quinebaug valley community college

Records Office

STUDENT RECORDS AND REGISTRAR SERVICES

The Records Office maintains your academic record while you are here at the College and after.  We assist with applying for graduation, enrollment verification, retrieving transcripts, among many other services.

Course Registration, Withdrawal, Refund Policies and Important Dates


Verifications are processed through the National Student Clearinghouse (NSC), as authorized by the State of Connecticut.  The NSC provides an Enrollment Certificate, verifying the student’s enrollment history at QVCC.


ENROLLMENT VERIFICATION INSTRUCTIONS

Log into myCommNet

  • Select Banner Student & Faculty Self-Service
  • Select appropriate College for multiple colleges listed
  • Select Student Records tab
  • Select Enrollment Verification Request
    – You will be taken to the National Student Clearinghouse student
    self-service webpage
    – Select which option best fits your needs

ENROLLMENT VERIFICATION INQUIRIES

Student, lender or agency inquiring about the status of student enrollment may reach The National Student Clearinghouse by:

Telephone: 1-703-742-4200     Fax: 1-703-742-4239
Mail To: National Student Clearinghouse
2300 Dulles Station Blvd., Suite 300
Herndon VA  20171-3019

For additional assistance, contact the Records office at 860-932-4010.


The Family Educational Rights and Privacy Act (FERPA) became a federal law in 1971 in order to afford students certain rights of confidentiality with respect to their educational records.  All educational institutions are required to abide by FERPA regulations.

What are the main principles of FERPA?
Components include:

  • A student’s educational record is to be kept confidential
  • Only those College officials with the “legitimate educational interest” may have access to a student’s educational record
  • The College can only release general “directory information” about the student
  • A student must sign a written waiver to release parts of his/her educational record to others, including their parents

What does FERPA Guarantee?

  • The right to inspect and to review their education records
  • The right to seek to amend those records if they believe they contain an error
  • The right to have some control over disclosure of information from their education records
  • The right to file a complaint with the U.S. Department of Education if they believe their FERPA rights have been violated

An Authorization to Release Information (FERPA) form is available in the Records Office, Room C151.

For more detailed information on FERPA, please consult the QVCC Academic Catalog.

Additional Information:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington DC  20202-4605


Graduation takes place three times during the academic year: summer, fall and spring.  There is one ceremony which is held at the end of May.


IS IT TIME TO GRADUATE?
Graduation is not automatic.  In order to initiate the graduation process, students must submit a graduation application to the Records Office.

The Records Office accepts applications and certifies your eligibility for graduation three times each year, at the end of the fall, spring and summer semesters.  You must submit your completed graduation application by the dates listed below:
FallNovember 1st
SpringApril 1st
SummerJune 1st

PRE-GRADUATION RECEPTION
A pre-graduation reception will take place in the QVCC cafeteria.  If you are planning to walk in the ceremony, you should plan to attend.  Due to limited space, this event is for graduates only. Distribution of caps and gowns, as well as honors recognition will take place.  RSVP to Donna Bayer-Carreaux or call 860.932.4020

COMMUNICATIONS REGARDING GRADUATION
It is critical that you set up your Microsoft Office 365 college email. Your graduation audits will be sent to this account.  If you plan to participate in the May ceremony, information regarding caps and gowns, tickets for the ceremony, and general information about the ceremony will be sent to this email address.  The college website will also have the most up-to-date information regarding the ceremony.

COMMENCEMENT STUDENT SPEAKER
Every spring, a committee composed of faculty and staff selects a graduating student to serve as the commencement speaker. Students who are graduating during the summer, fall or spring term and plan to attend the commencement ceremony in May are encouraged to apply.   For more information, access the Commencement Speaker page.

HONORS
To graduate with honors, you must have earned  at least 30 of the credits accepted for graduation at QVCC.  If you have a grade of “I” (Incomplete), you are ineligible for graduation honors. Courses taken at other institutions are not included in computing honor status. Graduation honors are:

Summa Cum Laude or Highest Honors: GPA equal to 3.9 to 4.0
Magna Cum Laude or High Honors: GPA equal to 3.7 to 3.89
Cum Laude or Honors: GPA equal to 3.4 to 3.69

PRESIDENT’S AWARD
Given each year at commencement, the college makes an award to the degree graduate with the highest academic average with at least 45 credits earned in residence at QVCC. This is known as the President’s Award.

HONOR SOCIETIES
The College has a chapter of Phi Theta Kappa, a national community college academic honor society; Alpha Beta Gamma, a national community college honor society for business students; Epsilon Pi Tau, a national honor society for engineering and technology students; and Tau Upsilon Alpha, a national honor society for human services students.

QVCC ALUMNI ASSOCIATION
Graduation doesn’t have to be the end of what we hope will be a lifelong relationship with Quinebaug Valley Community College. Be part of the Alumni Association!


     1st Day Students are able to Register for Class


 

  • April 1
    Fall semester or Summer session
  • November 1
    Spring semester

Assistance with registration is available through the Student Success Center in Danielson and from the Student Services Representative at QVCC’s Willimantic location: Windham Technical High school.

Request for Usage of a Preferred First Name or Used Name


Students may prefer to use a first name that differs from their legal, documented name and/or that matches their gender identity or expression. All colleges in the Connecticut State University System now provide students with the opportunity to declare a preferred first name.


The preferred name will appear on all institutional documents and records other than official documents. Documents and records that may display a preferred name include, among others, course rosters in MyCommNet, identification cards, email address, and honors, awards and prizes issued by the institution.

Legal names will appear on transcripts and credentials, payroll and student employment records, and financial aid documents. Students applying for graduation may use their preferred name on their diplomas.

For assistance in specifying a preferred name, visit the Records Office in the Student Affairs suite, C151.


New, Transfer, Re-Admit, Continuing and Senior Citizen Student Registration


New, Transfer or Re-Admit –  When you have completed the application process, you can register online at myCommNet.  If you are a new student, you are encouraged to meet with an advisor before starting your first term.   Advising Services, located in the Student Success Center in Danielson or a Student Services Representative at our Willimantic class location of Windham Technical High School, will assist with the registration process.

Continuing Student Registration – For those currently enrolled students in classes or your last registration was three semesters previous, you can register for classes online.

Senior Citizen Registration –  Connecticut residents 62 years of age or older, may be eligible to register without paying the application fee, general fees, or tuition charges for courses supported by the General Fund.  This applies to all credit courses on a space available basis.  Registration will take place the morning preceding the first day of the semester.

Registration instructions to register for courses in myCommNet


You are now able to receive an electronic format of your transcript (eTranscript).  eTranscripts can be sent to other educational institutions, potential employers or any other appropriate entities and are processed within 24 hours of receipt of the request.  Paper transcripts are processed within 7 to 10 business days.  eTranscript and Paper Transcript requests are accessed through Parchment.


Current Students – Login to your myCommNet account.
Go To:  Banner Student & Faculty Self-Service, Student Records, Transcripts, Request Official Transcript then Access the Transcript Ordering Site (This will open the Parchment website in a new webpage)

Former Students – Students who have been away from QVCC for more than two years no longer have access to myCommNet.
Students who have not yet utilized this service, are considered a ‘new’ user with Parchment, who will need to choose the ‘Create Account’ option on the ‘Login or Register’ page.

Please ensure that your last name, first name, date of birth, and last four digits of your SSN are entered correctly so that your request can be processed in a timely manner.


It is the responsibility of each student to know and comply with the withdrawal policies below and deadlines listed in the  Academic Calendar.


WITHDRAWAL AND REFUND POLICIES

Fall and Spring Courses: General Fund Courses: 15 Weeks

Summer and Winter Courses: Credit Extension Courses

Additional Withdrawal and Refund Policies

 

CONTACT INFORMATION

Nicole Marcoux-Bowen
Registrar

Krissy Larrow
Student Services Associate – Records

Phone 860-932-4010
Fax 860-932-4302

Advising/Prerequisite Assistance
860-932-4008

Records Office Hours
(Additional Hours Available Upon Request)
Monday – Friday
8:30am – 4:00pm