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Academic Records

2015-16

finalized March 2016

Academic Permanent Record

The Office of the Registrar maintains each student’s official academic record. Official records (including transcripts and diplomas) may be withheld if the student has any outstanding financial obligation to the college.

When students transfer coursework to Augustana, that work is evaluated and recorded on the academic permanent record. Copies of the academic record are made available via the web after the transfer courses are posted. The applicability of transfer credit to a major or minor is determined by the appropriate department or program chair in consultation with the student.

Obtaining Documents Originating from Another Agency or Institution

In accordance with national record release standards, we do not release documents thst have become the property of Augustana College through a legal release to a third party (Augustana.) We are not the official legal custodian of record for any documents that did not originate at Augustana College and therefore do not have the legal authority to release them. This includes documents such as high school records, ACT/SAT scores, AP/IB scores or college transcripts from other institutions.  These records are the property of the college and are for our internal college purposes only. Please contact the originating agency, organization or institution that produced the original records to obtain a legal copy.

Degree Progress Form

The Office of the Registrar provides support and assistance in the degree audit. However, it is ultimately the responsibility of each student to meet degree requirements. Students and advisors may monitor their progress on an unofficial transcript or through the Program Evaluation on Arches. Major advisors and the Registrar will assist the student in this responsibility.

Certification of Major or Minor

Upon declaring a major or minor, a student may receive from the advisor a check sheet on which to keep track of progress toward completing require­ments. During a student's final term at Augustana, the major department or program submits to the Registrar certification for each major or minor declared, listing the required courses and certifying that upon satisfactory completion of that term's coursework the student will have completed the major/minor. However, it is the student’s responsibility to check to see that the program of study and any additional majors and/or minors are listed correctly on their record, and report any concerns to the Office of the Registrar at least one term prior to graduation.

Application for Graduation

Students must apply for graduation at least one term in advance and will be restricted from graduation starting in the fall of their senior year if they have not done so. It is strongly recommended that rising senior students complete an Application to Graduate in the summer prior to their senior year. The graduation application should be completed online. Only students who apply to graduate will receive a report of outstanding degree requirements and information about commencement.

The Augustana Degree

Augustana College awards the Bachelor of Arts degree upon completion of the degree requirements.  

Finalizing the Academic Record

Once the degree is conferred at the date of graduation, the academic record is considered complete and final. No further changes will be made unless there is a documented clerical error. It is the responsibility of the student to notify the Office of the Registrar of a clerical error within 30 days of the graduation date. See additional policies on enrollment and grade change requests.

If readmitted to the college, a student may return to campus and take additional Augustana coursework towards additional majors or minors or towards teacher certification. Course repeats are not permitted after a degree is awarded (see course repeat policy.) No transfer work will be accepted after the degree is conferred. 

 

The Educational Record

Under the Family Educational Rights and Privacy Act (FERPA) a student has the right to request to view the educational record.

Individuals who wish to view their record must:

  • Make a request in writing to teh Office of the Registrar with the printed name as it appears in the Augustana records and a written signature
  • The request must contain the student identification number (or social security number), the date of birth and dates of attendance
  • The request must include current email address, phone number and mailing address
  • An appointment to view the record will be scheduled no sooner than seven days from the date of the request.
  • Appointments will be no more than two-hours in length and will take place within business hours.
  • Requests expire within 60 days.
  • Those who do not respond to a request to make an appointment or fail to report to their appointment must make a new request.

Individuals who are unable to view the record due to unsal distance from the college may request a copy of their educational record. In these cases the individual must:

  • Make a request in writing to the Office of the Registrar with the printed name as it appears in the Augustana records and a written signature
  • The request must contain the student identification number (or social security number), the date of birth and dates of attendance
  • The request must include current email address, phone number and mailing address
  • Pay a copy fee of $1.00 per page (payable in advance of mailing)
  • If not picking up in person, the individual must pay a flat fee of $10.00 for postage (payable in advance of mailing) Augustana will not
  • Requests will be fulfilled within ten business days of the payment.
  • Unpaid requests expire within 60 days. Those who do not pay fees within this timeline must make a new request.

Under FERPA, an eligible student has the right to request that "inaccurate or misleading information" in his or her education records be amended. Individuals who seek to amend their educational record must:

  • Make a request to amend in writing to the Office of the Registrar with the printed name as it appears in the Augustana records and a written signature (or an email from the Augustana email account if the individual is a current student)
  • The request must contain the student identification number (or social security number), the date of birth and dates of attendance
  • The request must include current email address, phone number and mailing address
  • A complete statement that addresses which specific sections are "inacurate or misleading" in the eyes of the student. Please read below about the guidelines for amendment procedures from FERPA. 

The individual will receive written response of the decision, by email, within 45 days of the date the request was received. If the college decides not to amend the record, the student may make a request for a hearing.  These are the amendment hearing guidelines:

  • Request for a hearing must be made in writing (or an email from the Augustana email account if the individual is a current student) within 10 days of the date of the notice of the decision not to amend.
  • The hearing will take place within 45 days of the reuqest for a hearing on the Augustana campus during business hours.
  • The committee will consist of three college officials (as selected by the Registrar) and one currently enrolled student in good standing and appointed by the Stuednt Government Association.
  • The individual may appear in person to speak at the hearing or submit a statement to be read at the heading in leiu of appearing.
  • The individual may present relevant materials or statements in advance or bring them to the hearing
  • The committee will make a decision and notify the individual within 45 days of the hearing.

"If, as a result of the hearing, the school still decides not to amend the record, the eligible student has the right to insert a statement in the record setting forth his or her views. That statement must remain with the contested part of the eligible student's record for as long as the record is maintained." (Taken directly from the Family Educational Rights and Privacy Act, General Guidance for Students Department of Education)

FERPA guidelines for amendment requests:  "FERPA amendment procedure may be used to challenge facts that are inaccurately recorded, it may not be used to challenge a grade, an opinion, or a substantive decision made by a school about an eligible student. FERPA was intended to require only that schools conform to fair recordkeeping practices and not to override the accepted standards and procedures for making academic assessments, disciplinary rulings, or placement determinations. Thus, while FERPA affords eligible students the right to seek to amend education records which contain inaccurate information, this right cannot be used to challenge a grade or an individual's opinion, or a substantive decision made by a school about a student. Additionally, if FERPA's amendment procedures are not applicable to an eligible student's request for amendment of education records, the school is not required under FERPA to hold a hearing on the matter." (Taken directly from the Family Educational Rights and Privacy Act, General Guidance for Students Department of Education)

NOTE: Augustana does not provide copies of transcripts from high schools, colleges, Advanced Placement or International Baccalaureate that are property of the college and part of the education record. Students needing those records must obtain copies from the originating institution or organization.

updated by L. Fowler 9-1-15

Policy on the Awarding of Posthumous Degrees 

The achievements and contributions of Augustana students are formally recognized at graduation.  In case of the untimely death of a student who has made substantial progress toward a degree, it is important that the college acknowledge the work of this individual. Upon written request from a family member, the Committee on Advanced Standing and Degrees may recommend conferral of the posthumous degree under the following policy requirements:

  • The student should have had senior status (more than 90 earned credits) at the time of his/her death.
  • The student should have been in good academic and social standing at the college at the time of his/her death.
  • The student should have been enrolled for coursework at the college at the time of his/her death.
  • As with other candidates for graduation, the posthumous degree will be recommended to the Faculty by the Committee on Advanced Standing and Degrees.  The Faculty recommendation will then be passed to the Board of Trustees for approval.
  • The student's name will appear in the graduation program. The student's family will decide if the name will be read and the degree is to be conferred during the graduation ceremony or in a private ceremony.
  • The degree will be marked as awarded posthumously for the academic record and a diploma noting the Bachelor of Arts will be available to the family.

In instances where the student had not reached senior status at the time of his/her death, a certificate of achievement will be presented to the family.

Release of Record of Deceased Student

Following the death of a student, the College will release the educational records of the individual student under the following condition(s):

  • The student has submitted a signed Authorization to Release Educational Records form which designed the person(s) eligible to request and/or receive educational records. Authorized person must submit a signed request for records which can be mailed, faxed, or hand-delivered to the Office of the Registrar.
  • The student has officially designated the person(s) as an emergency contact. This information is held in the student's e-record on the EMER screen. Authorized person must submit a signed request for records which can be mailed, faxed, or hand-delivered to the Office of the Registrar
  •  In response to a legal subpoena

The College will respond to requests for records in a timely manner, but records, with the exception of an unofficial transcript, will not be produced the same day. Requested documents will be mailed to the requestor.

Reaffirmed by AS&D 12-3-12

Passed by Faculty Senate 3-25-04