The student’s advisor must remove the Online Registration Hold to enable the student to register.

Registration is available through SONISWeb. Registration time is based on the student’s classification (sophomore, freshman, and non-degree). After a student has registered online, a student should print a copy of their class schedule to verify that the online registration process was completed.

To view class schedule information, registration dates and instructions, and forms used for registration, add-drop, changing name or address, and requesting official transcripts, please refer to the College’s Registrar/Bursar page on Blackboard: thechristcollege.Blackboard.com.

Please note that The College also reserves the right to cancel courses and course sections, even after registration has taken place, if there is low enrollment, the unavailability of a qualified faculty person, the lack of a clinical site, or other extenuating circumstances. Every effort will be made to place students in other sections of the same course if this is possible.

Official transcripts are released from The Christ College of Nursing and Health Sciences when written authorization is received and the student’s financial obligations to the College have been met. To access a printable Official Transcript Request form, please refer to the College website at www.thechristcollege.edu, or visit the Registrar/Bursar page in Blackboard: thechristcollege.Blackboard.com.

A student attempting to transfer credits received at TCCNHS to another institution should check that institution’s policies and discuss this with its admissions personnel. Whether the credits earned at TCCNHS will transfer to a particular institution is solely a function of that institution’s policies and practices.

Transfer Credit

Transfer Credit (sometimes referred to as Advance Standing) means that a student receives credit for a TCCNHS course by using one of the methods listed below to demonstrate successful completion of appropriate prior academic credit and/or work experience.

Updated 9/16/15; Revised 10/1/15; Revised 3/17/16; Updated 10/19/16; Updated 1/24/17; Updated 4/20/17

Transfer Credit for Completed College Courses

TCCNHS values the previous educational experiences of its applicants and matriculating students. Accordingly, transfer credits may be accepted for successfully completed college courses with content that is equivalent to TCCNHS’s curriculum. Our commitment to providing a curriculum that facilitates intellectual and professional growth, in addition to preparing competent well-rounded graduates, necessitates the following requirements relevant to considering transfer of college credits:

1. Applicants must meet TCCNHS‘s current standards for regularly enrolled students.

2. Transfer credit will only be evaluated based upon an official transcript. International transcripts must be evaluated by World Education Services (http://www.wes.org/) and the WES report must be submitted to TCCNHS. Appropriate and complete documentation is required for full consideration of any transfer credit.

3. All previous college-level coursework must have been completed with a grade of 2.0 “C” or better. Awarded transfer credit grades are not reflected on the student’s TCCNHS transcript or grade point average (GPA).

4. Preference is given first to credits earned at institutions of higher learning that are accredited by one of the six regional accrediting associations recognized by the United States Department of Education.

5. Credits may be approved from institutions with accreditation from Council for Higher Education Accreditation (CHEA) approved accrediting bodies.

6. Credits may be approved from institutions with an articulation agreement with TCCNHS.

7. TCCNHS may request course syllabi on a case-by-case review before any transfer of credit is awarded. Other exceptions may be made as determined by the Chief Academic Officer.

8. Credits may be accepted from other institutions that are not regionally accredited or have accreditations from CHEA or other accrediting bodies. Case-by-case review of course syllabi may be requested before any transfer credit takes place.

9. All transfer coursework must be documented on or before the first day of classes in which the student is enrolled as a degree-seeking student.

10. The Department of Nursing requires students seeking to transfer previous nursing coursework must submit course syllabi for the nursing course. The Program Director will review the course syllabi and the official transcript to determine transfer credit. Any student with two or more previous nursing course failures is ineligible for consideration for transfer of nursing course credits.

11. The Department of Arts and Sciences Transfer Credit Policy states that credits in the Arts and Sciences (excluding Natural and Lab Sciences and English Composition) must have been earned within ten (10) years prior to enrollment. Credits earned in the Natural and Lab Sciences must have been earned within five (5) years prior to enrollment. Credits transferring into the RN-BSN, Health Care Administration (HCA) and General Studies programs are not subject to these requirements. Effective with students entering fall semester 2016. General education credits transferring into the Medical Assisting program are not subject to these requirements except for MAT 102 or equivalent which must have been earned within ten (10) years prior to enrollment, and BIO 102 or equivalent which must have been earned within five (5) years prior to enrollment. Exceptions can be made by the Registrar’s office in consultation with the Associate Dean of Arts and Sciences and faculty. You may also refer to additional transfer credit policies found in the College Catalog.

12. Students may be required to complete a specified number of credit hours of Arts and Sciences courses at TCCNHS to satisfy degree completion requirements. Refer to the Curriculum and Course Descriptions section for more information.

13. TCCNHS reserves the right to determine the acceptability of transfer credits in accord with its regulatory bodies and College policies.

14. TCCNHS cannot guarantee that course credit taken at the College will transfer to other schools. Acceptance of credits transferred to another institution is solely a function of the other institution’s transfer credit policies.

Military Credit

TCCNHS may award credits as recommended by the American Council on Education (ACE), as published in “The Guide to the Evaluation of Educational Experiences in the Armed Services,” for appropriate equivalent educational experiences provided by the armed forces.

1. Students who wish to establish credit for military training should submit to the Registration and Records Office a copy of their DD214, Armed Forces of the United States Report of Transfer or Discharge, OR their DD295, Application for the Evaluation of Educational Experiences During Military Services.
2. Course Completion Certificates may be used to supplement other records or when service schools are not reflected on the DD-214 or 295.
3. An official AARTS Transcript (Army/ACE Registry Transcript Service) is available to Army enlisted, active duty personnel and veterans who entered the service after October 1, 1981. AARTS transcripts can be ordered at http://aarts.army.mil/.
4. An official SMART transcript (Sailor/Marine ACE Registry Transcript) is available to active duty and reserve Sailors and Marines, Navy veterans who separated or retired after January 1975, and Marines who separated or retired on or after January 1990. To receive further information or to order a transcript, visit https://smart.navy.mil/smart/welcome.do
5. TCCNHS also accepts credits earned through the DSST for active military personnel. Transcripts may be ordered from Prometric, ATTN: DSST/CLEP Transcripts, 1260 Energy Lane, St. Paul, MN 55108. 877-471-9860 (toll free)

Training Programs/Extra-Institutional Learning

TCCNHS may award credit as recommended by ACE’s National Guide to College Credit for Workforce Training. Students may present transcripts from ACE’s College Credit Recommendation Service (CREDIT). To access the CREDIT Online Transcript System go to: https://www2.acenet.edu/credit/?fuseaction=transcripts.main

TCCNHS may also award credit based on the recommendation of The New York State Board of Regents National College Credit Recommendation Program.

Credit for Experiential Learning

Credit may be awarded from a combination of knowledge and skills gained from work/life experience, non-credit courses, seminar training, volunteer work, and workshops. To receive credit, a student must present verifiable, official documentation to prove his/her experiences fully satisfy the learning outcomes for a particular course (e.g., employer letter on company letterhead, official certificates, etc.).

1. The Associate Dean of that course’s division, in collaboration with faculty, will review the documentation provided by the student to decide whether course credit will be awarded for the experiential learning.
2. The course number, title, credit hours and the note “Credit for Experiential Learning” will be recorded on the transcript.
3. Credit for Experiential Learning will only be awarded to currently matriculated students while they are enrolled at the college.
4. Credit for Experiential Learning does not satisfy the residency requirement.
5. Credit for Experiential Learning awarded by our college is not necessarily transferable to other institutions and/or accrediting bodies. Please check their policies.
6. Application for Experiential Learning credit may not be made while the applicant is enrolled in the course in question.
7. Experiential Learning credit is not granted for nursing courses.
8. Experiential Learning credit may not exceed 16 hours for any degree program..

Credit by Examination

Standardized exams may be taken for academic credit. A student must obtain the predefined equivalent grade per the College Board Exam criteria (Advanced Placement and CLEP) or International Baccalaureate Program (IB). For exams taken through the College Board (Advancement Placement and CLEP) and International Baccalaureate Program, the credits are transferred and are recorded into the total earned hours. Awarded credits are reflected on the student’s TCCNHS transcripts; however, they are not reflected in the student’s grade point average (GPA).

Advanced Placement (AP)

To be awarded college credit for Advanced Placement courses taken in high school, a student must obtain a predefined equivalent score of 3 or higher per the College Board Exam criteria. For exams taken through the College Board the credits are transferred to TCCNHS and are recorded as total earned hours.

TCCNHS reserves the right to change, at any time and without notice, the criteria for awarding Advanced Placement credit in any or all subject areas. For more information go to: http://professionals.collegeboard.com/testing/ap/scores

College Level Examination Program (CLEP)

To be awarded college credit for successful completion of a CLEP exam, a student must obtain a predefined equivalent score or higher listed in the table below per the College Board Exam criteria. For exams taken through the College Board the credits are transferred to TCCNHS and are recorded as total earned hours.

CLEP courses and exams are subject to revision on a yearly basis. Therefore, TCCNHS reserves the right to change, at any time and without notice, the criteria for awarding CLEP credit in any or all subject areas. For more information go to http://clep.collegeboard.org

International Baccalaureate Program (IB)

To be awarded college credit for International Baccalaureate Higher Level courses taken in high school, a student must obtain a predefined equivalent score of 4 or higher per the International Baccalaureate Higher Level examination criteria. For Higher Level examinations taken through the IB Program, the credits are transferred to TCCNHS and are recorded as total earned hours.

TCCNHS reserves the right to change, at any time and without notice, the criteria for awarding IB Program credit in any or all subject areas. For more information go to http://www.ibo.org/informationfor/alumni/transcripts

1. Purpose
2. Academic Renewal permits a former student to resume study without being penalized for his or her unsatisfactory academic performance. All courses with grades less than a 2.0 © will appear on the transcript but will not be calculated into the GPA. Credit earned at The Christ College of Nursing and Health Sciences with a grade of less than a 2.0 © will not satisfy course completion requirements.
3. Eligibility
4. Academic renewal may be used once.
5. To qualify for academic renewal, a former degree candidate, provisional student, or non-degree student, must (1) have a cumulative grade point average below a 2.0; and (2) have taken no course work at The Christ College of Nursing and Health Sciences for a minimum of two (2) calendar years. Enrollment in any credit course through any Christ College of Nursing and Health Sciences’ course delivery system disrupts the required two year non-enrollment period, even if the student withdrew from the course(s). Students must seek academic renewal prior to resuming enrollment.
6. A student may apply for academic renewal status by filing a “Letter of Intent” addressed directly to the Chief Academic Officer of the College. This letter should be filed no later than the Friday of the 8th week of the term preceding the semester or session in which enrollment is desired.
7. The Chief Academic Officer will review the Academic Renewal status request. If denied, the decision is final. If granted, the following criteria must be observed:
   1. The student must enroll for a minimum of six (6) semester credits hours as specified by the Chief Academic Officer. This will be noted as a probationary period for the student.
   2. Once the probationary period has ended, the student must have achieved a minimum GPA of 2.75 or higher and may not have failed or withdrawn from any courses. Additionally, the student must be free of any other designations (such as non-academic or academic sanctions assigned during the probationary period).
   3. If the student successfully completes all criteria outlined during the probationary period, he or she will receive Academic Renewal status, which will appear as “Academic Renewal Granted” on the transcript.
   4. All college credits earned during the time between the time the student left the institution and prior to granting of the academic renewal are not transferable into the College.
   5. Students are required to meet the current curriculum plan in place at time of academic renewal.

Added 12/20/16

The Christ College of Nursing and Health Sciences has developed a policy that enables students to move more freely among majors. However, there is limited availability and program entrance requirements that must be met in restricted majors.

Restricted Majors Bachelor of Science in Nursing:

Students interested in transferring to nursing must have a 2.75 minimum Christ College GPA. Admission is very competitive and dependent upon space available in the major at the time of the request. Meeting the minimum requirements does not guarantee admission into the major. The transfer request will be sent to the Admission Committee for final determination or denial of admission.

Registered Nurse to Bachelor of Science in Nursing:

Students are not eligible to transfer into the RN-BSN program. The admission requirements state students must have successfully completed a pre-licensure nursing program and have obtained nursing licensure.

Unrestricted Majors

Associate of Science in General Studies; Bachelor of Science in Health Care Administration Unrestricted majors have year-round admissions.

Students must be in good academic standing (i.e. GPA must be ≥ 2.0). If a student’s GPA is less than 2.0, the student may have one semester on probation to raise his/her GPA to ≥ 2.0.

Procedure for Change of Major:

1. Consult with your Academic Advisor: The College is committed to ensuring that all students are making informed decisions regarding their academic interests and their professional goals and objectives.
2. Complete the Change of Major form provided by the Academic Advisor.
3. Submit the Change of Major form to the Registrar.
4. Your paperwork will be processed and major changed within 5 days of submission for unrestricted majors.
5. You will be notified within two weeks of submission of paperwork for acceptance or denial into a restricted major.

Adding a Course

Adding a course is defined as adding an additional course after the student’s initial registration for classes is completed. These guidelines must be followed for adding a course:

1. A student may add an open course during the first six (6) business days of a session (Fall, Spring, or Summer).

2. No courses may be added after this time without express permission of the appropriate Academic Dean or designee and course/clinical instructor.

3. Adding a course will require submission of a course Drop/Add Form. Forms can be obtained from the Office of Registration and Records.

Dropping a Course

Dropping a course is defined as removing a course from a student’s schedule after the initial registration period. These guidelines must be followed with regard to dropping a course:

1. Any course may be dropped from the schedule through the first six (6) business days of a session (Fall, Spring, or Summer) without the instructor’s permission and with no grade or other designation noted on the student’s transcript.

2. Dropping a course will require submission of a course Drop/Add Form. Forms can be obtained from the Office of Registration and Records.

3. Beginning on the seventh (7th) business day of a session (Fall, Spring, or Summer), the course withdrawal policy will apply.

Revised 7/21/17

If a student wishes to enroll in 18 or more credits in a given semester, the student must meet with their academic advisor and discuss their ability to take on a course load above the maximum limit prior to the beginning of the registration period. . The academic advisor will notify the Registrar and student if permission was granted to take the requested hours, or will notify the appropriate program director or associate dean and the student if permission was denied.

Students do have the right to file a grievance if they feel that their request has not received due consideration to the appropriate program director or associate dean. The program director or associate dean will respond to the student’s grievance in writing within five business days.

The No Show Policy for Dropping Students applies to persons who never attend class.

Updated 10/5/15

Designated Period

Designated period is defined as the last day for 100% tuition refund as stated on the Academic Calendar for eight (8) week and sixteen (16) week semesters.

Classes and Clinical

Faculty will drop a student from the class if the student does not attend at least one class session during the designated period. Students who contact the instructor and provide a justification for not participating in class will be permitted to remain in the class at the instructor’s discretion. At the end of the designated period, faculty should email the Registrar and Financial Aid Officer to drop any students who remain on their roster but have not attended at least one class session during the designated period.

Distance Education Classes

Faculty will drop a student from a distance education class if a student does not log-on to the Blackboard course during the designated period. Students who contact the instructor and provide a justification for not participating in class will be permitted to remain in the class at the instructor’s discretion. At the end of the designated period, faculty should email the Registrar and Financial Aid Officer to drop any students who remain on their roster but have not logged on to Blackboard during the designated period.

Include Attendance Policy in Course Syllabus

All faculty are to include a statement of their attendance policy in each course syllabus. The statement must include information as to when the faculty member will drop a student from the class who never attended. It is important that the attendance policy in the course syllabus also indicates that the instructor will initiate unofficial withdrawal procedures for any student who ceases attendance after the designated period.

Effect of Drop for Never Attending

Students dropped from class for never attending will be deleted from rolls as though they had never registered. These students will not receive a grade of “W” and will not be counted in any official enrollment. Financial aid funds will be adjusted according to Federal, State, and institutional policies and may result in a balance owed to the College.

Appeal Process

Students who have been deleted from a class, but believe they have mitigating circumstances that warrant reversing the decision to drop, may appeal to the instructor. However, the appeal must be initiated no later than the week following the designated period.

Revised 7/26/17

1. A student may repeat a course one time with the last grade replacing the original grade.

2. The last grade always prevails and the original grade is removed from the GPA computation; however, the original grade remains on the transcript. In instances where the College must determine a student’s academic fitness, any course that is repeated as a result of failure may still factor into decisions related to academic probation, suspension or dismissal.

Course Withdrawal

A student who has been enrolled in The Christ College of Nursing and Health Sciences who voluntarily drops a course for academic or personal reasons after the official drop/add date has passed.

a. Withdrawal “W”: Withdrawal prior to the end of mid-term week. Withdrawal Deadline: To receive a “W”, a student must complete and submit withdrawal form(s) no later than 4:30 p.m. Friday of the eight (8th) week of a sixteen (16) week semester or the fourth (4th) week of an eight (8) week semester. See appropriate Program Handbook for specific program exceptions to receiving a “W” related to Clinical Attendance.

b. Withdrawal Passing “WP”: Withdrawal deadline, meeting all appropriate course outcomes and maintaining a 2.0 “C” course grade. Withdrawal Deadline: To receive a “WP”, a student must complete and submit withdrawal form(s) no later than 4:30 p.m. Friday of the thirteenth (13th) week of a sixteen (16) week semester or the seventh (7th) week of an eight (8) week semester.

c. Withdrawal Failing “WF”: Withdrawal after mid-term and before the withdrawal deadline and not meeting all appropriate course outcomes and/or failing to maintain a 2.0 “C” course grade. See appropriate Program Handbook for specific program consequences of a “WF”. Withdrawal Deadline: To receive a “WF”, a student must complete and submit withdrawal form(s) no later than 4:30 p.m. Friday of the thirteenth (13th) week of a sixteen (16) week semester or the seventh (7th) week of an eight (8) week semester.

SPECIAL NOTES: When a student withdraws from a course, an official withdrawal form must be completed and signed by the student, academic advisor, the Financial Aid Department, and the course faculty member and submitted to the Registrar. Non-attendance does not constitute an official withdrawal.

a. A grade of “W”, “WP”, or “WF” will not be calculated in the GPA.

b. A student is considered to be enrolled until officially withdrawn. Failure to officially withdraw from a course will result in a grade of “F” for that course.

Unofficial Withdrawal

1. An Unofficial Withdrawal Student is one who has commenced attendance for a course but discontinues attendance without officially withdrawing from the course.

2. For purposes of GPA computation a grade of “F” is assigned.

a. An “F” may indicate that the student is not making satisfactory academic progress; consequences may include academic probation, termination, and financial aid implications.

b. All tuition and related charges for the course remain due and payable with no downgrade adjustment.

c. Dates used for the return of Title IV funds calculation will be:

1. The last date of attendance as reported by course faculty.
2. The midpoint of the term if the last date of attendance cannot be determined.

d. Any refund due federal financial aid accounts is the student’s responsibility and appears on the next College bill.

College Withdrawal

1. An enrolled student can voluntarily withdraw from the College for academic or personal reasons. If enrolled in a course(s), a withdrawal grade in accordance with the Course Withdrawal Policy will be assigned.
2. When a student withdraws from the College, an official withdrawal form must be completed and signed by the student and submitted to the Registrar. A financial aid exit interview must also be completed with the Director of Admissions and Financial Aid. Non-attendance does not constitute an official withdrawal.

a. A grade of “W”, “WP”, or “WF” will not be calculated in the GPA.

b. A student is considered to be enrolled until officially withdrawn from the College. Failure to officially withdraw from the College will result in grades of “F” for all registered courses.

c. Readmission following withdrawal is not automatic.

Audit students are those who desire to attend course(s) without receiving academic credit.

Criteria:

a. Students may audit any theory-based or didactic course at the College. For safety and patient privacy reasons, the clinical component of all nursing courses may not be audited.

b. No academic credit will be given for an audited class.

c. Tuition and fees for classes audited will be the same as those taken for credit.

d. Courses audited will not be counted in computing the maximum number of hours for which a student is allowed to register.

e. Students are expected to follow the same attendance regulations for audited classes as for credit classes.

f. Students may take the examinations but are not required to do so.

g. Audited classes are recorded with an “AU”.

h. All students must make the decision to audit at the time of registration. Students should refer to the add/drop policy for any change in course designation.

i. The Registrar will not honor a change request for credit and/or audit after the deadline date for refund of fees has passed.

Updated 10/19/16

To graduate from The Christ College of Nursing and Health Sciences, a student must have satisfied all completion requirements. These include having:

1. Satisfactorily completed all specific program requirements.

2. Achieved a minimum cumulative grade point average of 2.0 “C”.

3. Satisfied any applicable academic residency requirements.

4. Been certified as eligible for graduation by the Registrar.

5. Discharged all financial obligations to the College. This includes the return of clinical and parking access cards (e.g., RFID) or the fee for such cards.

Graduating students are expected to attend graduation ceremonies. The Chief Academic Officer must give permission for any exceptions.

The College recognizes those graduating students who have demonstrated significant academic achievement. Academic honors are designated in the commencement program based upon the overall GPA at the end of the semester prior to the ceremony due to printing time of graduation documents. Academic honors for prospective RN-BSN graduates are based upon the 42 credits required to complete the program rather than overall GPA.

Students will be recognized with one of the following honorary designations:

• Summa Cum Laude 3.90 – 4.00 GPA
• Magna Cum Laude 3.70 – 3.89 GPA
• Cum Laude 3.50 – 3.69 GPA

Students’ Rights under the Family Education Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their educational records. (An “eligible student” under FERPA is a student who is 18 years of age or older OR who attends a post-secondary institution.) Attendance commences when the student first establishes any contact with the College resulting in the establishment of an educational record containing personally identifiable information. Education records are subject to FERPA even after the individual has left the institution, however any records created or received after a student is no longer in attendance are not subject to FERPA (e.g. alumni records). These rights include:

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

A student should submit to the Registrar a written request that identifies the record(s) the student wishes 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. A College official will be present during a student’s review of his/her education record. 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 the request should be addressed.

2. The right to request the amendment of the student’s educational records that the student believes to be inaccurate, containing misleading information or are in violation of the student’s privacy rights under FERPA.

A student who wishes to ask the College to amend a record should write to the College official responsible for the record, clearly identifying the part of the record he/she wants changed, specify why it should be changed, and include the actual change in language that the student is proposing. If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided when the student is notified of the right to a hearing. The student may include explanatory comments regarding the record that they believe should have been amended but the College has decided not to modify.

3. The right to provide written consent before the College discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

The College discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by The Christ College of Nursing and Health Sciences in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of The Christ College of Nursing and Health Sciences who performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent, or a student volunteering to assist 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 responsibilities for The Christ College of Nursing and Health Sciences.

Upon request from officials of another school, the College also discloses education records without consent to officials of another school in which a student seeks or intends to enroll.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by The Christ College of Nursing and Health Sciences to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office U.S. Department of Education 400 Maryland Avenue, SW Washington, DC 20202-5920

Directory Information Disclosure

Updated 4/6/17

Directory information regarding the student may be provided to the public upon request unless a student files a request with the Registration and Records Office asking to be excluded from the directory or from any other requests for open information from outside entities. The request should be submitted prior to the 12th day of class of the starting semester. A request to withhold information may be submitted after the stated deadline for a semester, but information may be released between the deadline and the receipt of the request. The file of the student who has asked to be excluded will be flagged until the student requests the flag be removed. The College, in its discretion, may choose not to disclose directory information. Further, the College may choose to release Directory Information but limit the scope of the release to specific parties, for specific purposes, or both.

Directory information consists of:

• Student’s full name
• Address
• Telephone listing
• Photograph
• Major field of study
• Grade level (freshman, sophomore)
• Enrollment status (i.e. full-time, half-time, etc.)
• Dates of attendance (term dates but not last date of attendance if withdrawn, or daily attendance record)
• Degree, honors, and awards received
• Participation in officially recognized activities

The Solomon Amendment, a federal law, mandates that colleges must fulfill military recruitment requests for lists containing ‘student recruiting information’. The ‘student recruiting information’ that may be requested includes: name, address, telephone, date of birth, class level, academic major, place of birth, degrees received, and most recent educational institution attended. Students are not permitted to restrict the release of their ‘student recruiting information’ specifically to the military, but if students withhold the release of their ‘directory information’ under FERPA, then the college is prohibited from releasing it to the military either.

Permitted Disclosures without Consent

FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure. Requests for access to education records will be recorded. Eligible students have a right to inspect and review the record of disclosures. A post-secondary institution may disclose PII from the education records without obtaining prior written consent of the student –

• To other school officials, including teachers, within the College whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(2) are met. (§99.31(a)(1)). School officials have a legitimate educational interest when, in the exercise or completion of their responsibilities on behalf of the institution, they incur the need to know and utilize specific information from education records.
• To officials of another school, upon their request, where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
• To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local educational authorities, such as a state post-secondary authority that is responsible for supervising the university’s state-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of federal- or state-supported education programs, or for the enforcement of or compliance with federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(a)(4))
• To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or © improve instruction. (§99.31(a)(6))
• To accrediting organizations to carry out their accrediting functions. ((§99.31(a)(7))
• To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
• To a court if a parent or student has initiated legal action against an educational agency or institution, or if an educational agency or institution has initiated a legal action against a parent or student (§ 99.31 (a)(9)(iii)(A) and (B)).
• To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10))
• Information the school has designated as “directory information” under §99.37. (§99.31(a)(11))
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
• To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§99.31(a)(14))
• To parents of a student regarding the student’s violation of any federal, state, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))
• To comply with required disclosures regarding sex offenders and other individuals who must register under section 170101 of the Violent Crime Control and Law Enforcement Act of 1994, 42 USC 14071. (§ 99.31 (a)(16)).

Copies of the Act and Federal Regulations are available by going to the Department of Education website FERPA Compliance page.