How the Registrar Can Help:
Most people hear the word “registrar” and don’t really know what it is the office actually does. But the function of the Registrar’s Office is simply to store and access student academic records, like:
- Class registration
- Graduation information
- Transcript requests
- Enrollment verification
- Course withdrawals
- Name and/or address changes
- Transfer credit evaluations
- Course of study/major and minor declarations
- Program planner changes
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights to their education records. These are:
- The right to inspect and review your education records within 45 days from the day Villa Maria College receives a request for access. If you would like to review your records you must submit to the registrar, dean, head of academic department, or other appropriate official, a written request that identifies the record(s) you wish to inspect. The College official will make arrangements for access and notify you of the time and place where your records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official will advise you of the correct official to whom the request should be addressed.
- The right to request the amendment of your education records that you believe are inaccurate or missing. You may ask the College to amend a record that you believe is inaccurate or misleading. You must write the College official responsible for the record, clearly identify the part of the record that you want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as you requested, you will be notified of the decision and advised of your right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to you when notified of the right to a hearing.
- The right to consent to disclosures of personally identifiable information contained in your education records, except to the extent that FERPA authorizes disclosure without consent. ”Directory Information” is limited to: Student’s name, student ID number, address, telephone listing, electronic mail address, date and place of birth, photographs, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, grade level, enrollment status (e.g. full-time or part-time; undergraduate or graduate), degrees, honors and awards received, and the most recent previous education agency or institution attended. ”Directory Information” may be released without the student’s consent. Currently enrolled students may withhold disclosure of “Directory Information”. To withhold disclosure, written notification must be received annually in the Records Office prior to October 1. Forms requesting the withholding of “Directory Information” are available in the Records Office. Villa Maria College assumes that failure on the part of any student to specifically request the withholding of categories of “Directory Information” indicates individual approval. 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, collection agent or clearinghouse); 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 in the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the College discloses records without consent to officials of another school in which a student seeks or intends to enroll.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College 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
600 Independence Avenue, SW
Washington, DC 20202-4605
Spring 2021 Academic Calendar
|Course Challenge Deadline||January 15|
|Classes Begin||January 19|
|Drop/Add Deadline||January 25|
|Quarter-Term Reports Due||February 12|
|Audit-to-Credit Change Deadline||February 12|
|President’s Day Holiday||February 15-16|
|Midterm Exam Week||March 8 -12|
|Summer 2021/Fall 2021 Course Schedule Available on the Portal||March 12|
|Spring Break||March 13-21|
|Classes Resume||March 22|
|Midterm Grades Due||March 23|
|Summer/Fall 2021 Registration Begins for Achieve Students, Honors Students, & Athletes||March 23|
|Summer/Fall 2021 Registration for All Students||March 25|
|Easter Holiday||March 31 – April 4|
|Classes Resume||April 5|
|Course & College Withdrawal Deadline without Academic Penalty||April 9|
|Last Day of Classes||May 10|
|Reading/Critique Day||May 11|
|Exam Week||May 12-14|
|Final Grades Due||May 19|
|Incomplete Contract Work Due||July 9|
|Incomplete Grades Due||July 13|
- Transcript Request Form
- Villa Maria College is now using the National Student Clearinghouse to process our transcript requests. Please use the link above to start your request.
- Current and former students now have the option to utilize electronic delivery for their transcripts. Costs vary by delivery type. You must pay by credit card.
Contact the Registrar's Office
During the academic year, the registrar’s office is open Monday through Friday, 8:00 AM-4:00 PM.
The office is located on the main floor of the Main Building between the business office and the library.