Transcripts & Records
Transcripts
Unofficial student transcripts are available to department student affairs administrators through Gargoyle. Humanities administrators who need Gargoyle access should contact Associate Dean of Students Louis Arata . Humanities administrators needing batch transcripts (i.e. transcripts for all students in your department) should contact Louis Arata or Miranda Swanson .
Students and alumni who need to order transcripts should be directed to the Office of the Registrar .
Student Records
Information on student educational records & directory information is published in the Student Manual of University Policies and Regulations under "Administrative Policies and Requirements ". Some highlights are reproduced below. Please refer to the Student Manual for full policy information, including inspection and review of educational records, amendment of a record, cost of copies, and release of records.
Directory Information
The University makes available without the consent of a student only such information as would ordinarily be published in a student directory or other materials intended for public distribution: name, current address, electronic mailing address, telephone listing, photographs, major field of study (including degree program(s) fields, major(s), minor(s), year of study and/or class information), awards and honors, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees, the most recent educational agency or institution attended, and similar information. Through cMore, students may request that any or all of their information be withheld. The University may use parent information, class registration information, date of birth, race and gender information on occasion for internal purposes only.
Directory Information Changes
Students are responsible for ensuring that their directory information is accurate and current, and must maintain accurate current and emergency contact information. Name changes must be notarized.
The University sends by regular mail certain official communications, including but not limited to grade reports and bills, to the address on file with the University Registrar. If the mailing is not received or is returned to the University, because the student no longer resides at that address, a returned mailing will not be resent and the student is responsible for any late fees and other administrative action resulting from failure to respond to the mailing.
Generally, students maintain their directory information via cMore, the student's online academic records and information portal. Students use their CNET-ID and password to access these services, which are provided in a secured network environment. College students living in the University House system and Graduate School of Business students are directed to other websites to maintain their directory information.
Educational Record Maintenance
A student's educational records are defined under the Family Educational Rights and Privacy Act (FERPA) of 1974 as including, subject to the limitations described in the Act, "records, files, documents, and other materials which (1) contain information directly related to a student; and (2) are maintained by an institution or by a party acting for such institution." At the University, a student's educational records are often maintained in a number of offices: the Office of the Dean of Students in the student's academic unit, the student's department (if he or she is a graduate divisional student), the Career Advising and Planning Services (if he or she has initiated a file for placement purposes), in some cases by the Office of the Vice President and Dean of Students in the University. In addition, a student's official academic record is maintained indefinitely in the Office of the University Registrar.
Policies governing the maintenance, review, and ultimate disposition of students' educational records differ from one area of the University to another. The title of the person in each major academic area who is responsible for maintaining student records is listed below, as well as the major categories of University staff who have a legitimate educational interest in student records as part of their normal administrative responsibilities and who have access to those records. Also listed is each area's general policy for reviewing and disposing of student records.
Division of the Humanities: Dean of Students
Divisional faculty members and appropriate members of the Dean of Students' staff; department and committee secretaries.
Student records are maintained until such time as the student (1) withdraws from the University, (2) fails to register for three consecutive quarters, (3) completes a terminal degree, or, (4) transfers to another academic unit of the University. Files removed from the Office of the Dean of Students for reasons (1) through (3) above are sent to Divisional storage.
Files removed for reason (4) above are sent to the receiving academic unit.
If students in categories (1) through (3) above do not resume study at the University within two years, their files are reviewed by the Office of the Dean of Students. If the Dean of Students or the student's former department has no current information about the student (or if the degree awarded the student was terminal), the file generally is destroyed. Records of students who have received a Ph.D. generally are retained by the Office of the Dean of Students for five years from the date of degree.
Departments: Department Chair
Departmental student records are maintained in conformity with the policies for the appropriate division described above. Departments usually continue to maintain indefinitely a file containing such basic information as a final transcript which shows the awarding of the degree, a copy of the abstract of the doctoral dissertation, correspondence subsequent to the date of the degree, grades for any departmental examinations that do not appear on the transcript, the title of the master's thesis, and the grade.