Registrar

Transcript Requests, Academic Calendar, Course Schedules and More.

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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.

What the Registrar's Office Helps with

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

Forms

FERPA Rights

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

Academic Calendars

Spring 2023

Course Challenge Deadline	January 13
Classes Begin	January 17
Add/Drop Deadline	January 24
Quarter-Term Reports Due	February 10
Audit-to-Credit Change Deadline	February 10
President’s Day Holiday	February 20-21
Midterm Exam Week	March 6-10
Summer/Fall ’23 Course Schedule Available on the Portal	March 17
Spring Break	March 11-19
Classes Resume	March 20
Midterm Grades Due	March 21
Summer/Fall ’23 Registration Begins for Achieve Students, Honors Students, & Athletes	March 21
Summer/Fall ’23 Registration Begins for All Students	March 23
Easter Holiday	April 6-9
Classes Resume	April 10
Course & College Withdrawal Deadline without Academic Penalty, Pass/Fail Deadline	April 14
Last Day of Classes	May 5
Reading/Critique Day	May 8
Exam Week	May 9-11
Final Grades Due	May 15
Commencement	May 20
Incomplete Contract Work Due	July 12
Incomplete Grades Due	July 14