Registrar
Transcript Requests, Academic Calendar, Course Schedules and More

Registrar

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
  • Cross-registration

View the Spring 2020 Exam Schedule
View the Summer Course Schedule

FERPA Release Form

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

FERPA Release Form

Fall 2019

Course Challenge DeadlineAugust 23
Classes BeginAugust 26
Drop/Add DeadlineAugust 30
Labor Day College HolidaySeptember 2
Quarter Term Reports DueSeptember 20
Audit-to-Credit Change DeadlineSeptember 20
Application for GraduationOctober 7-11
Columbus Day – College Fall HolidayOctober 14-15
Midterm Exam WeekOctober 16-22
Midterm Grades DueOctober 25
Course Withdrawal DeadlineNovember 15
Spring 2020 Registration BeginsNovember 11
Withdrawal Deadline from College with No Academic PenaltyNovember 26
Thanksgiving – Student College HolidayNovember 27-December 1
Classes ResumeDecember 2
Critique DayDecember 6
Final Day of ClassesDecember 9
Exam WeekDecember 10-13
Final Grades DueDecember 17
Christmas Break – College ClosedDecember 23-January 1
Incomplete Contract – Work DueJanuary 6
Incomplete Grades DueJanuary 9

Spring 2020

Course Challenge DeadlineJanuary 10
Classes BeginJanuary 13
Martin Luther King Day – College HolidayJanuary 20
Drop/Add DeadlineJanuary 21
Quarter Term Reports DueFebruary 7
Audit-to-Credit Change DeadlineFebruary 7
Application for GraduationFebruary 10-14
President’s Day – College HolidayFebruary 17
Midterm Exam WeekMarch 2-March 6
Midterm Grades DueMarch 11
Spring BreakMarch 15-March 22
Classes ResumeMarch 23
Easter Holiday – College ClosedApril 9-13
Classes ResumeApril 14
Fall 2020 Registration BeginsApril 14
Course Withdrawal DeadlineApril 17
Withdrawal Deadline from College with No Academic PenaltyApril 24
Final Day of ClassesMay 4
Incomplete Request DeadlineMay 4
Exam WeekMay 5-8
Critique DayMay 8
Pass/Fail Opt-In StartMay 11
Final Grades DueMay 12
CommencementMay 17
Pass/Fail Opt-In DeadlineMay 22
Incomplete Contract – Work DueJuly 27
Incomplete Grades DueAugust 3

Summer 2020

Classes BeginJune 1
Drop/Add DaysJune 1-4
Mid-Term Grades DueJuly 2
Course Withdrawal DeadlineJuly 9
Final Day of ClassesJuly 23
Final Grades DueJuly 28

Fall 2020

Course Challenge DeadlineAugust 28
Classes BeginAugust 31
Labor Day HolidaySeptember 7
Drop/Add DeadlineSeptember 8
Quarter-Term Reports DueSeptember 25
Audit-to-Credit Change DeadlineSeptember 25
Fall College HolidayOctober 12-13
Midterm Exam WeekOctober 21-27
Spring 2021 Course Schedule Available on the PortalOctober 23
Midterm Grades DueOctober 30
Spring 2021 Registration Begins for Achieve Students, Honors Students, & AthletesNovember 2
Spring 2021 Registration for All StudentsNovember 4
Course & College Withdrawal without Academic PenaltyNovember 20
Thanksgiving College HolidayNovember 25 – 29
Classes ResumeNovember 30
Last Day of ClassesDecember 14
Reading/Critique DayDecember 15
Exam WeekDecember 16-18
Final Grades DueDecember 22
Christmas Break – College ClosedDecember 23 – January 3
Incomplete Contract Work DueJanuary 13
Incomplete Grades DueJanuary 15
Conferral Date for Fall 2020 GraduatesFebruary 1

Spring 2021

Course Challenge DeadlineJanuary 15
Classes BeginJanuary 19
Drop/Add DeadlineJanuary 25
Quarter-Term Reports DueFebruary 12
Audit-to-Credit Change DeadlineFebruary 12
President’s Day HolidayFebruary 15-16
Midterm Exam WeekMarch 8 -12
Summer 2021/Fall 2021 Course Schedule Available on the PortalMarch 12
Spring BreakMarch 13-21
Classes ResumeMarch 22
Midterm Grades DueMarch 23
Summer/Fall 2o21 Registration Begins for Achieve Students, Honors Students, & AthletesMarch 23
Summer/Fall 2021 Registration for All StudentsMarch 25
Easter HolidayMarch 31 – April 4
Classes ResumeApril 5
Course & College Withdrawal Deadline without Academic PenaltyApril 9
Last Day of ClassesMay 10
Reading/Critique DayMay 11
Exam WeekMay 12-14
Final Grades DueMay 19
CommencementMay 23
Incomplete Contract Work DueJune 9
Incomplete Grades DueJune 11

View a pdf of the Fall 2020 – Spring 2021 Academic Calendar

2013-2014
2014-2015
2015-2016
2016-2017
2017-2018
2018-2019
2019-2020

If you can’t find what you’re looking for call Darby Ratliff, registrar, at 716-961-1806.

  • Transcript Request Form
  • Due to current limitations on campus access, process times for transcripts will be delayed. Please note the following:
    • We are now able to mail transcripts.  You can complete form by clicking here.
    • We will attempt to complete your request as quickly as possible, but due to high volume, it may take  3-5 business days to process your order.
    • Official transcripts cost $5. A check can be mailed to the college, or you can input the information directly on our secure form.

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.

Darby Ratliff
Registrar
[email protected]
716.961.1806

Diane Handzlik
Assistant Registrar
[email protected]
716.961.1873

Sr. Gloria Lewandowski
Administrative Assistant
[email protected]
716.961.1875

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